The Cleve J. Fredricksen Library provides meeting room space for library programs and for other meetings and programs of an informational, educational, cultural or civic nature.  The library provides this space as a public service but does not endorse the view or opinions of groups utilizing these facilities.

Meetings held at the library 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. The sponsoring organization may not charge for admission except for registration fees to cover costs.

Library sponsored or library oriented scheduling has priority over scheduling of outside organizations.

To reserve the meeting room, contact:
Office Manager
(717) 761-3900 x 222






















Meeting Room Details
Name: The Ruggaber Community Room
Seating Capacity: 100
Notes:  Placement of tables and/or equipment will reduce the available chair space. The library has 13 [6’ x 2’] tables and 100 chairs available for use. Setup of the tables and/or chairs is the responsibility of the person or organization reserving the room.

Hours
The time of scheduled meetings shall correspond to the hours the library is open to the public, and the group or individual must vacate the meeting room 15 minutes prior to the library’s closing time. The library’s hours are as follows:

Monday, Tuesday, Thursday, & Friday - 9 am to 9 pm
Wednesday - 9 am to 6 pm
Saturday – 1 pm to 5 pm
Sunday (September through June) – 1 pm to 5 pm
Sunday (July & August) - Closed

No meeting can cause undo interference with the operation of the library.

Eligible Meeting Room Users
The library allows the following types of groups to reserve the Community room on a first-come, first-served basis, or (in case of conflict) according to the following order:

1.  Library programs and meetings: those involving efforts of library staff, Board of Trustees, or Friends of the Library.
2.  Meetings or Programs of Nonprofit Groups: Includes scout troops, student organizations, local religious groups, local civic groups and community clubs. These meetings must be open to the public.
3.  Meetings or Programs of For-Profit Organizations/Businesses and Not-for-Profit Organizations at an Institutional Level: includes political organizations, national/regional charitable organizations, national/regional religious organizations, and companies. Classes, workshops and meetings that require a fee to attend are not permitted.

Publicity
Any advertisement or publicity for the meeting or program must include the following disclaimer: “The Fredricksen Library is not sponsoring or endorsing this program or any goods or services offered.” A group contact person and phone number of the sponsoring organization should be included in all publicity, not the library number.

Room Reservation Form and Scheduling
The group or individual desiring to use the meeting room must complete a room reservation form available from the library. Meetings may be scheduled on a quarterly basis. Meetings can be booked beginning in October for events occurring in January – March, beginning in January for events in April – June, beginning in April for events in July – September, and beginning in July for events in October – December.

Cancellation of Reservation
In the event that the meeting is cancelled, the group should notify the Information Desk (ext. 225) at least 48 hours before the scheduled use. Failure to notify the library will result in loss of meeting room privileges and forfeiture of the use fee.

Food
The consumption of refreshments that are either catered or provided by the group sponsoring the program or meeting is limited to the Ruggaber Community Room. A place to include catering information is provided on the meeting room reservation form. A small kitchenette with a microwave, bar sink, and full size refrigerator/freezer is available for use.

Questions
Questions regarding policies and procedures about meeting room use will be resolved by the Library Director. The Cleve J. Fredricksen Library Board of Trustees will be the final authority in granting or refusing permission for the use of the meeting room.

Accidents
The organization or person reserving the room agrees to use the meeting room in compliance with the Library’s policies and accepts responsibility for any damage or injuries resulting from misuse of the facilities or disregard for personal safety. Library staff should be notified immediately of any accidents or injuries.

Meeting Room Privileges
Organizations not fulfilling their obligations as enumerated in this document may be denied use of the library’s meeting room facility until such time as these obligations have been met to the library’s satisfaction.

Meeting Room Fees
The use of the Ruggaber Community Room is free of charge to non-profit groups as described in Eligible Meeting Room Users #2 above as long as the meeting or program is open to the public, is free of charge, and is not held for the purpose of generating revenue.   The fee assessed for groups as described in Eligible Meeting Room Users #3 is as follows:

½ day use (3 hrs. or less) $75
Full-day use (over 3 hrs.) $150

Recurring events by either non-profit groups/organizations or businesses may be booked for the full calendar year (instead of quarterly) for an additional charge of $100.

A $250 non-refundable reservation fee will be charged for a one-time event scheduled outside the normal quarterly reservation schedule.

Private parties may reserve the room in consideration of the following:
a. the party occurs during normal library hours
b. the number of attendees is limited to 35
c. one adult is on hand for every 8 children (18 years and younger)
d. the clean-up and damage expectations are met as outlined below.
e. a fee of $150 will be charged for 3 hours of use and $50 for each additional hour.

Payment of fees associated with using the meeting room should be made two weeks prior to the event. Payment for meetings scheduled less than two-weeks prior to the event should be made within 24 hours of receiving approval to use the room. Checks should be made payable to the Fredricksen Library.

Furniture/Equipment Arrangement
The library has chairs, tables and some equipment available for use. A complete list can be found on the meeting room reservation form. Set-up is the responsibility of the organization or person reserving the room. Equipment, materials or furniture belonging to any group cannot be stored in the library without written permission of the Library Director. The library does not assume responsibility when materials, etc. are left on the premises.

Internet Access
The meeting room is a Wi-Fi Hotspot. People are welcome to bring their own wireless enabled equipment to access the wireless network free of charge. Library staff will not be responsible for installment, instruction, or assistance accessing the wireless network.

Check in and Check out
A representative of each group is asked to check in and check out at the Information Desk before and after each meeting.

Clean Up and Damage
The person and/or sponsoring organization making the reservation will be held responsible for the proper conduct of those attending the meeting and responsible for any damage to library property by those attending the meeting. The room should be left in the condition in which it was found, including the arrangement of furnishings and the clean-up of trash. A fee of $25 will be assessed for excessive clean-up required by library staff.

Smoking and Alcoholic Beverages
The use of tobacco, alcohol, and other drugs is not permitted.

Page updated December 8, 2011