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Meeting Room Policy

The Ephrata Public Library has two meeting rooms available for use by area organizations. For room reservations, please call Penny Talbert at the library (717-738-9291 ext. 102) to check for availability.

The Ephrata Public Library will provide the use of its meeting room free of charge to non-profit organizations for cultural, civic and formal and informal education purposes only. A suggested donation would be appreciated.

Use of the meeting room by an approved organization or group does not constitute an endorsement of that group or organization by the Ephrata Public Library.

Any use of Ephrata Public Library facilities is subject to approval.

It is the policy of the Ephrata Public Library to provide equal access to meeting rooms as part of its program service.

The Ephrata Public Library adheres to the Library Bill of Rights.

Multipurpose Room Conference Room

Rooms Available for Community Use

Multipurpose Room - Auditorium seating (maximum 100 persons). Use of this room is encouraged for lectures, panel discussions and programs using projectors and screen. Seating arrangements must be approved by the programming coordinator.

Conference Room - Seating 12 to 20, depending on table placement. Use of this room is encouraged for discussions where note taking or paperwork requires a table surface.

Maximum seating for these rooms is in compliance with local fire codes. The maximum seating code must be strictly enforced and should be considered when scheduling.

Scheduling Use of Rooms

Library-related programs or library-sponsored events take precedence in the scheduling of these rooms. Any group or organization desiring use of a meeting room must submit an application.

General Regulations

The sponsoring group or organization or individual making application for use of facilities assumes all responsibility for damage to library property and for leaving the premises in their original order.

No admission fee for meetings or programs held in these rooms is permitted. No sale of merchandise and/or services shall be permitted.

Walls shall not be used for mounting or hanging pictures, displays or posters, etc.

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 shall not be left unattended or unsupervised in the library by adults who are attending a meeting/program.

No non-library group or organization may use the Ephrata Public Library as its address.

Individuals, groups, or organizations shall not use the Ephrata Public Library name as a sponsor or a co-sponsor in promoting any event without specific permission from the programming coordinator.

Alcoholic beverages and smoking are not permitted on library premises.

It is the responsibility of the organization renting the room to do all set-up and clean up. Tables and chairs used during a meeting shall be put away by the rental organization. Please figure clean up time into your rental time. ALL ORGANIZATIONS MUST BE FINISHED AND OUT OF THE RENTAL ROOM BY THE TIME THE LIBRARY CLOSES, unless other arrangements have been made with the programming coordinator.

Refreshments

Light refreshments (coffee, tea and cookies) may be served in the meeting rooms. The library does not provide this service.

The kitchen facilities are adequate for light refreshments. Any use of a catering service shall be cleared with the library prior to the scheduled meeting.

Refreshments are permitted only in the rented room.

The sponsoring group or organization is responsible for wiping off tables and placing trash in proper receptacles immediately upon conclusion of the program.

Equipment

The library has available equipment that can be rented for a group meeting. These items must be reserved at the time of the room rental.

Additional library equipment or furniture other than that specified in the application may be available for rental upon approval.

The library is not responsible for any equipment, supplies or possessions owned by individuals or groups and used in the library.

Private Rental of Library Facilities and Meeting Rooms for Private Showers, Parties and Weddings

Facilities must be reserved in advance and a written agreement must be completed.

Priority for private meeting room space is as follows:

  • Library sponsored program or meetings.
  • Programs sponsored by library-affiliated groups.
  • Other meetings, programs or private functions.

Meetings outside of library hours require a staff presence and entry/exit points will be defined by the library.

Private Rental Room Pricing

Parties/Showers

Conference Room (Capacity 20-25) -- $50 per hour
Multipurpose Room (Capacity 100) -- $100 per hour

Weddings/Receptions

Friday, Saturday or Sunday - $1500 for up to 8 hours (includes set-up and tear-down time)

Equipment and Options

The library charges a fee for equipment, audiovisual aids, consumables and similar items. See contract for more information.

Reservations

  • Reservations may be made on a first come,first served basis.
  • Groups accept financial responsibility for any and all damages caused to the building or equipment.
  • The library reserves the right to cancel a scheduled meeting with two weeks notice.

For questions on renting the library facility please contact Penny Talbert for more information at 717-738-9291 ext. 102.

Alcoholic Beverages:

No alcoholic beverages are permitted on library property.

Food and Drink:

Outside groups who use library facilities may serve refreshments. Limited kitchen facilities are available. Groups may contract with outside catering firms. No onsite food preparation can be accommodated.

Insurance:

Proof of a current comprehensive general liability insurance policy and a certificate of insurance naming the Ephrata Public Library as an additional insured must be submitted two weeks in advance of the event for events which will have more than 20 individuals in attendance.

Smoking:

All library facilities are non-smoking.

Included with Your Rental:

Tables and chairs are included in the rental price. All other items (linens, tableware, silverware, etc.) are to be provided by renter.

Click Here for Meeting Room Application for Private Parties

This page was last modified on March 18 2011