Room Rental Policies

  1. The Manheim Township Public Library has a large program room that can be divided into three sections, a conference room, a kitchen, and a children’s room available for library-sponsored activities. When not in use by the library, these rooms, along with several smaller study /meeting rooms are available to community organizations, businesses or individuals for meetings or programs of civic, cultural, social or educational interest.
  2. Any use of the Manheim Township Public Library facilities is subject to approval of the Director.
  3. Meeting rooms will be reserved on a first come first served basis. Permission may be granted to groups and organizations for multiple meetings over a period not to exceed nine (9) months and two (2) meetings per month. Renewal applications must be submitted. Prior use of the library meeting rooms will not entitle applicants to future use.
  4. The library also reserves the right to discontinue use of the facilities by any group or organization that interferes with library operations.
  5. The Manheim Township Public Library provides the use of these rooms for non-discriminating, non-partisan cultural, civic, social or educational purposes only. The Board of Directors of the Manheim Township Public Library does not endorse the objectives of any organization using these meeting rooms.
  6. Meeting rooms are not available when, in the opinion of the Director, the use of the room might endanger public safety, cause disorder or disrupt the primary functions of the library.  The Director has the right to discontinue the use of the room by a group or organization that is causing a disturbance, damage, interfering with Library operations or for any other reason.
  7. Please use the correct name of the library (MANHEIM TOWNSHIP PUBLIC LIBRARY) in all publicity.  Also it must be made clear that the library is NOT the sponsor of the meeting.  All media publicity related to the use of the library must be cleared with the library Community Relations Manager or Library Director.
  8. No non-library group or organization may use the Manheim Township Public Library as its address.
  9. The sponsoring group or organization or individual applying for use of the facility assumes all responsibility for damage to library property and for leaving the premises in original order.  In the event that additional cleanup is necessary, a security deposit will be used to cover the additional custodial expenses. Any additional expenses for cleaning or repair to the facility will be the responsibility of the organization, group, or individual renting the facility.
  10. Walls may not be used for mounting or hanging pictures, displays or posters, etc.  Open flame candles and balloons filled with helium are not permitted.
  11. Groups, organizations or individuals using the facilities do so at their own risk and are responsible for their actions and the actions of their guests. Children may not be left unattended or unsupervised by adults who are attending meetings or programs.
  12. No sale of merchandise or services is permitted without the express written permission of the Board.
  13. No admission for meetings or programs may be charged unless it is sponsored by or for the benefit of Manheim Township Public Library or an approved non-profit organization.  Any organization considering charging an admission fee or any other fee in association with a meeting or program must receive specific, written approval of the Library Executive Director prior to the event.
  14. It is the applicant’s responsibility to return the room to its original condition and remove trash to the proper outdoor container.
  15. Smoking and alcoholic beverages are not permitted on library premises.
  16. Exceptions to the Meeting Room Use Policy require written Board permission.
  17. The Manheim Township Public Library adheres to the Library Bill of Rights 

SCHEDULING USE OF ROOMS

  1. Library related programs or library-sponsored programs take precedence in scheduling the use of the rooms.
  2. In order to use the rooms, a group or organization must submit an application at least two weeks in advance of use date.  The application and rental agreement are available on the library’s website or upon request.
  3. Full payment is due prior to or at the time of the event. In the event a scheduled meeting/event is canceled by the applicant, the applicant should notify the library as soon as possible so that the space can be made available to others. If the applicant cancels or changes the reservation less than two weeks prior to the event, a fee will be applied.
  4. If the library must cancel the use of the room, the applicant will be notified as soon as possible.  If the library closes due to inclement weather, the event would also be canceled. It is the responsibility of the renting group to contact the library to find out if it is open, by calling the library or tuning to WGAL where weather closings are posted.  If the Library elects to close, paid fees will be refunded or applied to a mutually agreed upon alternate date.
  5. The group, organization or individual renting the room must sign a Facility Rental Agreement. They must also comply with all copyright laws and have a license and/or legal release to show copyrighted films, photographs or other materials.
  6. The person or organization making the reservation will be held responsible for the proper conduct of those attending the meeting and will be financially responsible for any damage to library property. The room must be returned to its prior condition, unless instructed otherwise by library staff.
  7. When a room is to be used by an organization with members 17 years of age 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.
  8. Meetings must be scheduled during normal library hours and must be concluded by normal library closing hours. Exceptions can be made if a library designee is available to open or close the building.  An extended use fee will be charged for room use outside the normal operating hours.  This will vary depending on total use and time.
  9. If there is any question or dispute about the public meeting room use, the decision of the Board will be final.

CATERING AND FOOD

  1. The Tell Cafe, located in the library, provides catering for food and beverage service. All arrangements for catered food services shall be made through the library’s Tell Family Café manager, Sue Funk  (sfunk@manheimtownship.org).
  2. The kitchen facilities are available for serving light refreshments. Any use of a catering service other than the Tell Cafe shall be approved with the library staff prior to the scheduled meeting. A 10% fee is added to any outside caterer or restaurant food service provider.
  3. The sponsoring group or organization is responsible for wiping off tables, vacuuming, and placing trash in proper outdoor receptacles immediately following the program.

EQUIPMENT

  1. The library has equipment available that can be rented for a meeting. See fee schedule. Groups or individuals renting equipment are responsible for any damage incurred to the equipment. These items must be reserved at the time of the room rental.
  2. Additional library equipment or furniture other than that specified in the application may be requested and used only with the approval of the Director. Groups or individuals are responsible for any damage incurred to this equipment.
  3. The library is not responsible for any equipment, furniture, supplies or possessions owned by individuals or groups used on library property.

PA SYSTEM

The PA system is available for lectures, presentations, music, films, and other general uses. It includes up to 4 microphones and/or a lectern microphone, amplifier and speakers. The fee includes setup and breakdown. Requirements for large venue sound, like concerts and dances, may require additional sound resources which must be approved by the Library Director and paid for by the group, organization or individual renting the facility.

STUDY ROOMS

There is no charge for use of the Study Rooms unless reserved (See fee schedule for rates). These are used on a first-come/first-serve basis.  Study Rooms must be returned to their original state. Registrant(s) will be held responsible for any damage to library property in the Study Rooms. These rooms can only be used during normal library hours for periods of 2 hours at a time.  This may be extended is no one waiting. They shall be checked out at the Service Center prior to use.

AMENDMENTS

The Board of Directors of the Manheim Township Public Library expressly reserves the right to amend this Meeting Room Use Policy. The Board also reserves the right to make special exceptions.

 

Click here to fill out Rental Agreement