Meeting Room Guidelines

As a community gathering place, the library is pleased to make its Meeting Rooms available to the public under the following conditions:

General Guidelines for all Organizations
501 (c) (3) Organizations
Private Organizations and Individuals

1. General Guidelines for all Organizations
   1. Applicants for room use must be 21 years of age and must be present to supervise all minor groups. Do not leave children unattended.
   2. All Meeting Room Requests must be made online, over the phone, or in person at least two weeks in advance. Rooms can be reserved up to six months in advance.
   3. All new meeting room customers must meet with the Library's Administrative Assistant. All contact information and documentation must be provided at that time.
   4. Applications are pending until approved by the library.
   5. Decisions on meeting room use are subject to review by the Board of Library Trustees. Library programs take precedence over all other scheduled meeting room events.
   6. Groups using a library meeting room may charge a reasonable fee to recover the costs of materials, handouts, craft-making supplies, refreshments, etc. Ten percent of the proceeds of anything collected as part of a Meeting Room program must be donated to the Friends of the Cleveland Heights-University Heights Public Library.
   7. Programs cannot constitute commercial advertising or represent direct solicitation. For more information see SERVICE AND ADMINISTRATION POLICIES Section IV F.
   8. Rooms and kitchenette must be left neat and clean. Tables and chairs may be moved to fit the user's needs, but must be returned to the original arrangement when done. Failure to do so will result in additional charges and/or loss of room reservation privileges. All equipment must be in good working order.
   9. The individual or organization using the meeting room shall be responsible for any damage caused to the library.
   10. The use of the meeting rooms by non-library groups or individuals shall not be publicized in such a way as to imply library sponsorship.
   11. Meeting room attendees should be encouraged to park on the outer perimeter of the parking lots.
   12. No alcoholic beverages or smoking is allowed anywhere in the library.
   13. The library assumes no responsibility for personal belongings.
   14. The library reserves the right to close in the event of an emergency and will refund all fees where applicable.
   15. All meeting room activities must comply with our Code of Conduct.
2. 501 (c) (3) Organizations
   1. Library meeting rooms will be made available at no charge to all non-profit 501(c) (3) organizations, ministerial organizations, or school-related organizations, or other groups approved by the director.
   2. Proper documentation of non-profit status must be presented TWO WEEKS prior to the event or your reservation will not be approved Documentation must be for federal non-profit tax status; forms from the State of Ohio will not be accepted. Exceptions can be made at the discretion of the Director.
      Click here to view an example 501(c)(3) >>
3. Private Organizations and Individuals
   1. The use of rooms for a social purpose (birthday parties, wedding showers, family reunions, etc.) will be allowed for a fee of $30 per hour per room. Heights Libraries accepts cash, checks or credit card payments (Visa, Mastercard, American Express, Discover).
   2. All fees are due two weeks before the event. Fees will be returned only if cancellation is received at least 48 hours prior to event. If payment has not been received two weeks prior to the event, your reservation will be cancelled.
   3. Fees are due upon reservation for all reservations made within two weeks of event date.
   4. Meeting Room payments by cash or check can be dropped off at any of our Heights Libraries or mailed to the address below. PLEASE NOTE: credit card payments are only accepted at the Lee Road branch:

      Heights Libraries
      Attn: Meeting Rooms
      2345 Lee Road
       Cleveland Heights, OH 44118