Meeting Room Information
All meeting room requests must be made online at meetings.heightslibrary.org.
Reservation requests are pending until approved by the library and will be approved or denied within 4-7 business days.
Rooms can be reserved up to three months in advance.
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.
The library does not provide audio-visual equipment for outside events and programs.
The library assumes no responsibility for personal belongings.
The library reserves the right to close in the event of an emergency and will refund all fees where applicable.
Library meeting rooms will be made available at no charge to all non-profit 501(c)(3) organizations, religious organizations (must have a permanent place of worship outside the library), school-related organizations or other groups approved by the director.
Proper documentation of non-profit status must be presented upon request. 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.
The use of meeting rooms for private organizations and personal gatherings will be allowed for a fee of $30 per hour per room. A refundable $100 deposit will be charged per reservation, and a check will be reissued from the library after the event via mail as long as the customer follows the meeting room guidelines posted on the library website. An additional fee may be assessed if damages to the room exceed the $100 deposit.
To reserve the rooms for private social events (such as birthday parties, family reunions, or baby showers) customers must be residents of Cleveland Heights or University Heights and have a library card in good standing.
Heights Libraries accepts cash, checks, money order or credit card payments (Visa, Mastercard and American Express). Checks can be made out to Cleveland Heights Public Library. Meeting Room payments by cash or check can be dropped off at any of our Heights Libraries branches or mailed to the address below. PLEASE NOTE: credit card payments are only accepted at the Lee Road branch.
Attn: Meeting Rooms
2345 Lee Road
Cleveland Heights, OH 44118
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.
Meeting Room Contract
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 to supervise all minor groups. Children cannot be left unattended.
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 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 private 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.