Your Organization is Welcome!
The Youngstown Free Library is comprised of three
collection rooms on the first floor of the Red Brick School.
On the second floor of the Red Brick School is the Library's
Programming Room/ Meeting Room. This second floor room is
available to be reserved by the community.
Meeting Room Purpose
The Library meeting room is available at no charge for use by
community groups for informational, educational or cultural
meetings and programs when not needed for Library purposes.
Use of the Library meeting room does not imply endorsement by
the Library Staff or Trustees of the viewpoints presented.
Meeting Room Policy
The Library Board encourages the widest possible use of
library meeting room by non-profit community groups as long as
this use does not interfere with the normal functions of the
All meetings shall be open to the public.
The room may be used for educational, cultural,
informational or governmental/civic activities and may include
public lectures, panel discussions, workshops and other
Room bookings are subject to cancellation with two (2) weeks
notice if the room is needed for Library programming.
Programs involving the sale, advertising, promotion of
commercial products or services, or programs sponsored by a
business firm, regardless of purpose, are prohibited except
for those covered by the Library policy which allows
performers at Youngstown Free Library programs with
pre-approval to sell sound recordings, videos and books
related to their performance.
No admission fee, registration fee, donation or monetary
solicitation may be sought from meeting attendees unless the
Library co-sponsors the program.
Rooms will not be used for personal use, weddings,
birthday or anniversary parties or family/individual purposes.
Groups may reserve space no more than six (6) months in
advance, except that if a group has held 12 meetings in a 12
month period and is registering for meetings in a new year,
said group may reserve for 12 meetings in a new 12 month
period. A group that is making a contract for space or meeting
room may also reserve space for a period of up to 12 months.
No single group may have more than two (2) meetings in a
one-month period, unless the Library is a co-sponsor.
By law maximum occupancy of the room is 35.
Groups are responsible for any room set-up and are to leave
the room as it was found.
Users agree to abide by all regulations of the Library
relating to the use of the facilities and accept
responsibility for all damages caused to the building and/or
equipment beyond normal wear.
Charges for Meeting Room
There is no charge for use of meeting room.
Contracts for Meeting Room
If a government agency or other organization wishes to make a
written agreement for the use of meeting space for a period of
up to one (1) year, the Library Director is authorized to sign
such an agreement, if:
the room use is consistent with this Policy
the written agreement incorporates the rules and regulations
of this Policy, and
the agreement has been reviewed and approved.
Groups interested in using the Library meeting rooms must
first fill out an application form provided by the Library.
This application must be returned to the library at least one
(1) week prior to the first scheduled meeting date.
An authorized adult Youngstown Free Library card holder
representative of the group must request use of the meeting
room and fill out the application form. By signing the form
the applicant agrees that this Library Meeting Room Policy
("Policy") applies to the requested use of space and has been
read and understood. Failure to abide by the Policy may
disqualify the group from future use of the rooms as a minimum
The group accepts financial responsibility for any and all
damage caused to the building or equipment beyond normal wear.
The group contact person will be responsible for any charges
incurred by the group.
Permission to use the Library meeting rooms may be withheld
from groups whose members or invitees damage the room, carpet,
equipment, or furniture, or fail to comply with these rules
and regulations. Individuals causing disturbances during
meetings will be asked to leave.
The Library will not be responsible for lost or damaged
materials used in exhibits or programs.
The Library is not liable for injuries to people or damage
to property, individuals, or organizations using the meeting
The Library will provide no storage space and assumes no
responsibility for equipment or personal articles belonging to
those using the room. Any food, beverages, or personal items
left in the meeting room will be discarded.
Meeting rooms are scheduled on a first come, first served
The Youngstown Free Library will keep a calendar of
scheduled use of the meeting room. This calendar will be
accessible to the Library staff on duty and to the public.
Reservations may be made no more than six months in advance,
except for groups reserving 12 meetings in a 12 month period
as described above, or groups making a contract for meeting
room space. However, the Library does reserve the right to
cancel a scheduled meeting with 2 weeks notice if the room is
needed for Library programming. The Library will make every
effort to avoid a cancellation but does reserve that right.
Library staff should be notified in advance of
cancellations. If the meeting is canceled with less than 8
hours notice the group may be disqualified from future use of
The Youngstown Free Library meeting room application will
expire 1 year from the date signed. At that time a new
application will need to be submitted and approved.
Conditions of Use
Meetings must be held during regular library hours.
Meetings must end on time so the room can be cleared or
prepared for other meetings. All meetings must end 15 minutes
before closing. Monday-Thursday 8:15 pm Friday and Saturday
A group representative should check out with staff at the
end of the meeting.
No smoking is allowed in any Library room or Village Center
Meetings must be free and open to the general public at all
Groups are responsible for ADA (Americans with Disabilities
Act) requirements and for providing requested accommodations
for meetings or programs. A statement regarding the
availability of accommodations must be included in all
publicity or notices.
Food or Drink
Groups who use the Library room may serve light refreshments
(note: alcoholic beverages are prohibited) when their plan to
do so has been pre-approved by the library.
The group is responsible for leaving the room in the
condition in which it was found. Charges will be assessed for
damages or required extra cleanup.
Equipment & Media
Equipment may be brought in to use in the meeting room if
approved by the staff person in charge.
The Library does not have projection units for groups to use
with PCs. Groups will need to bring their own.
No additional furniture or equipment other than that already
available in the meeting room will be provided.