Reading Public Library Meeting Room Policy

meeting-room-application

Reviewed Approved 03/21/2022

Purpose

The Reading Public Library has two large meeting rooms, one at the Northeast Branch, and one at the Southeast Branch. These rooms are primarily used for library activities and programs. When not in use for library purposes, the meeting rooms may be available for community groups and businesses to rent. 

At the request of the donor, the rooms in the Dr. Jerome I. Marcus Learning and Meeting Commons at the Main Library and the Southeast Branch are available free of charge to patrons and community organizations by reservation.

Policy

  1. Community groups and businesses may apply to use a meeting room at the Northeast or Southeast Branch when it is not needed for library purposes. Applications are available at all RPL locations and on our website. Patrons or community organizations may request a room at the Dr. Jerome I. Marcus Learning and Meeting Commons online, at the Main Library, or at the Southeast Branch. Use of library facilities does not imply endorsement of the group’s viewpoints or beliefs by the library staff, Board of Directors, Trustees, or the City of Reading.

    Priority is granted to non-profit organizations for informational, educational, cultural, governmental, or civic programs or meetings. Business and for-profit organization applications will be considered.

    1. Meetings may be scheduled only during regular library hours of operation. All meetings should conclude at least 30 minutes prior to the library’s closing time, and all attendees must exit by the library’s normal closing time.
    2. The maximum capacity for meeting rooms:
      Northeast Branch:
           61 (utilizing tables and chairs) or 131 (unconcentrated chairs or standing)
      Southeast Branch:
           63 (utilizing tables and chairs) or 136 (unconcentrated chairs or standing)
      Dr. Jerome I. Marcus Learning and Meeting Commons:
           Small meeting rooms:  4 (utilizing tables and chairs)
           Large meeting room:    8 (utilizing tables and chairs)
    3. Use of the meeting room must not interfere or disrupt the normal operations of the library, or present a risk or safety hazard to library staff, property, or patrons.
    4. Please see the attached document for meeting room rental fees at the Northeast and Southeast Branches. At this time there is no fee to use one of the rooms at the Dr. Jerome I. Marcus Learning and Meeting Commons.
    5. The individual or organization reserving the room assumes all financial responsibility for any damage incurred by the group and guests while using the library. A checklist for the condition of the contents and technology in each Dr. Marcus Learning and Meeting Commons room must be filled out upon entering and exiting when you reserve a room. The checklist must be handed to library staff at the Reference/Information Desk before leaving the Main Library.
  2. Reservations and Conditions of Use
    1. A reservation to use one of the rooms at the Dr. Jerome I. Marcus Learning and Meeting Commons may be made using the scheduling panel outside each meeting room, on the library’s website at: readingpubliclibrary.org or by calling the Information Desk at 610-655-6355. Immediate access may be possible. There is a two hour time limit on the use of the Dr. Jerome I. Marcus Learning and Meeting Commons. Upon request, exceptions may be made pending availability.
    2. Organizations or businesses wishing to use a meeting room at the Northeast or Southeast Branch must submit a completed Meeting Room Application to the Branch Manager at least 2 weeks in advance of the intended use. Forms are available at the library or on our website: readingpubliclibrary.org.
    3. A request to use a meeting room at the Northeast or Southeast Branches must be approved by the Executive Director or designee.
    4. Once the Executive Director approves a request for use, the Branch Manager must prepare a Meeting Room Agreement consisting of:
           a.  Outline of the program
           b.  User’s provisions

      The Agreement must be signed by the Branch Manager, the responsible party for the organization using the meeting room, and the Executive Director.

      FOR MEETING ROOMS AT ALL READING PUBLIC LIBRARY LOCATIONS

    5. Library staff is not available to assist with meetings or to operate equipment. Please review the attached document for audiovisual and technology setup fees at the Northeast and Southeast Branches.
    6. Anyone over the age of 17 may rent a meeting room. Dr. Jerome I. Marcus Learning and Meeting Commons may be reserved by anyone over the age of 14. Children under the age of 9 may not be left unattended or unsupervised by adults attending a program or meeting.
    7. Groups or organizations must notify the library if they need to cancel a room reservation so the space can be made available to others. Fees at the Northeast or Southeast Branches will not be refunded with less than 24 hours notice.
    8. The library reserves the right to cancel any room reservation at any time, and may allow another person to access to the room if the individual/organization does not arrive within 15 minutes of their scheduled time. Fees at the Northeast or Southeast Branches will be refunded if the library cancels your reservation.
    9. Groups showing copyrighted movies in the Library are solely responsible for obtaining written public performance licensing rights. Borrowing, renting, or purchasing a movie does not carry with it the right to show the movie outside the home.