The Dauphin County Library System is a limited public forum and provides meeting room space for library system programs and for other meetings and programs of an informational, educational, entertainment, cultural, business or civic nature. All groups, not-for-profit, for-profit, and community members are invited to apply for use of the library system’s meeting rooms.
Dauphin County Library System subscribes to the principles set forth in the American Library Association Library Bill of Rights as reaffirmed January 23, 1996.
The Dauphin County Library System provides meeting room space as a public service and does not endorse the views or opinions of groups utilizing these facilities.
Meetings held in the libraries are
considered public meetings and open to all wishing to attend, and subject to health and safety requirements of the
Pennsylvania Department of Labor and Industry for public gatherings. Library meeting rooms may not be used for any
activity that is illegal, incompatible with the library environment or
interferes with its operations or is considered dangerous to people, property.
A schedule of meeting room bookings is posted publicly at dcls.org.
groups, and individuals not fulfilling their obligations as stated in this and
other library system policies and procedures may be denied use of the library’s
meeting room facilities until such time as these obligations have been met to
the library system’s satisfaction.
Maximum occupancy is reflective of the
number of people that can be in a room at any one time without the addition of
tables, chairs, or other furnishings. If you are planning on furniture during
your meeting, then the occupancy level decreases.
The time of the
program/meeting must correspond to the open hours of the library up to a half
an hour before closing. The organization, group or individual
must vacate the meeting room at the designated time or the individual
responsible for the room will be billed a $40 fee. An exception may be made for
programs directly related to the library (Friends meetings, library committee
meetings, etc.). To request an exception a request to the library manager must
be made at least 2 weeks prior to the event.
Library staff is required to be in the building for such exceptions.
In general, groups
are given priority in the following order when there are conflicting requests
The use of meeting
rooms is free of charge as long as the meetings or programs are free of charge
and do not generate revenue. If revenue
is generated, the fee for each meeting room used or reserved is $40/ hour
per room (at the East Shore Area Library, Rooms A & B combined have a fee
of $60 per hour. At the William H. &
Marion C. Alexander Family Library Room A & B combined have a fee of $60
per hour). Revenue is defined as
proceeds from sales, admission or attendance fees, or tuition by a non-profit,
for-profit, or governmental organization, group, or agency. This includes “free” educational programs
which intend to generate future revenues for the presenter(s).
An exception is
made for profit-making endeavors held for the benefit of the library. An organization or individual wishing to
charge a fee or to sell items or services for the benefit of the library must
obtain written permission from the Executive Director before such an
No reservation is
final until payment is received. Payment
is requested one week prior to use of room.
The East Shore Area
Library and the William H. & Marion C. Alexander Family Library have
kitchens available for use by meeting room users for a $10 fee. Kitchens are
supplied with an oven, stove, refrigerator, sink, and microwave (coffee pot at
AFL). Groups serving food and/or beverages must provide their own dishes, cups,
utensils, and napkins. All groups using library kitchens are responsible for
leaving the kitchen and appliance clean.
The group or
individual desiring to use the meeting rooms must complete a Meeting Room Registration Form annually. Forms are available online or at your local library. Applicants
must be age 18 or older, be a resident within the Dauphin County service area
(excluding Hershey and Middletown service areas), and have a Dauphin County
Library System library card in good standing. The Meeting Room Registration form needs to contain complete information
about the nature and specific content of the program. The library reserves the
right to turn down incomplete applications and programs that are not in keeping
with the policies of the library. Organizations and community groups are required to provide a Certificate
of Insurance demonstrating general liability insurance, listing the Dauphin
County Library as a certificate holder and additional insured. OR sign a copy of the Meeting Room Agreement (indemnifying agreement) prior to using a
1. If a meeting room is unavailable, a small group may meet elsewhere
in the library, provided it does not interfere with general library business or
2. Use of meeting room and library facilities is limited to twice
a month, to allow all members of the community the opportunity to use the
facilities. Written permission from the Public Services Director is required
for use of the facilities with greater frequency or for consecutive days.
3. Meetings may be scheduled up to four months at a time, in
trimesters from January 1 to April 30, May 1 to August 31, and from September 1
through December 30 of each calendar year. Applications and room requests are
taken one month before the start of the trimester. After the initial booking period,
organizations, groups, and individuals may reserve meeting rooms for times
still available on a first-come, first-served basis. The Library typically contacts the group
within 7 working days confirming or denying the request.
4. A limited number of laptop computers and other technology may be
reserved when making the room reservation. Please reference the M&T Bank Mobile Computer Lab Equipment Policy prior to requesting equipment.
1. All advertisements, announcements, press releases, flyers, etc.
relating to meetings must clearly state the meeting is NOT sponsored by the Dauphin County Library System.
3. The use of the name, address, logo, or telephone number of the
Dauphin County Library System or any of its library locations as the address or
headquarters of any group using the library for meetings is prohibited.
1. In the event a meeting is canceled, the meeting organizer must
notify the Library Manager 24 hours in advance or earlier so that the space
may be made available to others. If the
group or individual wishes to use a different room at the East Shore Area
Library or the William H. & Marion C. Alexander Family Library than the one
assigned, they must request a change from staff.
2. The library system reserves the right to schedule and alter room
assignments according to the library system’s needs. If the library cancels or
changes the use of a meeting room, the library staff will notify the group or
individual as soon as possible.
1. An adult 18 or over must be present for all meetings.
2. Persons responsible for the meeting room are required to sign-in
at the front desk prior to using the room and sign-out after the room is
inspected by library staff.
3. All meetings and events are open to the public
4. Individuals are responsible for the actions of those attending the
meeting, including enforcing the DCLS Children's Safety Policy
5. Displays, decorations, and signs may not be affixed directly to
the walls, doors, flooring, furniture, ceiling, etc. in a manner that will
leave a residue, stain, scratch, or otherwise mar these surfaces. Library
property may not be removed from the room or walls. Decorations used at meetings/events
cannot obscure exit signs, library information, or doors.
6. Meeting room users are responsible for carrying their own supplies
and operating equipment they use.
7. The library is not responsible for equipment or materials owned by
a community group and used in the library. No storage space is available.
8. Due to insurance considerations and the safety of the public and
staff, candles, incense or any other smoke or flame-producing devices are not
permitted to be used in any area of the library. In addition, exercise programs
and classes may not be held in library meeting rooms.
The library has
chairs and tables available for use.
Groups and individuals are responsible for room setup and may arrange
furnishings as needed, as long as the furnishing, library property, and
individuals are not at risk. Rooms
must be rearranged prior to leaving according to posted instructions.
The group, organization or individual making application for use
of facilities assumes all responsibility for damage to library
property and for leaving the premises in the condition in which it was found,
including the arrangement of furnishings and the cleanup of trash. Meeting rooms will be inspected after each
meeting. A minimum fee of $40 will
be assessed for cleanup, repair or damage to library property, or for
special cleaning as determined by DCLS staff. A minimum fee of $40 will be
assessed if a room is not vacated by the scheduled time. Damage to the facility will be billed to the
group or individual responsible for the room. Damage caused to the room or
leaving the room in poor condition could result in restriction from further
including use of electronic cigarettes or any derivative, is prohibited in all
DCLS buildings. The consumption of
alcoholic beverages is not permitted in library buildings or on library
appeals regarding meeting-related policies and procedures may be resolved by
the East Shore Library Administrator, appropriate Library Manager or Library
Services Administrator. The Public
Services Director and Executive Director may also resolve serious issues as
A patron may appeal
a meeting room decision by appealing the action or denial via written request
to the Executive Director within fourteen (14) days of the denial of library
use of facilities.
The Dauphin County
Library System Board of Trustees shall be the final authority in granting or
refusing permission for the use of library facilities.
East Shore Area Library
Elizabethville Area Library
Johnson Memorial Library
Madeline L. Olewine Memorial Library
McCormick Riverfront Library
Northern Dauphin Library
William H. & Marion C. Alexander Family Library
Public Meeting Room Reservations
Meeting Room Policy
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