Meeting Room Policy and Fees
Meeting Room Policies & Fees
The library welcomes the use of its meeting rooms for activities which reflect the library’s mission and which conform to this policy.
Reservations are accepted on a first come, first served basis. Scheduling preference is given to any library-sponsored program. The large meeting room holds approximately 82 people, while the Legacy Room (the old porch) is suitable for small groups of up to 15 people.
Use of the meeting rooms must be open to the public. The meeting rooms must be used during regular library hours or, for an additional fee as provided below, during hours before or after the library opens (but not before 7:30 a.m. or later than one-half hour after closing). The meeting rooms are not available on days that the library is closed. The use of the meeting rooms shall not produce excessive noise or otherwise interfere with or disrupt the Library’s operation or the quiet use and enjoyment of the Library by patrons.
Smoking, alcoholic beverages, gambling, and the use of hazardous materials are not allowed. All groups using the rooms must comply with local and state laws and regulations.
The meeting rooms are reserved for use by educational, civic, cultural, intellectual, governmental, political, religious, charitable or other nonprofit groups or organizations for educational purposes such as seminars or training programs. No group or organization will be excluded based on their affiliations or beliefs. Permission granted for the use of the meeting rooms does not imply an endorsement of the user or the user’s beliefs by the Library Board or staff members, and no group or organization shall state or imply in its publicity that the Library sponsors or endorses the meeting, the group or organization, or any particular set of ideas. Groups or organizations may not use the library’s name or address as their own address or location.
Commercial sales and promotion of businesses are prohibited. However, the Library reserves the right to use the meeting rooms for fundraising activities for the benefit of the Library. Use of the meeting rooms for private social events such as parties, receptions, family reunions, showers and similar functions is also prohibited.
Admission fees for activities in the meeting rooms may not be charged, but a fee for supplies used in conjunction with a workshop may be charged. Voluntary donations may be solicited but those choosing not to donate shall not be denied admission or participation in the meeting or event.
Groups or organizations using the meeting rooms agree to indemnify and hold the Library harmless from any and suits, actions, claims, liabilities or demands of any nature arising or resulting from use of the building or portion thereof and its premises, and the Library assumes no obligation respecting use the building by the user. Cost of damages to the building, furnishings and equipment beyond normal wear must be paid by the group using the building at the time the damage occurs. Groups or organizations assume full responsibility for providing and paying for special accommodations that are requested by participants in accordance with the Americans with Disabilities Act.
Application for permission to use the meeting rooms is made to the Library Director or his/her designee on the prescribed forms. The application must be signed by the local head of the group requesting to use the room and the authorized person in charge of the activity. If the Library Director denies the application for failure to conform to this policy, the applicant may submit a written appeal to the Library Board within five (5) business days of the Library Director’s decision. The decision of the Library board on a timely written appeal shall be final.
The booking calendar runs from January 1 through December 31. The meeting rooms may be booked not more than six (6) months in advance. In order to accommodate public demand for use of the meeting rooms, weekly or bi-weekly events scheduled by the same party are limited to not more than 6 consecutive months and use by a single group or organization may not exceed a total of 12 meetings per calendar year. A group or organization may not use the meeting rooms more than (6) consecutive days. The library has the right to cancel any use of the meeting rooms and to suspend or terminate future use of the meeting rooms by any group or organization that violates the meeting room policy or violates other library rules and regulations. The Library reserves the right to cancel use of the meeting rooms due to inclement weather or other closure of the Library building. The Library must be notified by the renting group 24 hours in advance if cancellation of the meeting becomes necessary. Failure to notify the Library of a cancellation may result in forfeiture of the deposit. No group or organization may assign or transfer the use of a meeting room to another group or organization.
The kitchen facility may be used to serve light refreshments. The kitchen and meeting room must be left clean and in the order found. If the facility is not left clean there will be an additional custodial charge. Furniture and equipment may not be moved without prior permission. Library facilities may not be altered in any way, including fixing signage, posters, streamers, balloons, etc., to walls, furniture, or blinds. Items belonging to the renter may not be stored at the Library. Equipment of any kind not provided by the Library may not be used without the prior written approval of the Library Director or his/her designee.
FEES AND CHARGES
Programs sponsored by the Library and/or the Friends of the Library may use the Library meeting rooms during regular library hours at no charge.
Not-for-profit groups or organizations based within the library district as well as the constituent governmental entities of the Library (City of Whitehall, Whitehall Township, Fruitland Township, and Whitehall District Schools) and their boards, commissions and agencies may use the facility during regular library hours at no charge.
All other reservations must be accompanied by a $30 deposit, which will be applied to the rental and custodial fee. Invoices for meeting room use will be sent at the end of each month. If payment is not made within 30 days of the invoice date, a late fee of $10 will be charged.
- $15/hour for the large meeting room during regular library hours
- $10/hour for the Legacy Room during regular library hours
- $25/hour for combined areas during regular library hours
- $20/hour additional charge for hours outside regular library hours
- $12/hour custodial fee (for setup and take down)