Room Reservations

The mission of the Haverford Township Free Library (HTFL) is to provide residents of the Township of Haverford, as well as the public at large, with exemplary access to the broadest possible range of resources, and services that enhance and enrich their lives.

The primary purpose of the HTFL meeting rooms is to support this mission. For this reason, priority for meeting room use is given to Library meetings, activities, and co-sponsored events. Availability of the meeting rooms at all other times subject to the meeting hours below shall be available to organizations/groups on a first-come, first-served basis with preference given to residents of Haverford Township.

The meeting room application can be downloaded by clicking here.

Meeting Room and Fee Schedule

Meeting Room Capacity Non-Profit Fee Other Fee
Board Room 22 $25/Hour $40/Hour
Hub 36 $35/Hour $50/Hour
Community Room 139 $45/Hour $60/Hour

*Proof of non-profit status must be provided.

All fees must be paid in conjunction with the submission of the Application for Use of Meeting Rooms (“Application”) and may be paid by cash, credit card, or check payable to HTFL.

If available, a projector or TV may be rented for a fee of $25 per use.

Meeting Room Availability

When not being used by HTFL or already reserved, all meeting rooms are available for reservation when the Library is open and adequately staffed during the following meeting room hours:

Mon - Wed: 10:00 am - 8:30 pm;

Thurs: 10:00 am - 5:30 pm;

Fri - Sat: 10:00 am - 4:30 pm;

Sun: 1:00 pm - 4:30 pm

(Closed Sundays weekend before July 4th to Labor Day)

HTFL encourages the use of meeting rooms and seeks to give organizations and groups the opportunity to use our facilities. Organizations and groups using HTFL facilities cannot discriminate on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, religion or age.

Meeting Rooms may not be reserved for personal events or parties.

The Library reserves the right to assign rooms based on availability, size of group and planned use, in order to accommodate the greatest number of users. The number of

attendees is limited to the maximum of capacity of each room indicated above as determined by the Fire Chief.

If the Library determines that a meeting room will not be available on the date or time the meeting room is reserved, and a satisfactory alternate date or time cannot be identified, then the Library will refund the previously paid room-use fee. The Library is not responsible for costs incurred as a result of the unavailability of a room. Please call the Library in advance of meeting room use to check the status of the room.

The Library Director reserves the right to cancel any meeting should conditions or situations warrant such action.

Permission to use a meeting room does not in any way constitute an endorsement by the Library Board or Staff of the organization’s or group’s policies or beliefs, and no claim to that effect nor claim to Library sponsorship may be used, explicitly or implicitly, in advertising.

Notice of a meeting room cancellation must be received by HTFL Administration at least 48 hours in advance of use. Failure to give 48-hour notice will result in forfeiture of payment. Repeated failure to do so may jeopardize future reservations.

The Library assumes no responsibility for loss or damage to supplies or other items belonging to the organization/group using a meeting room

All meeting rooms are accessible by stairs or elevator and have restrooms on the same level.

The Library Director or designee will review all applications prior to granting approval for meeting room use.

Reserving A Meeting Room

  1. Reservations for meeting room use must be made in advance using the attached application.

  2. A separate application must be completed for each use and each meeting room.

  3. The application is available for download: Click here to download it

  4. The submission of an electronic application is considered to be a valid signature.

  5. Meeting room use will not be approved without the prior submission of a completed and signed application form.

  6. The person reserving the meeting room must be 18 years of age or older agree to the terms and conditions of the use of the meeting room.

  7. The person reserving the meeting room will be designated the responsible party and is legally responsible for all damages. All damages must be reported to the Reference Librarian or Library Director immediately and an incident report form must be completed.

  8. Unless approved in writing by the Library Director, meeting room use may be scheduled no more than 90 days in advance.

  9. Unless approved in writing by the Library Director, no more than two applications from any one organization/group will be considered at a time.

Rules for Use

  1. Meeting room users with approved applications must sign in at the Reference Desk upon arrival and sign out when leaving. A/V equipment must be signed out at Reference Desk with a library card and/or a valid ID.

  2. Set-up and clean-up are the responsibility of the person reserving the meeting room. Set-up and clean-up must be completed within the rental period. The Library Staff cannot help with meeting room set-up or clean-up. Clean-up includes returning the meeting room to the cleanliness and configuration it was in upon arrival.

  3. Any person reserving a meeting room that does not adequately clean-up after use will incur a minimum clean-up fee of $50/hour and may be denied future use of the meeting rooms. This fee must be paid immediately and no meeting room reservations by the person reserving the room or the organization/group they represent will be approved until the fee is paid in full. Note that the person reserving the room will not be able to check out any materials from the HTFL until the clean-up fee is paid in full.

  4. The name, address, or logo of the HTFL may not be used as the official address of an organization/group or used in publicity or in a manner that does not clearly identify the sponsoring organization/group. Size of the font on any advertising stating Haverford Township Free Library (HTFL) as the location, must be smaller and less conspicuous than the organization/group sponsoring the meeting. Telephone inquiries must be directed to the person on the meeting room application or the group they represent, not to the Library. The HTFL requires that all print or online publicity be submitted to the Library Administration before dissemination to the public.

  5. Meeting Room users must make arrangements for children. The HTFL cannot assume responsibility for unsupervised children. (See Behavior Policy)

  6. HTFL encourages events that are open to the community free of charge. Any organization charging fees or requesting donations of any kind must have the express written consent of the Library Director.

  7. Organizations/Groups are not permitted to use public areas of the Library as meeting space.

  8. Light refreshments may be permitted with prior written approval from the Library Director. No alcoholic beverages may be served. Smoking is prohibited. No cooking, candles, or open flames are permitted.

  9. Appeals for exceptions to these rules must be made in writing to the Library Director. Only the Library Board may approve exceptions to the policies stated in this document.

Non-Compliance with this policy may result in denial of future use of the library meeting rooms, financial liability for damages, and/or immediate removal from the meeting room.