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.

The Library does not discriminate on the basis of age, race, color, national origin, sexual orientation, gender identity, political ideology, creed, ancestry or the presence of any sensory, mental, or physical disability, in choosing to make its rooms available to interested parties.

 

Room Floor Minimum Number of Users Maximum Capacity
Edinger Community 1st 20 100
Board Room 1st 3 14
Pullen 2nd 3 14
Eisemann  2nd 5 20

 

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.

A Library card in good standing is required in order to reserve meeting rooms. Priority will be given to groups based in Monroe County. Other groups will be reviewed on a case-by-case basis.

Questions

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

Scheduling

Requests for the use of the Hughes Library Board Room, the Edinger Community Room, the Pullen Room, and the Eisemann Room should be submitted to the Adult Services staff at least seven (7) 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-November 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 an once a month basis. Groups wishing to use the facilities on a more frequent basis will obtain permission from the Library Director. Meeting rooms may not be reserved for more than a 4-hour block without permission of the Library Director.

A meeting room is not considered reserved until the application is received, approved, and confirmed by the Library. Reservations shall be accepted, subject to the provisions of this policy, in the order received and upon the availability of an appropriate room.

Meeting hours

The time of the program or meeting will correspond to the hours that the Library is open to the public. Meetings must adjourn no later than 15 minutes before closing time to allow participants time to exit the building by 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:

1st Priority: Use for all Library-sponsored or co-sponsored programs, including events and meetings;
2nd Priority: Local government meetings/programs [official meetings or programs of the Commonwealth, County or local municipal governments];
3rd Priority: Regular or organizational meetings of “not for profit” groups for educational, cultural civic or social purposes;
4th Priority: Programs sponsored by “not for profit” groups of an educational, cultural, civic or social nature prepared for the public;
5th Priority: 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.

All groups must be supervised by a responsible adult and a responsible adult will be required to complete the application. If permission is granted to an organization whose members are seventeen (17) years of age or younger, one (1) supervising adult for every ten children must be in attendance.

Parents or caregivers who bring children to the meetings in the Library are responsible for those children in accordance with the Library’s Policy on Parental Responsibilities.

Meetings rooms may not be approved for the following:

  • A meeting where an admission fee is charged by a group/individual other than the Library itself. A fee may be collected for materials used during a seminar or class.
  • Programs whose purpose is the sale, advertising, or promotion of products or services or includes selling a product or service with the exception of those provided by the Library or the Friends of the Library. No sale of goods or services or the solicitation for future sales or services will be permitted without prior approval of the Library Director/Library Board. Solicitation is any act to attempt to advertise, market, or sell any product or service or to seek membership in any organization, or to obtain a donation or contribution. This includes the collection of free-will offerings.
  • Political campaign purposes or rallies (political forums are permitted).
  • Private parties, including family reunions, banquets, dances, weddings or receptions, birthdays, showers, or sorority/fraternity parties, etc.
  • A permanent or recurring location of a business, office, or organization.
  • Any purpose which, in the opinion of the Library Director or the Library Board, may interfere with the effective use of the Library by the general public or the regular operation of the Library.

Meeting room fees

The use of the meeting rooms is free of charge to civic, social, cultural, educational and government organizations. All such meetings must be open to the public and free of charge.

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

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

The room must be left clean and in good order or a minimum $50 damage fee will be assessed to the group.

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 are 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. Furniture from other areas of the Library may not be moved into a meeting room. 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.

Wireless internet access is available in the Library’s meeting rooms. Groups may provide their own equipment or in the Edinger Community Room, reserve the basic presentation equipment provided by the Library (projector, speakers, laptop). Library staff will provide assistance with equipment based solely on staff availability.

Clean-up / damage

Refreshments may be served in the Edinger Community Room*. Covered drinks only in the Pullen, Eisemann, and Board Room. Food and beverages may not be taken from meeting rooms to other parts of the Library. The Library does not provide serving utensils, dishes or drinking vessels. The group must provide their own cleanup. Cleanup must be performed immediately upon completion of the program. Set-up and clean-up time should be factored into the length of the meeting. If garbage and recycling is excessive, the group/organization may be required to remove it from the premises.

The room must be left as clean as the group/individual found it. The group or organization holding the meeting is responsible for any damage done to the room and/or its contents, the buildings and ground, or for personal injuries incurred during attendance at the meeting and further agrees to pay costs for any extra cleaning or repairs necessary after the event through an additional maintenance fee charge of a minimum $50.

The condition of the meeting room shall be checked by an authorized employee of the Library both before and after the event or meeting, and the condition of the premises with particular respect to any damage shall be noted in writing. Payment for any such damage shall be made by the individuals (jointly and separately) and/or the organization sponsoring the event. If such payment is not made, the organization shall be barred from further use of the facility until such payment is made.

*There is currently no food or drink allowed in library meeting rooms.

Prohibited Items

Gambling, the use of tobacco products, illegal substances, and the consumption of alcoholic beverages are not permitted in the meeting rooms and all other areas of the Library and premises. The use of open flames such as candles, Sterno, or lanterns is not permitted. The use of loose particulate material such as confetti or glitter is not permitted.

Promotion

Press releases, posters, invitations, and other promotional materials are the responsibility of the group making the application. Publicity, fliers, brochures, etc. cannot be left at the Library without express permission of the Library Director or his/her designee. Unauthorized material will be removed. Library staff will not provide program information or conduct registration for any event or meeting.

Organizations/individuals may not imply that an event or meeting is sponsored, co-sponsored, or endorsed by the Library in any advertising or publicity. Except as a designation of location, the name of the Library may not be used in any advertising related to the use of meeting rooms, nor may the Library’s telephone number be placed on any publicity.

Cancellation

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

The Library reserves the right to withdraw permission or cancel meeting room reservations for any reason, including:

  • Unanticipated building or weather conditions
  • Misrepresentation of the group’s or meeting’s purpose in the meeting room application
  • Failure to comply with the Meeting Room Policy
  • Damage to the room, carpet, equipment, or furniture in a previous meeting
  • Disturbing the regular use of the Library by patrons

All programs and meetings are cancelled if the Library closes due to weather or other emergencies. Reasonable efforts will be made to contact an organization/individual; however, the organization should verify that the Library is open prior to their reservation.

The meeting room is to be used for the purpose announced and/or intended. Any change of use must be provided, in writing, and approved in advance by the Library. Programs may be cancelled by the Library for non-compliance. Timely notice of cancellation must be provided and the Library Director or his/her designee reserves the right to visit and/or observe any program or meeting held on Library property.

A group may appeal the denial of a meeting room reservation request by submitting a written statement to the Library Director within ten (10) days of notification of denial. The Library Director will submit the appeal for consideration by the Library Board at its next regularly scheduled meeting. The decision of the Library Board will be the final decision. 

Exceptions

The Library Director may approve exemptions or exceptions to items in this policy, including the residency requirement for application, the use of meeting rooms outside Library hours, staff assistance during meetings, and the sale of books or other materials during a Library-sponsored event.

Study Rooms

  • A Library card in good standing is required to check out a Study Room.
  • Food of any kind are prohibited in the Study Rooms.
  • Study Rooms are available to individuals on a walk-in basis. Patrons must check the availability of a Study Room at the Reference Desk.
  • Study Rooms may be used for 2 hours at a time, with a 1 time renewal of 2 hours if no other patrons are waiting.
  • Study Rooms must be vacated no later than 15 minutes before Library closing.

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.

Revised, December, 2021
Revised, May, 2010
Revised, July 2009
Approved by Library Board of Directors November 27, 2000