1. Meeting rooms are available on a first-come, first-served basis. Library sponsored or co-sponsored programs take precedence over other groups at all times. The library reserves the right to cancel a reservation if the space is required for use by the library or a library related organization. Except in an emergency, two (2) weeks notice will be given for any cancellation made by the Library. The Library will make every effort to avoid a cancellation but does reserve the right.
2. With the exception of library-sponsored programs, meeting room space may be reserved no earlier than ten (10) weeks in advance. Main Library meeting rooms cannot be booked for regularly scheduled weekly/monthly/quarterly meetings. Branch managers may use discretion in booking regular meetings in their meeting spaces, based on usage by the library and requests from the community. On a contingency basis, organizations or groups may call a day or two ahead in the current week to see if meeting space is available. Such requests will be considered and space made available if possible. Any given organization or group is limited to three (3) meetings per year in the Main Library Community Room.
3. All organizations or groups must complete a Meeting Room Contract the first time they reserve space. Confirmation from the library must be received before the request is formally approved. The Library will send a confirmation email or postcard that will include the requested set-up. If the set-up is incorrect or changes are desired, the Library must be contacted at least one week in advance. Instructions for set-up are required when booking the room; last minute changes are not guaranteed.
4. The Library does not provide audio-visual equipment (LED projector, laptop, audio equipment, etc.) for use by external groups. Groups may bring their own equipment; this will be discussed when booking the room.
5. Meeting rooms are available during public service hours. Meeting room reservations are scheduled for specific prearranged times. All meetings and events including time to set up and clean up must take place within the prearranged times. All attendees must be gone and the space cleaned up at least fifteen (15) minutes before the library closes.
6. The Library reserves the right to reserve meeting rooms outside of normal Library public service hours.
7. There is no charge for use of a meeting room. The library does not guarantee staff assistance available at the time of the meeting to modify the room arrangement or assist in the setting up of equipment. To avoid being charged for damage, please report any problems or deficiencies immediately.
8. As per the local Fire Marshall, occupancy is limited as follows:
   Main Library: Community Room – 150; Conference Room – 15
   Bellville Branch – 60
   Lexington Branch – 50
   Ontario Branch Community Room – 50; Conference Room – 8
   Plymouth Branch – 100
9. Refreshments and light catered meals may be served. Cooking is not permitted. Food and beverages must be consumed in the meeting room only. Groups must supply their own serving supplies. Any food or beverages left behind at the library will be disposed of at the discretion of the library. Users are responsible for cleaning up and restoring the room to its original condition before leaving.
10. Burning candles or other flammable substances are prohibited.
11. Without prior approval from the Library Director, live animals are prohibited unless they are needed to assist a visitor with a disability.
12. No smoking or alcoholic beverages are allowed in the library.
13. Cancellations should be made as soon as possible in order to make the space available for others.
14. The library retains the right to deny the space to any user whose planned use of the space does not comply with these terms.

Some Mansfield/Richland County Public Library branch locations (Butler, Bellville, Lexington, Ontario and Plymouth) offer meeting room space. Meetings at these locations follow the same general rules as set forth for the Main Library, with the exception of the Butler Branch*. Organizations or groups must contact the Branch Manager or his/her designee to set up a meeting. Once approved, a Meeting Room Contract (Branch Library) must be completed.