Public Meeting Room Policy

General Rules

1.  Reservations

     a.) Make meeting room reservations 24 hours in advance if possible.

     b.) The first time a group reserves a public meeting room a reservation form must be submitted.

     c.) Reservations are made during Library office hours (9-5) in the Administration Office.

     d.) If there is a question or dispute regarding public meeting room use, a decision by the Library
     Director will be final.

     e.) The person and/or organization making the reservation will be held responsible for proper
     conduct and any damage to Library property by those attending the meeting.

2.  When a room is to be used by a group with members 17 years or under, the application must be made by an adult. No one will be admitted until the adult in charge has arrived. An adult must be present at all times.

3.  Rooms are available for all community or nonprofit groups except those that espouse hate or violence as a means of change.

4.  Library-sponsored and Library-oriented groups will have priority for the use of public meeting rooms.

5.  Fees

     a.) The fee structure will be approved by the Library Board of Trustees and will be published at the
     beginning of each year. There are two categories in the fee schedule: profit-making and nonprofit. All
     profit-making groups will be charged the same fee and all nonprofit groups will be charged the same
     fee.

     b.) Your payment must accompany your reservation. There will be no refunds. The meeting room will
     not be reserved for your group until the fee is paid.

     c.) No fees will be charged for Library-sponsored or Library-oriented programs.

6.  The Library reserves the right to review public meeting room reservation forms and may demand
  sufficient time to make proper investigations before granting approval for the use of rooms.

7.  Use of kitchen

     a.) You may use the kitchen for making coffee and heating water. A 30-cup coffee pot is available. No
     other cooking will be permitted.

     b.) You may bring light refreshments for your group.

8.  Smoking will NOT be permitted.  The library is a smoke-free building.

9.  You may bring projectors to be operated by members of your group. Screens are available without charge.

10.  All members of a group must be out of the building by times specified: Monday–Thursday, 9:00pm;
Friday, 5:45 pm, and Saturday, 4:45 pm.

11.  Please use the correct name of the Library (Bethlehem Area Public Library) in all your publicity and please make it clear that the Library is NOT the sponsor of your meeting.

12.  You may not use the name or address of the Library as the official address or headquarters of any group.

13.  The Library reserves the right to discontinue the use of rooms by any group which creates a nuisance in the area or interferes with Library operations.

14.  The Library is not responsible for equipment, supplies, etc. owned by groups or individuals and used in the Library.

15.  You may not bring in additional equipment or furniture, except for projectors, without prior Library approval.

16.  Please leave the meeting rooms in a neat and orderly condition.

17.  Please notify the Library immediately if the meeting is cancelled.

Amended by the Library Board of Trustees
December 7, 1992

Questions? Contact mkupferschmid@bapl.org

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