Use of Meeting Rooms

Statement of principle:
Eastern Monroe Public Library, hereafter referred to as Library, provides meeting room space for library programs and for other meetings and programs of an informational, educational, cultural or civic nature. The Library subscribes to the principles set forth in the Library Bill of Rights. Meeting room space is provided as a public service. The Library does not necessarily endorse the views or opinions of groups utilizing the facilities.

Meetings held in any Library facility are subject to the health and safety requirements of the Pennsylvania Department of Labor and Industry for public gatherings.

Any group using a room may not charge fees for attendance at its function but may collect a fee for materials used during a seminar or class. Except for Library sponsored programs, items may not be sold; contributions may not be solicited or received by the sponsoring group or its agents without prior approval of the Board of Directors.

Meeting rooms shall not be used for entrepreneurial or commercial purposes, for the solicitation of business, for profit or for fundraising other than fundraising that supports the Library, unless specifically permitted by the Board of Directors.

Meeting room privileges

Organizations which do not fulfill their obligations as enumerated in this policy may be denied use of meeting facilities within the Library until such time as these obligations have been met to the Library’s satisfaction.


Questions regarding meeting related policy and procedure may be resolved by the Library Director.


Requests for the use of the Hughes Library Board Room and the Edinger Community Room should be submitted to the Adult Services staff at least seven days prior to the first scheduled use date. The group which desires to use meeting space will signify its compliance with this policy with the signature of its authorized designee to the Meeting Room Agreement Form. Last minute groups will be accommodated as space permits.
Beginning mid October of each year, meeting room reservations are accepted for the following calendar year. No group may consider the Library its permanent meeting place or use the Library as its mailing address. In order to accommodate as many different community groups as possible, repeating groups are not guaranteed the same dates and times from year to year.

To allow all members of the community the opportunity to use the Library meeting facilities, repeated use of meeting room and Library facilities may occur on a monthly basis. Groups wishing to use the facilities on a more frequent basis will obtain permission from the Library Director.

In the event a meeting is canceled, the group’s designated representative will notify the Library as soon as possible so that the space may be made available to others. If the Library must cancel the use of a meeting room, library staff will notify the group or individual as soon as possible.

Meeting hours

The time of the program or meeting will correspond to the hours that the Library is open to the public. The group or individual must vacate the meeting room by the Library’s closing time. An exception may be made for programs directly related to the Library such as Friends’ meetings, EMPL Foundation meetings, Board committees, and so on when a staff member is available to secure the building.

The library is closed on the following holidays: New Year’s Day, Easter Sunday, Memorial Day (Sunday and Monday), Independence Day, Labor Day (Sunday and Monday), Thanksgiving, Christmas Eve, Christmas, and New Year’s Eve (1/2 day).

Eligible meeting room users

The Library reserves the right to schedule meeting rooms according to the Library’s needs. In general, the library allows groups to reserve meeting rooms on a first-come, first-served basis or, in case of a conflict, according to the following order of priority:

1. Library programs that involve the efforts of Library staff;
2. Local government meetings/programs [official meetings or programs of the Commonwealth, County or local municipal governments];
3. Regular or organizational meetings of “not for profit” groups for educational, cultural civic or social purposes;
4. Programs sponsored by “not for profit” groups of an educational, cultural, civic or social nature prepared for the public;
5. Meetings of “for profit” businesses/organizations including classes, workshops, etc. A fee will be charged for the use of the meeting rooms. These meetings cannot be open to the public nor can they be advertised to the public.

Meeting room fees

The use of the meeting rooms is free of charge to civic, social, cultural, educational and government organizations.

Fundraising by non-profit organizations is restricted to non-advertised regular meeting agenda activities and dues supporting the organization’s purpose.

All such meetings must be open to the public and free of charge.

For profit groups or businesses using the rooms are assessed a fee of $50 per hour for the use of any meeting room space.

All groups using the piano will be assessed a $15 fee for each date the piano is used.

The library director may approve programs by for-profit organizations to generate funds for Library services if at least 75% of all proceeds is given to Eastern Monroe Public Library. If so approved, the $50 per hour usage fee is waived.

Furniture arrangement

The Library can provide furnishings and equipment. Arrangements for the number of chairs and tables should be made in advance with staff, if necessary. The organization handles its own room set-up and may re-arrange the furnishings. Walls may not be used for hanging pictures, displays, posters, etc. Movable walls dividing the room will be adjusted or moved only by library staff. There are flip chart cabinets and chalk boards in two of the meeting spaces in the Hughes facility. The Library assumes no responsibility for materials left on the premises, and will not store or maintain materials or files.

Clean-up / damage

The sponsoring group or individual making application for use of facilities assumes all responsibility for damage to Library property and for leaving the premises in the same condition in which it was found including the arrangement of furnishings and clean-up of trash. An additional fee will be assessed if facilities are not left in the condition in which they were found, including arrangement of furniture. Damage to the facility will be billed to the group or individual responsible for the room.

Smoking and alcoholic beverages

Smoking is not permitted in any Library building or facility. The consumption of alcoholic beverages is not permitted in Library buildings or on Library property.

Indemnification of EMPL

The group conducting a meeting or presenting a program on Library premises will assume full responsibility for property damage or injuries sustained by its members or participants while on Library premises and for any harm or injury caused by its members/participants to others on the premises. The Eastern Monroe Public Library is held harmless for such bodily injuries.
Circumstances may require the library to request proof of insurance.

Link to Hughes Meeting Room Agreement Form

Link to Smithfields Library 2017 Meeting Room Agreement Form

Link to Smithfields Library 2018 Meeting Room Agreement Form

Revised, June, 2010
Revised, May, 2010
Revised ,July 2009
Approved by Library Board of Directors November 27, 2000