Reading Public Library Meeting Room Policy

meeting-room-applicationApproved and adopted 12/21/09
Revised and approved 12/20/10
Revised and approved 12/19/11

Purpose

The Reading Public Library has meeting rooms at the Northeast and Southeast branches.  These rooms are primarily used for library-related activities and programs.  The meeting rooms may be available to community groups for meetings or programs of an informational, educational, cultural, or civic nature when they are not being used for library purposes.   

Policy

A.    Community groups may request the use of a meeting room when it is not needed for library purposes.  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.

  1. Permission for usage will only be granted to non-profit organizations for informational, educational, cultural, governmental or civic programs or meetings.  
  2. 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.
  3. The maximum capacity for meeting rooms:
    1.      Northeast Branch: 61 (utilizing tables and chairs) or 131 (unconcentrated chairs or standing):  
    2.      Southeast Branch 63 (utilizing tables and chairs) or 136 (unconcentrated chairs or standing):
  4. Use of the meeting room must not interfere or disrupt the normal operations of the library, or present a security risk or safety hazard to library staff, property, or patrons.
  5. There is no charge for using a meeting room under the guidelines listed above.
  6. The organization assumes all financial responsibility for any damage incurred by the group or its guests while using the library.

B.  Reservations and Conditions of Use

  1. Groups or organizations wishing to use a meeting room must contact the branch manager for a Meeting Room Application form.
  2. A request to use a meeting room must be approved by the Library Director.
  3. The Library Director will prepare a Meeting Room Agreement, clarifying:
    1. Outline of the Program
    2. Users’ Provisions
    3. Library Provisions
    4. The Agreement will be signed by the Library Director, responsible party for the organization using the meeting room, and the Branch Manager.
  4. Library staff is not available to assist with meetings or to operate equipment.
  5. Children under the age of 9 may not be left unattended or supervised by adults who are attending a program or meeting.
  6. Groups must notify the library if they need to cancel a room reservation so that the space can be made available to others.
  7. The Library reserves the right to cancel any room reservation at any time.