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
Revised and approved 4/16/18

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, or civic nature when they are not being used for library purposes.

Policy

  1. 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.

    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:
      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):
    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 review the attached useage fees to use library meeting rooms.
    5. The organization assumes all financial responsibility for any damage incurred by the group or its guests while using the library.

  2. Reservations and Conditions of Use

    1. Groups or organizations wishing to use a meeting room must contact the Branch Manager at least 2 weeks in advance for a Meeting Room Application Form.
    2. A request to use a meeting room must be approved by the Executive Director.
    3. The Branch Manager will prepare a Meeting Room Agreement clarifying:
      1. Outline of the Program
      2. Users’ Provisions
      3. The Agreement will be signed by the Branch Manager, the responsible party for the
        organization using the meeting room, and the Executive Director.
    4. Library staff is not available to assist with meetings or to operate equipment. Please review the attached fees for audiovisual and technology set up costs.
    5. Children under the age of 9 may not be left unattended or unsupervised by adults attending a program or meeting.
    6. 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 will not be refunded with less than 24 hours notice.
    7. The Library reserves the right to cancel any room reservation at any time. Fees will be refunded if the Library cancels your reservation.