Meeting Room Policy

PHILOSOPHY

The Schlow Centre Region Library Board of Trustees envisions the Library as our community's best and most sought after gathering place where all are welcome to pursue their interests, learn new skills, express their creativity, interact with other members of the community, and enhance their quality of life.  To further this vision, the Library Director and Trustees are pleased to offer the Library's event spaces for use by the community.

POLICY

Library event spaces are available for community events and activities of a cultural, educational and civic nature that are free of charge and open to the general public.  The spaces are not available for commercial, fund-raising, or private events.  Event spaces are reserved according to the following priorities: the Library, the Friends of the Library, Centre Area Transportation Authority (CATA), all other community groups.

INFORMATION AND PROCEDURES

Facilities

The following spaces are available for use by the public:

The Library's audiovisual equipment may be used by groups using the Downsbrough Community Room for a cost of $10 per event.  An appointed operator must schedule a training session with Library staff prior to the event (see AV Equipment policy). Use of the equipment is subject to established Library rules.   The Library has free wi-fi capability.

Parking is available in the Library's adjacent lot, but spaces are limited.  Visitors should be prepared to use nearby parking (lots, garages, street) when the Library's lot is full.

Outdoor Spaces

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Individuals or groups wishing to use Library property outside the building at the corner of Beaver and Allen for speaking and/or distributing petitions, surveys, or other information not of a commercial and/or fundraising nature may do so after an application is approved by Library staff.  Outdoor activities and equipment including but not limited to tables and signs must not block or hinder access to any parking, sidewalks, entrances, and exits, and must not harass or intimidate others, and are subject to all other conditions of this policy including no use of drugs, alcohol, or tobacco.

The Readers' Garden is open for quiet use by individuals during Library hours and for Library programs, weather permitting, between early April and late October.  No group reservations are taken for this space or any other outdoor space on Schlow property with the exception of the corner of Beaver and Allen as described above.

Reservations

Applications for use of Library event spaces are available at all public service desks.  The three-part application must be filled out completely and returned to the Office Manager prior to the scheduled event.  Valid credit card information is required on the application in the event of cleaning or equipment replacement being necessary.

Events may be scheduled only during the Library's normal operating hours:

Monday through Wednesday:  9am - 9pm

Thursday: 12pm - 9pm (September to May); 9am - 9pm (June to August)

Friday: 9am - 6pm

Saturday: 9am - 5pm

Sunday: 1:30pm - 5pm (September to May)

Indoor events conclude before closing so that all attendees are out of the building by closing time.

Events may be scheduled in three annual periods: January 1 to May 31, June 1 to August 31, and September 1 to December 31 starting one month prior to the first day of the period.  The Library will typically contact groups within 10 working days to confirm or deny the request.  Reservations are taken on a first come, first served basis.  New applications must be completed for each period to ensure information is current.

Groups may schedule use of event spaces up to a maximum of twice a month.  It is the responsibility of the group to notify the Library as soon as possible of an event cancellation.

The Library reserves the right to change a group event time or place if necessary for the Library's operations, or to revoke event space privileges at any time.

Adults 18 years and older are required to make event space reservations and be present for events in their entirety.

Charges

Groups using event spaces are encouraged to make $25 donations per use. Donations may be made at any time. Checks should be made out to Schlow Centre Region Library and can be mailed to the attention of the Office Manager at 211 S. Allen Street, State College, PA 16801.  As noted elsewhere, charges may apply for audiovisual equipment use or for cleaning.

Using the Spaces

Event coordinators must check in and check out at the CirculationChecking items out and counting the number of checkouts. Desk for meetings held in a first floor space, and at the ReferenceQuestions that you ask of library staff that require knowledge of the content of the collection or other resources such as those on the web. Sometimes you are referred to the answer, hence Reference. Reference can also refer to our reference materials that are often encyclopedic books that have many volumes and a concentrated number of facts and/or statistics. These materials usually have an overnight loan period so they are available in the library most of the time. Desk for meetings held in a second floor space.  Attendance numbers must be reported during the check-out process.

Groups congregating before or after an event must respect Library rules and patrons.

Groups must arrange and return furnishings to the storage closet themselves. The Community Room kitchen may be used to prepare simple refreshments with the groups' own supplies, but must be completely cleaned after use.  Groups will be charged for cleaning and/or replacement costs if the premises are not restored to their original condition. 

No animals, with the exception of official assistance animals, are permitted in the Library without the approval of the Library Director.

No alcohol, tobacco or drug use is permitted in the Library. No open flames of any kind are permitted in the Library.

Use of Schlow event spaces in no way constitutes an endorsement by the Library of the group or of its activities.

Facilities may not be used in any way that materially interferes with the orderly operation of the Library or poses a threat to the safety of Library personnel, property or patrons.

Events must be free and open to the public, and meeting information may be posted by the library or made public.

Appeals

Decisions made regarding the event spaces may be appealed first to the Library Director, and then to the Board of Trustees.

The provisions of the foregoing policy and procedures may be waived either by the Library Director or the Library Board on a case-by-case basis.

To request an event space reservation application, visit any public service desk at Schlow, or contact rooms@schlowlibrary.org or (814) 235-7814.