Available Spaces:

• Community Room:
  • Maximum occupancy with tables and chairs: 20
  • Maximum occupancy without tables: 30
• Meeting Room:
  • Maximum occupancy with tables and chairs: 10

Regulations for Use of Meeting Room Space:

The Northampton Area Public Library makes its space available on equal terms to all qualified groups subject to the regulations below:  

• All meetings must be free and open to the public.
• Library staff shall always have unrestricted access to the room.
• No fees, dues, or donations may be charged or solicited for any program.  
• Programs may not disrupt the use of the library by others.
• All people using the meeting room are subject to the library’s Behavior Policy. 
• Alcohol and tobacco products, including vaping, are not permitted in the meeting room. No open flames, candles, or incense may be used in the meeting room.
• No games of chance or gambling in any form is allowed, unless as a library-sponsored fundraising activity.
• Nothing may be attached to the walls, ceiling, floor, furniture, or sliding room divider.
• All groups using the meeting room are expected to leave it in a clean and orderly condition and are responsible for damage to library property. The library shall charge the group or organization if housekeeping or maintenance service is necessary. The minimum charge will be $25.00.  
• Light refreshments may be served. The organization is responsible for supplying all utensils and equipment and will be responsible for the immediate clean-up of the meeting room. No custodial service is available.
• Rooms must be vacated 30 minutes before the library closes.  
• To encourage the use of its meeting room for diverse events and to give all qualified groups access to this service, no group may reserve meeting rooms more than 60 days in advance, and no group may book a meeting room more than 12 times in a 12-month period.  
• The library shall not assume responsibility for the security of items brought into the meeting room. The library will not provide storage of material or equipment for a group or organization.  
• The meeting room must be reserved by an adult (18 years of age or older). People bringing children to meetings must assume responsibility for their care and behavior.
• The library reserves the right to review all material distributed at meetings and to approve any signage to be displayed on the library property.
• Neither the name nor the address of the Northampton Area Public Library may be used as the address or headquarters of a group or organization.
• The library’s phone number and email addresses are not to be included in any publicity that advertises the meeting unless the program is co-sponsored by the library.
• The library reserves the right to require that any public advertising of meetings include the following statement: “The views of this program are not endorsed by NAPL.” The name of the Northampton Area Public Library may only be used on publicity materials to identify the location of the program.
• The library is not responsible for registering any participants for a scheduled meeting or event that is not co-sponsored by the library.
• The Library Director may from time to time promulgate rules and regulations for the scheduling and use of library meeting room space.
• Special exceptions to the policy may be considered by the Library Board of Trustees.
• Failure to comply with these regulations and those below may result in the suspension of a group’s meeting room privileges.

Cancellation:

• If the renting organization cancels its event or meeting, it must notify the library 48 hours in advance to receive reimbursement of rental fees.
• In cases of emergency cancellations, the library must be notified at least 1 hour before the reservation. At that point, rental fees become non-refundable.
• Library-sponsored programs take priority over all other meeting room reservations. The library reserves the right to cancel meeting room reservations at any time in the event of a conflict with a library-sponsored program. In these instances, the organization will be contacted. The library is not responsible for notifying group members of cancellations or advertising a change in the meeting room schedule.  
• If the library closes due to emergency or inclement weather, use of the meeting room is automatically cancelled, and the rental fees will be reimbursed. The renting organization’s contact person will be notified by the library. It is the responsibility of the organization to notify attendees of the cancellation.
• The library reserves the right to cancel any function due to natural disaster, power failure, weather, or other unforeseen circumstances. The library will not be held responsible for any cost(s) incurred because of such cancellations.

Fee Schedule: 

Meeting Room rental fees include use of the room for up to 4 hours or until 30 minutes before the library closes. All fees must be submitted with the completed application form and the insurance certificate. The fee schedule that applies to each organization or business will be determined by the Library Director and/or designated staff person, based on the following designations:  

• Not for Profit and/or Non-profit Organizations: FREE!

  This includes not-for-profit and/or non-profit community groups, including homeschool co-operatives, who would like to rent meeting room space to conduct their own organization’s meetings, events, and/or activities. Non-profit organizations must provide proof of their non-profit status.

• Other Community Groups or For-Profit Businesses: $20.00

  This includes community groups or for-profit businesses who would like to rent meeting room space to conduct their own organization’s meetings, events, and/or activities. Rental fees may be waived at the Northampton Area Public Library’s discretion. Payment of rental fee and proof of insurance must accompany signed applications. 

Excluded Uses of Meeting Room Space:

The meeting room may not be used for a purely social purpose: i.e., family/friend parties or gatherings, business or community organization parties.  The meeting room may not be used for commercial and/or for-profit purposes.

Room Set-up:

The library staff will not be responsible for room set-up or rearranging furniture or equipment in advance of a meeting. Organizations will be responsible for room set-up and must return the room to the original arrangement at the completion of the meeting. Please make sure to account for this time when reserving space. Failure to comply may result in the suspension of a group’s meeting room privileges or a $25.00 Maintenance Fee. Tables and chairs are provided.

Available Equipment:

Available equipment that may be requested at the time of application includes a podium, small speakers attachable to a laptop or other device with headphone input, a television with HDMI connection, a digital projector with various connections, and a pull-down screen for use with the projector.

Trained library staff, when in the building, will provide basic assistance with library-owned equipment. If staff are not available, the library will provide simple written instructions for equipment use.

Application and Insurance:

The following statements apply to all organizations that rent meeting room space.  

• A signed Meeting Room Reservation Form needs to be completed and submitted no later than 7 days in advance of the meeting/event. Reservations cannot be guaranteed if forms arrive later than 7 days in advance.  
• The application form must be signed by an authorized representative of the group who shall attend the meeting/event and be responsible for the conduct of the meeting/event attendees and for any damages.  
• Each application will be reviewed, and the contact person will receive confirmation. The meeting room will not be considered scheduled until confirmation is sent.  
• Non-profit organizations and for-profit businesses must furnish adequate insurance for bodily injury and property damage. The certificate of insurance should display limits of at least $1,000,000 each occurrence, $2,000,000 aggregate, and list Northampton Area Public Library, its board members, employees, and volunteers and the Borough of Northampton, its council members, employees, and volunteers as additional insureds and include a hold harmless agreement from the presenter.
• Homeschool co-operatives and other community groups, such as a book club, are exempt from insurance requirements.
• Applications can be dropped off at the library, mailed, or sent by e-mail to vlaroche@northamptonapl.org

Approved by the Library Board of Trustees on 10/12/2023