Meeting Room

Use Policy

PURPOSE  

The Parkland Community Library maintains meeting room space for use by non-profit organizations and community groups when such space is not being used for library-sponsored programming.  

The library endorses the principles adopted by the American Library  Association in the Library Bill of Rights regarding meeting room use which  states, “Libraries which maintain meeting rooms, exhibit space, or other  facilities open to the public should make them available on equal terms to all  persons, regardless of their beliefs or affiliations.”  

Authorization to use a meeting room does not constitute an endorsement by the library of a group or organization’s positions or beliefs.   

For inquiries, email: jackd@parklandlibrary.org

Adopted 3-24-2022

Policy

The Parkland Community Library makes its space available on equal terms to  all qualified groups subject to the regulations below:  

1. All meetings must be free and open to the public and Library staff shall have unrestricted access to the room at all times. No fees, dues, or donations may be charged or solicited for any program.  

2. The meeting room may not be used for commercial and/or for-profit purposes.  

3. Library-sponsored programs take priority over all other meeting room reservations. The library reserves the right to cancel meeting room reservations at any time in the event of a conflict with a library-sponsored program. In these instances, the organization will be contacted. The library is not responsible for notifying group members of cancellations or advertising a change in the meeting room schedule.  

4. Programs may not disrupt the use of the library by others. All persons using the meeting room are subject to the library’s code of conduct. 

5. All groups using the meeting room are expected to leave it in a clean and orderly condition and are responsible for damage to library property. The library shall charge the group or organization if housekeeping or maintenance service is necessary. The minimum charge will be $25.  

6. Light refreshments may be served. The organization is responsible for supplying all utensils and equipment and will be responsible for the immediate clean-up of the meeting room and the kitchen area.  

7. Rooms must be vacated 30 minutes before the library closes.  

8. To encourage the use of its meeting rooms for diverse events and to give all qualified groups access to this service, no group may reserve meeting rooms more than 60 days in advance and no group may book a meeting room more than 12 times in a 12-month period.  

9. The library shall not assume responsibility for the security of items brought into the meeting rooms. The library will not provide storage of material or equipment for a group or organization.  

10. Alcohol and tobacco products, including vaping are not permitted in the meeting room. No open flames, candles or incense may be used in the meeting room.  

11. Neither the name nor address of the Parkland Community Library may be used as the address or headquarters of a group or organization.  

12. The library reserves the right to review all material distributed at meetings and to approve any signage to be displayed on the library property.  

13. The meeting room must be reserved by an adult (18 years of age or older). Persons bringing children to meetings must assume responsibility for their care and behavior.  

14. Failure to comply with these regulations may result in the suspension of a group’s meeting room privileges.  

15. In cases of emergency cancellations, the library must be notified at least 1 hour before the reservation.  

16. Nothing may be attached to the walls, ceiling, floor, furniture, or sliding room divider.  

17. The library’s phone and email addresses are not to be included in any publicity that advertises the meeting unless the program is co-sponsored by the library. 

Room Setup

The library staff will not be responsible for room setup or rearranging furniture or equipment in advance of a meeting. Organizations will be responsible for room set up and must return the room to the original arrangement at the completion of the meeting. Failure to comply may result in the suspension of a group’s meeting room privileges. Tables and chairs are provided. 

Available Equipment

Available equipment that may be requested at the time of application includes Smart TV/Chromecast, Podium, and Microphone.  

Trained library staff, when in the building, will provide basic assistance with library-owned equipment. If staff are not available, the library will provide simple written instructions for equipment use.  

Meeting room use is contingent upon accepting the library’s meeting room policy.  

Meeting room rental fees include the use of the room(s) for up to 4 hours or until 30 minutes before the library closes, whichever comes first.  

Not-For-Profit and/or Nonprofit Organizations:  

This includes not-for-profit and/or nonprofit community groups who would like to rent meeting room space to conduct their own organization’s meetings, events, and/or activities that may or may not be open to the public and may or may not support the mission of the library.  

Meeting Room – Maximum Occupancy – 60 persons – $20.00.  

This fee may be waived at the Parkland Community Library’s discretion.  Meeting room rentals must end no later than 30 minutes prior to the library’s scheduled closing time for that day to allow library staff time to prepare the meeting rooms for next-day activities. Payment of the rental fee must accompany the signed application or a credit card receipt from the circulation desk must be attached to your application.  

Renting organizations are responsible for any damage sustained to the flooring, walls, or equipment and will be charged full repair or replacement fees. The library reserves the right to charge a fee if facilities must be cleaned. No custodial service is available. No storage of the organization’s items is available before or after the meeting.

Application & Insurance 

The following statements apply to all organizations that rent meeting room space.  

A signed Meeting Room Reservation Form needs to be completed and submitted no later than 7 days in advance of the meeting. Reservations cannot be guaranteed if forms arrive later than 7 days in advance.  

The application form must be signed by an authorized representative of the group who shall attend the meeting and be responsible for the conduct of the meeting attendees and for any damages.  

Each application will be reviewed and the contact person will receive confirmation.  

The meeting rooms will not be considered scheduled until confirmation is sent.  

Nonprofit businesses must furnish adequate insurance for bodily injury and property damage.  

The insurance certificate must indicate that Parkland Community Library and  South Whitehall Township are named as additional insureds on the policy and include a hold harmless agreement from the presenter. No exceptions will be made.

Applications can be dropped off at the library, mailed, or sent by email to jackd@parklandlibrary.org