Reserve a Room
 

 

Meeting Rooms


Statement of Principle:


The Dauphin County Library System is a limited public forum and provides meeting room space for library system programs and for other meetings and programs of an informational, educational, cultural, business or civic nature. All groups, not-for-profit and for-profit, are invited to apply for use of the library system’s meeting rooms.


Dauphin County Library System subscribes to the principles set forth in the American Library Association Library Bill of Rights as reaffirmed January 23, 1996.


The Dauphin County Library System provides meeting room space as a public service but does not endorse the view or opinions of groups utilizing these facilities.


Meetings held in the libraries are considered public meetings and open to all wishing to attend, subject to health and safety requirements of the Pennsylvania Department of Labor and Industry for public gatherings. A schedule of meeting room bookings is posted publicly.


Organizations not fulfilling their obligations as stated in this and other library system policies and procedures may be denied use of the library’s meeting room facilities until these obligations have been met to the library system’s satisfaction.


Reserve a Room:


You must be a resident of Dauphin County, 18 years of age, have a library card in good standing, and live in the Dauphin County Libraries Service Area.


Please read the Meeting Room Policy before you fill out the registration form.


There are three steps to complete prior to using The Library’s meeting rooms. 
1) Register (Annually) by clicking on the Register to Use Meeting Rooms button below to use any of the meeting rooms located at our libraries.  


2) Request a reservation for your event using the Reserve a Room button below. Be sure to check the room availability by clicking on the Room Availability button below.
a. You will receive confirmation of your request
b. The reservation is not final until you receive a second email stating the meeting room use request is approved.


3) Complete and submit, or bring along to your event, the Meeting Room Agreement form. 
a. The person signing the form is responsible for the room and must check in at the front desk 10 minutes prior to the start of the event (See meeting room policy)

 

If you have questions about this process, please call Christina Lauver at 234-4961 x 114.

 

When to Reserve a Meeting Room

After you or your organization has registered you will be able to request a reservation to use a meeting room. Room reservations are accepted per the following schedule:
 

Starting December 1st

for meetings during January, February and March

Starting March 1st

 for meetings during April, May and June

Starting June 1st

 for meetings during July, August and September

Starting September 1st

 for meetings during October, November and December

 

Contact a Staff member about making changes to a confirmed reservation.

Reserve a Meeting Room

 


 

Meeting Room Information

Meeting Rooms and Maximum Occupancy

Note: Due to the safety of the users and fire code, the occupancy rules will be strictly enforced. The occupancy listed below is for use without ANY tables or chairs.  If you plan on using tables or chairs in the room, you are required to reduce the number of people in the room.

For every table: reduce people by 3 AND For every chair: reduce people by 1


Example: ESA room A: 

  • No tables or chairs = 60 people maximum Occupancy
  • 2 tables and 6 chairs = 48 people maximum Occupancy

 



 

East Shore Area Library

Room A
Maximum Occupancy - 60

Room B
Maximum Occupancy - 45

Rooms A & B
Maximum Occupancy - 105

 

Elizabethville Area Branch Library

Maximum Occupancy - 108

 

Kline Branch

Maximum Occupancy - 54

 

Northern Dauphin Library

John P. Nestor Community Room
Maximum Occupancy - 54

 

Madeline L. Olewine Memorial Library

H. B. & Grace Alexander Community Room
Maximum Occupancy - 54

 

McCormick Riverfront Library

Jean E. Pugh Community Room
Maximum Occupancy - 48

 

William H. & Marion C. Alexander Family Library

Anna M. Rintz Community Room (Room A)
Maximum Occupancy - 60

Anna M. Rintz Community Room (Room B)    
Maximum Occupancy - 40

Anna M. Rintz Community Room (Room A & B)    
Maximum Occupancy - 100

The Solarium
Maximum Occupancy - 12

Conference Room    
Maximum Occupancy - 30

 

 

Reminders:

  • No open flames, including candles may be used in the meeting rooms
  • Use of meeting rooms must correspond to the open hours of the library up to a half hour before closing.
  • A fee of $40/hr per room is charged to any organization or individual who generated revenue while using the meeting room. Use of rooms A & B at one time, have a fee of $60 per hour. (Revenue is defined as proceeds from sales, admission or attendance fees, or tuition by a non-profit, for-profit, or governmental organization, group, or agency. This includes “free” educational programs which intend to generate future revenues for the presenter(s)
  • Kitchenettes use must be made at the time of the reservation are available at the Colonial Park and Hummelstown locations for a $10 rental fee. Groups or individuals using the Kitchenettes are responsible for cleaning the appliances and area prior to leaving.
  • If all attendees leave later than the time of the reservation, a minimum charge of $40 will be sent to the responsible party.
  • Meetings and events are open to the public.
  • Use of rooms is limited to twice a month – includes all locations
  • Individuals attending your event or program are required to abide by The Library’s policies.
  • Rooms must be left in the condition they were found or a minimum charge of $40 will sent to the responsible party.
  • Additional requirements and details are found in the Meeting Room Policy