Rachel Kohl Community Library

687 SMITHBRIDGE RD., GLEN MILLS, PA 19342 | 610.358.3445

To Rent Our Community Room

The Community Room can be rented by filling out the form at the bottom of this page. Please read the policy below carefully for restrictions and room details; then submit your rental request. Most requests are confirmed within three business days, often sooner. Payment is required within two weeks of receipt of your invoice.

Policy for Reserving and Use of the Rachel Kohl Community Library Meeting Room

Purpose/Principle:

The Rachel Kohl Community Library is a limited public forum and provides meeting room space for library programs and for other meetings and programs of an informational, educational, cultural, and civic nature.  The library meeting room spaces are available to the community consistent with the library’s mission of expression and exchange of ideas.  Use of the facilities by other community groups is allowed when not needed by library or library-related activities, programs, and meetings, and when such use does not interfere with or disrupt the programs, activities, and normal operations of the library, or cause a security risk or safety hazard to library staff, property or patrons.

Meeting rooms may not be used for any of the following:

  • For fund raising.
  • For a commercial purpose.
  • For religious or anti-religious purposes.
  • For partisan political purposes.
  • For the benefit of private individuals.
  • For any use for which Rachel Kohl Community Library elects not to permit.

Rachel Kohl Community Library reserves the right to accept, renew, or reject requests for use of the room(s) under the established policy.

Rachel Kohl Community Library provides meeting room space as a public service but does not endorse the views or opinions of groups utilizing these facilities.

Fees:

For Not for Profit Organizations with proof of a 501(c) (3) status:

1.    $50 for 3 hours Monday through Saturday (MWFTh 10am – 7:30pm, F&S 10am – 4:30pm) or all day (1pm – 4:30pm) on Sunday

2.    $125 for all day use Monday through Saturday (MWFTh 10am – 7:30pm, F&S 10am – 4:30pm).

3.    Kitchen privileges – an additional $15.00

a.    There is no equipment available for cooking food on the library premises.

4.    These fees may be waived at the Rachel Kohl Community Library’s discretion.

5.    Any use of the meeting rooms over 3 hours, with a maximum of an additional 2 hours, will incur an additional cost of $20.00 and must be arranged in advance. If the extension is after closing, a maximum of two hours, the additional cost is $25.00 and depends on staff availability.

6.    Payment of rental fee must accompany signed application.

Other Organizations and Individuals:

1.    $80 for 3 hours Monday through Saturday (MWFTh 10am – 7:30pm, F&S 10am – 4:30pm) or all day (1pm – 4:30pm) on Sunday

2.    $200 for all day use Monday through Saturday (MWFTh 10am – 7:30pm, F&S 10am – 4:30pm).

3.    Kitchen privileges – an additional $15.00

a.    There is no equipment available for cooking food on the library premises.

4.    These fees may be waived at the Rachel Kohl Community Library’s discretion.

5.    Any use of the meeting rooms over 3 hours, with a maximum of an additional 2 hours, will incur an additional cost of $20.00 and must be arranged in advance. If the extension is after closing, a maximum of two hours, the additional cost is $25.00 and depends on staff availability.

6.    Payment of rental fee must accompany signed application.

Regulations for use of meeting rooms:

·    We require events in the community room to end a half hour prior to our close time.

·      Smoking, controlled substances or gambling is not permitted.

·         Alcoholic beverages are prohibited except for library sponsored functions.

·         Rooms marked for staff use only are not to be used or accessed. Workrooms in the back of the library are for staff use only and are not for public use.

·         The meeting rooms must be left in a clean and orderly condition. Waste should be placed in the proper receptacles. The group using the room is responsible for total clean up. The library reserves the right to charge a fee if facilities must be cleaned. No custodial service is available.

·         65 folding chairs and 8 tables are available.  The groups are responsible for set up and take down.

·         The room has a total capacity of 125. A sound system and projector system are located in the room. The group is responsible for supplying their own computer, mp3 player or smartphone to use the sound system and to screen presentations or DVDs.

·         The library staff is NOT at the disposal of the group.  It is the responsibility of the applicant and/or the group to provide any necessary equipment if it is not available in the meeting rooms.

·         No storage of the organization’s items is available before or after the meeting.

·         To promote accessibility of the public meeting rooms to a wide variety of community groups, the library may limit meetings for any and/or all groups.

·         Anything attached to the walls, ceiling, floor, furniture, or accordion sliding room divider must be removed and the library reserves the right to charge a fee if facilities are damaged.

·         Meetings may not extend beyond the library’s closing time. Special arrangements can be made for groups to use the library’s meeting rooms during hours that the library is closed with 14 days notice if staff is available. The additional cost is $25.00 per hour or part of an hour.

·         Lighted candles or flames, because of fire hazard, are not to be used within the meeting rooms with the exception of Sterno used by caterers.

·         All equipment belonging to the group must be removed immediately at the conclusion of the program or event.

·         In the event that the library closes due to an 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.

·         If the renting organization cancels its event or meeting, they must notify the library 48 hours in advance in order to receive reimbursement of rental fees.

·         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 as a result of such cancellations.

·         Failure to comply with this policy may result in denial of future use of the library meeting rooms, financial liability for damages, and/or removal from the meeting room.

·         Meeting room attendees may not leave children unattended in the library.

·         Group leader must be familiar with emergency rules.

·         The fact that a group is permitted to meet in the library’s public meeting rooms does not in any way constitute an endorsement of the group’s policies or beliefs.  The Rachel Kohl Community Library reserves the right to require that any public advertising of meeting(s) include the following statement: “The views of this program are not necessarily endorsed by the Rachel Kohl Community Library.”  The library’s phone and/or fax #s and e-mail address are not to be included in any publicity that advertises the meeting unless the program is co-sponsored by the library.

Application and Insurance:

1.    A signed Meeting Room Reservation Form needs to be completed and submitted no later than 14 days in advance of the meeting. Applications will be accepted no earlier than 8 weeks before the desired meeting date.

2.    The application form must be signed by an authorized representative of the group who shall attend the meeting and be responsible for the conduct of the meeting attendees and for any damages.

3.    Each application will be reviewed and the contact person will receive confirmation.  The meeting rooms will not be considered scheduled until confirmation is sent.

4.    The group must furnish adequate insurance for bodily injury and property damage. Insurance certificate must indicate that Rachel Kohl Community Library is named as additional insured on the policy and include a hold harmless agreement from presenter.  Any exceptions must be cleared with the Library Director and/or the Library Board of Directors. The certificate of insurance should display limits of at least $500,000 each occurrence, $1,000,000 aggregate, and should add the Rachel Kohl Community Library board members, employees, and volunteers as additional insureds.

 

 

Approved and accepted on November 28, 2016.

Community Room Rental Request Form

Contact Name *
Contact Name
Contact Phone Number *
Contact Phone Number
Address *
Address
Date (first choice) *
Date (first choice)
Please note: the library is closed on Sunday in the summer (6/15 - 9/6).
Date (second choice)
Date (second choice)
Optional, but recommended
The library closes at 8 p.m. Monday-Thursday and at 5 p.m. Friday-Sunday. We require events in the community room to end a half hour prior to our close time. Due to insurance reasons, no program may be booked that extends after closing time. Thank you.
Kitchen Access? (Extra $15) *