Meeting rooms in the library system provide an opportunity to bring together the resources of the library and the activities of the community. All community meetings held in the library meeting rooms must be open to the public.

Reserving a Meeting Room

• Use of the meeting room is free.
• The person reserving a meeting room must be at least 18 years of age. A reservation for a group of people under age 18 must be made by a supervising adult.
• Reservations for meeting room use are made in person or by phone at the library where the meetings will be held.
• Rooms must be reserved in advance of use.
• A group may have no more than two meetings scheduled at any GCPL facility at a time.
• Groups may wish to occasionally reserve facilities for programs in a series. This may be possible with the approval of the head librarian.
• Tables and chairs are available for the group to set up.
• Each location has audio-visual equipment which must be requested at the time of scheduling. Groups must supply their own equipment operator.

Group Size

By order of the Fire Marshall, occupancy is limited, as follows:

• Beavercreek Community Library - 25 standing
• Cedarville Community Library - 36 w/chairs
• Fairborn Community Library - 75 standing
• Xenia Community Library - First Floor Meeting Room - 297 standing, 130 w/chairs, 59 w/tables & chairs; Second Floor Meeting Room - 42 w/chairs, 20 w/tables & chairs
• Yellow Springs Community Library - 49 w/chairs

Meeting Room Rules

Community groups whose purposes are non-profit, civic, cultural, or educational are encouraged to use the various library meeting rooms for group meetings when the rooms are not being used for their primary purpose: Library related activities.

Meeting rooms may not be used for social activities; private parties; commercial purposes/endeavors or gatherings that advertise a product or service; or political campaign meetings.

Library programs will take precedence over all other scheduled meeting room events. If there is a conflict between a library program and a meeting room reservation, the Library reserves the right to cancel the reservation at any time. While the Library reserves the right to change or cancel meeting room reservations when necessary, the Library will endeavor to avoid such conflict.

Use of the meeting room shall not be publicized in such a way as to imply library sponsorship of the group’s activities.

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The above meeting room policies only represent a subset of the complete meeting room policy found in the Public Policy Manual (PDF).