Meeting Room Contract
All applicants must read through the Meeting Room Information which can be found here.
All meeting room activities must comply with our Heights Libraries Code of Conduct.
Applicants for room use must be 21 years of age and must be present at the time of the meeting or event. Children cannot be left unattended.
Groups using a library meeting room may charge a reasonable fee only 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 Heights Libraries. Checks should be made out to Friends of the Heights Libraries.
Programs cannot constitute commercial advertising or represent direct solicitation. For more information see SERVICE AND ADMINISTRATION POLICIES Section IV F.
Organizations may not run their nonprofit or business out of the library. Meeting rooms are intended to be a venue for meetings and special programs.
Reservation times include set up and clean up, and groups will not be allowed to access the meeting room before or after their reservation.
Rooms and kitchenette must be left neat, clean and set-up according to their respective diagrams.
The individual or organization using the meeting room shall be responsible for any damage caused to the library. Failure to do so will result in additional charges and/or loss of room reservation privileges. All equipment must be in good working order.
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.
No alcoholic beverages, smoking or open flames (this includes candles and food warmers) are allowed anywhere in the library.
Heights Libraries cannot be used as a permanent place of worship for religious organizations.
Nonprofit organizations are not permitted to use their nonprofit status for other organizations or personal events including but not limited to: birthday parties, baby showers, wedding showers and family reunions.
Coventry’s meeting room may not be used for personal gatherings.
All fees are due no more than two weeks after the reservation has been submitted, and no closer than two weeks to the event, whichever comes first. Fees will be returned only if cancellation is received at least one week prior to event. Nonprofit organizations must also cancel with at least one week notice.
For residents requesting a room for a private event, the address you use to request a room must be your home address located in Cleveland Heights or University Heights, since that is where your deposit check will be returned.