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Meeting Rooms

The Easttown Library & Information Center is proud to offer its large and small meeting rooms to the community to be used for educational, informational, cultural, or civic activities.

To reserve a meeting room, please print out and complete the reservation form below and return to the library. Applications to reserve a meeting may be returned in person, mailed (720 First Ave., Berwyn, PA 19312), faxed (610-251-9739), or emailed ( This email address is being protected from spambots. You need JavaScript enabled to view it. ).

Meeting Room Reservation Form

Meeting Room Fees

Meeting Room Policy

The Easttown Library & Information Center provides meeting room space for library purposes and for other meetings and programs of an informational, educational, cultural, or civic nature. Meeting rooms will be made available to the public in accordance with the American Library Association's "Library Bill of Rights" (as amended 1/23/1980 and reaffirmed 1/23/1996), whose sixth principle states that "Libraries which make ... meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use." Organizations using the meeting rooms must observe the public accommodation provisions of the Pennsylvania Human Relations Act which safeguards the rights to public accommodation "regardless of race, color, familial status, religious creed, ancestry, age, sex, national origin, handicap or disability, use of guide or support animals because of the blindness or deafness of the user or because the user is a handler or trainer of guide or support animals."

It is not the intent of the library to provide space on a frequent and permanent basis to support the primary activities of an individual, group or organization. The library provides these spaces as a public service, but does not endorse the view or opinions of groups utilizing these facilities. Library activities or co-sponsored programs are given priority in the use of all meeting rooms.

The following equipment may be requested for use during the rental at no additional charge: laptop with a LCD projector; a podium with microphone and a DVD/Blu-ray player with a projector. Equipment must be reserved when scheduling the use of a meeting room to ensure availability. The Kohn and Arronson Rooms have projection screens. The library has free WiFi.

The meeting room occupancy loads below are based on the 2009 International Building Code, according to which the 991 square feet of the Kohn and Arronson Meeting Room is classified as A3 assembly space without fixed seats and with the following maximum floor area allowances per occupant:

Unconcentrated (tables and chairs) – 15 sq. ft. / person
Concentrated (chairs only – not fixed) – 7 sq. ft. / person
Standing space (no chairs or tables) – 5 sq. ft. / person

The rooms available for use at the Easttown Library are as follows:

Large Meeting Rooms  
 Kohn Room Maximum 45 people seated in chairs only.
Maximum 30 people seated at tables.
 Arronson Room Maximum 30 people seated in chairs only.
Maximum 18 people seated at tables.
The Kohn and Arronson Meeting Rooms
can be combined to create one large meeting room.
Maximum 90 people seated in chairs only.
Maximum 48 people seated at tables.
Small Meeting Rooms  
Beatty Room One table with six chairs.
Maximum 8 people.
Harron Room

One table with four chairs.
Maximum 8 people.

Friends Room One table with three chairs.
Maximum 4 people.
William F. Ward Room One table with three chairs.
Maximum 4 people.

Reserving a Meeting Room

Application forms to reserve a meeting room are available at the Circulation Desk and on the website at www.easttownlibrary.org. Each individual or group must provide the name, address and phone number of the sponsor. Applications to reserve a meeting may be returned in person, mailed (720 First Ave., Berwyn, PA 19312), faxed (610-251-9739), or emailed This email address is being protected from spambots. You need JavaScript enabled to view it. ) to the library. Groups must allow up to 48 hours for any application to be processed. 

The small meeting rooms (Friends, Ward, Beatty and Harron) may be used on a first-comefirst-served basis if they have not been reserved ahead of time. A customer who uses a small meeting room on a first-come-first-served basis may have sole access to the room for two hours, or less if the room was previously reserved. Depending on room availability, room reservation time may be extended for an additional 2 hours. At any time during a 2 hour room reservation extension, customers may be asked to relinquish the room to others waiting to use it.

With the exception of first-come-first-serve users, all meeting room users must submit a room reservation form. Forms will be kept on file for repeat users. 

Booking of large meeting rooms is on a first come first served basis. Reservations will be accepted for up to six months in advance. Recurring reservations must be renewed semiannually to remain in force. Meetings may be held during the library's normal operating hours. Depending on availability of staff, earlier hours may be scheduled for the Arronson and/or Kohn Meeting Rooms. A group composed of minors (under eighteen years of age) must have an adult chaperone attend the meeting. This person must also sign the meeting room application form. A schedule of meeting room use for the current week will be posted for the public in the library.

In the event that a scheduled meeting is cancelled, the library should be notified as soon as possible. Additionally the library reserves the right to alter the meeting room schedule according to the library's needs. If the library closes due to an emergency or inclement weather, contacts for all of the programs scheduled for that day will be notified if possible.

Fees for Usage

Fees for the use of the meeting rooms are based on the current Meeting Room Fees Schedule, which is posted in the library and on the website. Groups using a meeting room may charge for items such as instructional materials or supplies that are necessary to participate in their programs. Any organization or individual charging admission will be charged the for-profit rate for the use of a meeting room. Nonprofit groups may request donations from program participants without incurring the for-profit rate for use of the meeting room.

Use of Library Address

The name, address, email, phone and/or fax numbers of the library may not be used as the official contact information for any organization using the meeting rooms. Exceptions to this rule include the Friends of Easttown Library, the Easttown Library Foundation, and organizations that have formally requested and received permission from the Library Board to do so. Non-library groups using a room may not publicize their activities in such a way as to imply library sponsorship.

Set-Up and Maintenance of the Meeting Rooms

Chairs and tables are available for use. It is the responsibility of the organization or individual renting the room to set up and arrange the furniture in the room. All garbage must be put in trash containers provided by the library. Failure to return the room to its original level of cleanliness may result in the loss of meeting room privileges. 

Displays, posters and literature connected with a meeting may not be placed anywhere in the library except in the meeting room while the meeting is taking place. Walls may not be used for mounting or hanging pictures, displays, or posters. Display strips are provided for that purpose. Equipment, materials or furniture may not be stored in the library without the permission of the Director. The library will not assume responsibility when any materials are left behind.

Clean Up and Damage to Facilities

The sponsoring group or individual making application for use of a meeting room assumes all responsibility for damage to library property, including furnishings and any equipment used, and for leaving the premises in the condition in which it was found.

Use of Kitchen

Kitchen facilities are available for the Kohn Meeting Room for a fee. The kitchen includes a refrigerator, stove, microwave and dishwasher. If the event is catered, arrangements with the caterer are the responsibility of the sponsoring group. However, the caterer must schedule a tour of the facility in advance and confirm the time of their arrival. Use of the kitchen facilities should be limited to the reheating of food. Groups must bring their own serving and cleaning supplies. No open flames are allowed. Cans of fuel to keep buffet items warm are allowed.

Restrictions

All behavior is subject to the library's Behavior Policy. Smoking, gambling, firearms or other weapons and controlled substances are prohibited on library property. In accordance with the library's Behavior Policy, alcoholic beverages are prohibited in the library, however, exceptions may be granted by the Library Director in connection with appropriate circumstances, such as programs and events 

Fire and Security Alarms

All groups or individuals must immediately leave the library if any fire or security alarm goes off. Police and the fire station will have been alerted.

Liability

Easttown Library & Information Center, their employees and agents, the Board of Directors of the Library, and its members and the Township of Easttown shall not be liable to any group, organization, or person attending a meeting. Any group, organization and person, jointly and severally, hereby agrees to, and shall, indemnify and hold harmless the Easttown Library & Information Center, its employees and agents, the Board of Directors of the Library and its members, and the Township of Easttown from any and all claims, suits, damages, losses or injuries which they can sustain, or are alleged to have sustained, while using the meeting rooms, including, without limitation, use of a meeting room, kitchen, rest room facilities and means of egress and ingress to the Library building and the meeting rooms.

 

Adopted 10/16/2002; Last revised 11/16/2016

 

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