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| Reserving
Meeting Rooms
| Meeting rooms
are available for a fee at most of our branches.
Occupancy rates for the meeting rooms are: |
| One Room |
114 people |
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| Meeting Room 1 |
62 people |
| Meeting Room 2 |
70 people |
| Meeting Room 3 |
62 people |
| Combined as one: rooms 1-3 |
194 people |
| One Room |
125 people |
| Meeting Room 1 |
75 people |
| Meeting Room 2 |
79 people |
| Combined as one: rooms 1-2 |
154 people |
| One Room |
57 people |
| One Room |
150 people |
| One Room |
115 people |
| One Room |
100 people |
| One Room |
80 people |
Policy Statement
The library welcomes the use of its meeting rooms for activities of civic, cultural, intellectual,
charitable, or educational nature by groups who agree to observe the Library rules and whose
activities will not adversely affect library operations. The rooms may not be used for purely social
purposes which include but are not limited to parties or entertainment, or for fund-raising. Rooms
may not be used as the sole or primary location to conduct regular business operations.
Priority for use of the rooms will be given in the following order:
• Harford County Public Library (HCPL)
• Government departments and officials (local, state, federal)
• Non-profit and community-interest
• For-profit businesses and organizations
Effective September 8, 2009 meeting rooms will be available to non-profit and for-profit groups
for a fee.
| Fees |
Non-Profit Groups |
For-Profit Groups |
| Up to 4 hours |
$30 |
$100 |
| 4 to 8 hours |
$40 |
$120 |
| 8 hours or more |
$50 |
$140 |
Fees are not charged to the following:
• Library organizations and organizations of which HCPL is a member
• Departments of Harford County, State of Maryland, and United States Government
• Elected officials in local, state, and federal government
Checks should be made payable to Harford County Public Library.
Granting of permission to use library facilities does not constitute an endorsement of the users or
their beliefs. The meeting rooms are not available for fund-raising programs, except by HCPL,
HCPL Foundation, and Friends Groups of the Harford County Public Library. There will be no
sales of products or services and no collection of admission fees, except for continuing education
programs in which admission fees cover the cost of supplies and materials. The Library has the
right to allow admission charges and/or the sale of products by any entity presenting a program
sponsored by or in cooperation with the Library.
Meeting rooms may be reserved by any person age 18 and older up to one year in advance. All
reservations and payment shall be received by the appropriate library branch within 14 days prior
to the date of the meeting. Reservations will be cancelled if payment is not received by the due
date.
In order to allow other groups reasonable opportunity to use the meeting rooms, the Library
requires a minimum of 7 days notice for cancellation of a reservation in order to provide a full
refund of the reservation fee. For cancellations less than 7 days in advance of the meeting date,
the library will deduct an administrative fee ($10 for non profit groups, $25, for profit groups)
from the refunded amount. If payment for the meeting room reservation is made by credit card,
a credit to the same credit card used to make the reservation may be made immediately. Refunds
for reservations paid by cash or check will take approximately 14 days. There will be no refund
of the reservation fee for groups who cancel meetings without notifying the library. Full refunds
will be given if the library is closed or the meeting room becomes unavailable due to adverse
weather, power failure, building renovations, etc. In case of an emergency, the library has the
right to deny access to the meeting room.
Every effort will be made to guarantee a reservation. However, the Library reserves the right to
change or cancel a reservation to accommodate a library function, a Friends of the Library
function, Library Foundation function, renovation or construction, power failure, or emergency
closure. The Library will make every effort to provide a 30-day minimum notice of a change or
cancellation of a reservation. The Library will attempt to work out the most convenient alternate
date with the organization or suggest another location. The Library has the right to cancel or
deny future booking requests and existing contracts for any individual or group which violates
stated policy, regulations, or procedures.
Regulations for Non-Library Programs
1. Gatherings shall be open to the public.
2. The meeting rooms are not available for fund-raising programs, except by the Library,
Friends of the Library and Library Foundation, or for charging admission, except for
continuing education programs in which admission fees cover the cost of supplies and
materials.
3. Any publicity, brochures, and radio and TV announcement must have the name of
organization sponsoring the meeting. The Library may not be identified or implied as a
sponsor. The Library telephone number may not be used as a contact number.
4. The contact information (name, telephone, etc) used to reserve a meeting room may be
given by the Library to individuals inquiring about the organization sponsoring the
meeting. A sign, no larger than 8 ½” x 11”, advertising the event may be displayed on
the Library bulletin board, space permitting. No publicity is allowed on Library property
outside of the building. No groups may use the Library as a mailing address.
5. No exhibits, maps, charts, posters, etc., may be hung on the walls without the permission
of the librarian in charge on-site.
6. Neither the Library nor its address may be used as the address or headquarters of an
organization.
7. Any applicant signing the meeting room reservation must be at least 18 years of age.
8. If a meeting is canceled, the Library requires a minimum of 7 days notice for cancellation
of a reservation in order to provide a full refund of the reservation fee
9. The size of the group may not exceed the capacity of the room as defined by fire
regulations.
10. Groups holding meetings or events in the Library meeting rooms are responsible for
making the meeting accessible on request to individuals with disabilities. Sponsoring
groups should be aware that any person requiring accommodation must contact the group
to make the request 8 business days in advance of the meeting.
11. The meeting room will not be available prior to the time booked, so when making a
booking, please include time needed for set up.
12. Groups must bring their own supplies such as pens, paper, pencils, tape, magic markers,
projectors, laptops, audiovisual equipment, etc.
13. The Library is not liable for damage or theft of any equipment, supplies, materials or
personal belongings.
14. Room arrangement, set up, and removal are the responsibilities of the sponsoring
organization.
15. Light refreshments may be served, but the organization must provide their own dishes,
cutlery, etc., and are responsible for clean up.
16. Approaching library users for the purpose of encouraging participation in the group’s
activities is prohibited.
17. At least one adult 18 years of age or older must be present at all times.
18. Permission to use the meeting room does not constitute nor imply a statement of support
by the Library Board of Trustees for the organization or the content of the meeting.
19. No alcoholic beverages may be served.
20. There is no smoking permitted anywhere in the library building.
21. No open flames are permitted including candles.
22. The room must be left in the same condition as found. There is no janitorial service
available for meetings. Containers are provided for the disposal of debris. The group is
financially responsible for any damage incurred during use of the room.
23. The Library has the right to cancel existing reservations and to refuse future reservations
to groups which fail to abide by the meeting room policies and regulations. Failure to
comply with these regulations will result in the withdrawal of the privilege of further use
of the meeting room by that group.
24. It is the responsibility of the representative of the group to complete a Meeting Room
Reservation Form and have it approved by the Library and on file in the Library.
25. Meeting rooms are normally available during library hours. All members of the
organization and people attending the meeting must leave the room at the end of the
reserved period and leave the building by library closing time.
26. Arrangements for use of the room outside normal hours (before the library opens and/or
for one hour after closing) may be requested, but may not be able to be granted. An
after-hours fee of $30 per hour will be charged.
A signed copy of this policy and regulation form must be on file with the Library before the
meeting is held. A new signed form must be completed when there is a change in officers or
employees of the organization. It is understood that inquiries concerning the meeting may be
referred to the undersigned. |
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Back to Top; updated August
21, 2009 |
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