Meeting Room
New Castle Public Library has one meeting room available for use by individuals, community groups, and businesses. Call 724-658-6659 ext 128 or email rental@ncdlc.org to book the room.
The meeting room is located on the first floor of the library and is referred to as the Copernicus Room. The meeting room is ADA accessible and can be used for groups as large as 75 attendees. The area is carpeted and can be set up in many configurations with chairs and tables. The meeting room rental does not permit use of the kitchenette or any storage spaces.
Availability of Room
The meeting room is available during regular library hours and should be reserved at least two weeks in advance to guarantee availability; however, it cannot be booked more than three months in advance. Meetings and events must end 30 minutes before the library closes. The room is not available before the library’s standard opening time for set-up. Activities are to be contained in the meeting room and not interfere with normal library operations. Alcoholic beverages are not permitted.
Reservations for the meeting room and technology requests will be honored on a first-come, first-served basis; however, the library’s events and activities will always take precedence. If there are any conflicts with library events, the deposit will be refunded for the room’s usage.
Fees
Nonprofits:
The meeting room is free for nonprofit organizations whose meeting is engaged in educational, cultural, intellectual, or charitable activities and are free and open to the public. Meetings are not open to the public, and/or charge a fee for attending may rent a room. Nonprofits must have their 501(c)(3) certification on file to receive the nonprofit rate.
Businesses, other profit-making entities, and private patrons:
A non-refundable deposit must be made within a week of the reservation being made and will be applied to the total reservation cost. Invoices will be sent via email outlining the deposit, fee, and cleaning cost. The deposit is half the price of the total reservation cost. A cleaning fee of $25 will be required for all reservations, including nonprofit organizations. The final payment, including the cleaning fee, is due at the time of the scheduled event.
The fee for the room is for a two-hour rental. Additional fees apply for rentals exceeding 2 hours.
*All fees may be waived or adjusted at the discretion of the Director.
Equipment
The meeting room is equipped with the following equipment. All prices listed below are the costs to replace any items not returned or damaged.
The program coordinator will obtain any equipment listed as movable from the Reference/Help Desk located on the 1st floor. Library staff will activate the audiovisual system in the meeting room.
*All fees (rental fees and equipment replacement fees) may be waived or adjusted at the discretion of the Director or Board of Directors.
Room Setup
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The standard setup is eight tables with chairs. Groups may rearrange chairs and tables to fit their needs, but are responsible for returning the room to the standard setup.
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Audiovisual equipment needs must be specified and requested at the time of reservation. The Library staff will set up the audiovisual equipment.
General
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Use of the outside sign to promote events is not available to groups or individuals wishing to reserve a meeting room.
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Neither the kitchenette nor the storage areas are available for group usage.
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Library Hours - Monday - Thursday - 8:30 AM - 8:30 PM; Friday - Saturday - 8:30 AM - 5 PM
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Liability Insurance is required up to $1,000,000 coverage, unless waived by the Library Director or Board of Directors.
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Please note that sales cannot be made in the library. Exceptions to this can be made at the discretion of library management or with written permission from the Library Director when the event and booking are not a library-sponsored activity.
*Failure to abide by this meeting room policy may result in the cancellation of, or refusal of, future reservations at the New Castle Public Library.
Rental Fees | Copernicus Room
(1st floor) | Additional Hourly Rate
After Two Hours | Cleaning Fee |
|---|---|---|---|
Nonprofit free, open to public | No fee | No Fee | $25.00 |
Nonprofit private meeting or admission fee charged | $50.00 | $5.00/Hour | $25.00 |
Business/For-profit/Patron | $75.00 | $10.00/Hour | $25.00 |
Projector / Screen | Blu-ray/DVD Player |
|---|---|
Speakers (movable $849.00 ) | Laptop (movable $3,000.00) |
HDMI Cable - Short (movable $45.00) | HDMI Cable – Long (movable $90.00) |
Wireless Microphone (movable $200.00) | Clicker(movable $30.00) |
HDMI Adapter (movable $25.00) |