Please call the library at 412-775-4700 or email us at phlibrary@pennhillslibrary.org for meeting room availability.

Click here to view our application to reserve a meeting room. Completed applications can be emailed to us or dropped off at the front desk.

Meeting Room Policy

Penn Hills Library (PHL) provides welcoming meeting room spaces to foster community and learning within the guidelines that accompany this policy. The meeting rooms are library resources that foster the education, amusement, engagement, and enjoyment of our community.

The purpose of the Library’s meeting rooms is to provide space for library programs and events; to fulfill the Library’s role as a community center where the public can attend informational, educational, and cultural events; and to champion the principles of intellectual freedom by providing a forum for the free exchange of ideas.

PHL subscribes to the American Library Association Bill of Rights which states: “Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.”

General Use

Use of PHL’s meeting rooms does not constitute PHL’s endorsement of viewpoints expressed by participants in the program. Activities should not be publicized as to imply that PHL sponsors, co-sponsors, or endorses them.

All groups or individuals using a meeting room must adhere to PHL’s Code of Conduct.

Meetings must be self-contained and not disrupt regular library operations.

Attendance may not exceed facility or room capacity.

Meetings must take place entirely within the library’s public service hours.

Organizations may not use PHL as their headquarters, including use of the address or phone number.

Organizations are responsible for their own set up and break down of furniture and equipment within the time reserved.

Food service is permissible with the exception of alcohol and open flames/sterno.

Meeting Room Equipment

Equipment for use varies from room to room. Please check with library staff ahead of time for specific details on the equipment available in the meeting room you will be using.

Groups using meeting rooms must bring equipment for their own use during meetings. PHL assumes no responsibility for any equipment, supplies, or materials that are brought to PHL, or for items that are reported lost, stolen, or left behind by any group or individual that is sponsoring or attending the meeting. In all cases PHL neither lends nor leases equipment for use outside of PHL.

Eligibility

First priority is given to library programs and meetings. Partner programs are given second priority, partners include organizations that regularly collaborate with the library. Partners are not guaranteed meeting room space. The remaining available times are available for use by individuals and organizations on a first-come, first-served basis.

Scheduling

Meeting rooms are available for reservation during library operating hours Monday – Saturday.

Library operating hours are Monday – Thursday 10 am- 8 pm, Friday and Saturday 10 am – 5 pm.

Meetings will vacate the meeting rooms 15 minutes prior to library closing time and all patrons must exit the building when the Library closes.

Reservations must be made by an adult who will be held responsible for any damage incurred to the building or equipment and must be in charge of any children/minors under age 18 attending the meeting.

A meeting room application form must be turned in and approved for each room request and must be on file before reservations will be confirmed.

Library and Library-sponsored meetings have priority and PHL reserves the right to preempt any scheduled meeting. The Library will make every effort to give advance notices of such preemption.

Frequency of Use

The Library reserves the right to impose a limit on the frequency that meeting rooms are reserved by an organization. Meeting rooms may be reserved up to four times per month. Any exceptions granted to groups to meet beyond the limitations listed above must be granted to all meeting room users.

To give all organizations an opportunity to use the meeting rooms, groups may only reserve space for three months at a time. To promote the accessibility of the meeting rooms to a wide variety of groups, the Library may limit the number or length of meetings during any time period for any applicant.

There is no automatic carryover of scheduled times to a succeeding three month period, but a reasonable effort will be made to maintain previous time slots, overall scheduling permitting.

Pay What You Wish

PHL’s mission is to provide quality services to our community, promoting our philosophy that the library should be a happy, safe place. As a result, we no longer require fixed rental rates for use of our meeting rooms. Instead, use of all PHL meeting rooms is offered to the public free of charge and we have transferred the power to our community by allowing you to choose a specific donation amount that feels good to you.

We know that you value the work PHL is doing as well as the spirit of participation that is part of our mission. Donations are always greatly appreciated, but not required. We hope that reserving our spaces will be simple and make you feel good.

Solicitation and Sales

PHL does not allow solicitation in our spaces or direct sales outside of certain approved community-based events. Vendors may provide business cards or fliers in the room but may not distribute or promote sales or fee-based services. Organizations or groups may not charge for attendance.

Event Reconsideration

In order to represent the diversity of thought within the community, it is very important that the public library’s spaces are available to those with differing points of view. The Penn Hills Library does not endorse specific beliefs or views, nor does granting use of our shared public spaces convey or imply an endorsement of the viewpoints expressed by any users.

There may be occasions when a member of the community objects to a group’s, organization’s or individual’s use of a meeting or event space in the Library. A committee of administrators is convened to review the meeting room reconsideration request. A written response will be sent to the community member and a copy of the reconsideration request along with the written response will be shared with the group, organization, or individual.

This policy will be reviewed annually.