Meeting Room Policy

Summary and Purpose

Lancaster Public Library is a center for community engagement. As a benefit to our communities, the Library offers rental of its Meeting Rooms to citizens, groups, and businesses. Although Library-sponsored activities take priority, individuals and groups will be accommodated based on availability. The Library seeks to provide safe and welcoming meeting rooms for Library programs and other eligible uses.

Renter (responsible party must be 18 years or older) agrees to use the facility appropriately and shall assume full responsibility for attendees. Renter agrees to not interfere with Lancaster Public Library operations. Damage to Library property and any costs to repair or restore the facility to its original state will be the responsibility of the Renter. In certain instances, the Library may require submission of a Certificate of Liability Insurance and/or a Certificate of Additional Insured. Violation of any of these Rules and Regulations may result in the Library revoking the agreement and terminating or canceling the rental at which time Renter shall forfeit charges and fees paid.

General Regulations

  1. Parties interested in renting space must apply in advance (minimum of 10 business days) by completing an Application for Rental. Upon review, the Library will inform the applicant whether the application has been approved or denied.
  2. Priority is given to Renters whose purpose and/or mission enhances the mission of the Library. The policies governing the use of the meeting rooms are in accordance with Article 6 of the Library Bill of Rights.“Libraries which make exhibit spaces and 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.”

    Use of Library rooms for any activities that are disruptive to the Library’s operations will be denied or terminated. The Library reserves the right to deny the application or discontinue the use of the facility by a group or organization that is causing a disturbance, damage, interfering with Library operations, or for any other reason as determined by Library Management Team, with the Renter forfeiting any charges and fees paid. Groups that disturb Library operations may be denied future use of meeting rooms.

  3. Authorization to use the Library’s facilities does not reflect endorsement by the Library of any particular program, position, or purpose of any person or organization. No implications can be made through written material or media relations that the Library is sponsoring the event. Advertisements for meetings or programs must include the following disclaimer: “The Lancaster Public Library is not sponsoring or endorsing this program, or any goods or services offered.” Please use the correct name of the Lancaster Public Library in all publicity.
  4. Non-profit organizations wishing to take advantage of our discounted rates will be required to provide proof of status by submitting a copy of their IRS Determination Letter or most recent 990.
  5. Conducting raffles, charging admission, selling tickets or merchandise, or solicitation of money by Renter or any attendees in any manner is prohibited without the express written permission of the Library Management Team prior to the event.
  6. All meeting room attendees must observe the Patron Conduct Policy.
  7. Food and alcohol are not permitted on Library premises unless permission is explicitly requested at and approved at the time of application. If the Library Management Team determines that the group may serve refreshments and/or alcohol on Library premises, Renter is responsible for providing said refreshments and/or alcohol and must provide the Library with proof of having hired a RAMP certified bartender for the duration of the event.
  8. The Renter must set up and clean up the space, trash must be placed in receptacles, and all items brought in by the Renter removed. Renter may be asked to place trash in designated exterior trash bins. The person signing the agreement must be present throughout the event. If the rental includes Library tables, chairs, etc., the Library will have them in the space, but it is the responsibility of the Renter to arrange them to suit their needs. Renters using the facility do so at their own risk and are responsible for their actions and the actions of their guests. Minors may not be left unattended or unsupervised by adults at any time. The Library is not responsible for lost or stolen personal or professional articles or possessions of the Renter or attendees.
  9. Walls/ceilings may not be used for mounting or hanging decorations, pictures, displays, or posters, etc. Open flames are not permitted, and use of helium balloons is permitted only in certain areas of the Library and must be approved ahead of time by the Library Management Team.
  10. Pets or animals of any kind (except for service animals) are NOT allowed in the facility without the express written permission of the Library Management Team prior to the event.
  11. Access to areas of the facility not included in the rental agreement (public service desks, staff offices, storage areas, mechanical areas, or other unauthorized areas) is strictly prohibited.
  12. The Renter must comply with all copyright laws and have a license and/or legal release to show copyrighted films, photographs, or other materials.
  13. Events (including set-up and clean-up) must take place during normal Library operating hours unless the Renter receives express written permission from the Library prior to the event. Renters who are granted early or late access will incur additional fees.
  14. No Renter may use Lancaster Public Library as its address.
  15. If there is any question or dispute about facility use, the decision of the Library Management Team will be final.
  16. Lancaster Public Library expressly reserves the right to amend these rules and regulations.
  17. Indemnification of Library – The Renter shall indemnify and hold harmless Lancaster Public Library, its agents, and employees, from and against all liability, claims, damages, losses, and expenses, including attorney fees incurred with the connection therewith, arising out of or resulting from the Renter’s use or occupancy of the property or performance of its obligations hereunder. To the extent that any claim is asserted against Lancaster Public Library by a third person for any injury or claim arising during the term of this Facility Rental Agreement, Renter shall defend Lancaster Public Library at Renter’s expense.

Approved: 05/21/2024