Last Updated: March 9, 2026
The Quarryville Library Center provides several meeting spaces for library programs and for use by the community when they are not required for library operations.
Available rooms include:
• C.X. Carlson Cultural Room (Program Room)
• Pennington Family Conference Room
• Story Corner
• Reynolds Tutor Room
Library programs, services, and operations always take precedence over outside reservations.
The Quarryville Library Center does not sponsor or endorse the viewpoints, policies, or activities of any individual, group, organization, or business using library meeting rooms.
A refundable security deposit may be required.
All room reservations are subject to approval by the Library Director or the Library Board of Trustees. The Board of Trustees reserves the right to amend this policy and grant exceptions when appropriate.
General Reservation Guidelines
Room reservations are granted on a first-come, first-served basis.
Reservations may be made up to six (6) months in advance, with a limit of two meetings per month for any individual, group, organization, or business unless otherwise approved by the Library Director.
Prior use of the library’s meeting rooms does not guarantee future reservations. A reservation request must be submitted for each event.
The library reserves the right to deny or discontinue use of meeting rooms by any individual or group whose activities interfere with library operations, disrupt normal library services, or create safety concerns.
Permitted and Prohibited Uses
Meeting rooms may be used for civic, cultural, social, or educational purposes.
Rooms may not be used for:
• Political campaigning
• Fundraising or solicitation of funds without written permission from the Library Board of Trustees
• Use as a headquarters for any organization
• Use as a mailing address
• Activities that threaten public safety or disrupt library operations
Individuals, groups, organizations, or businesses may not charge admission or fees for attendance without express written permission from the Library Board of Trustees.
Alcoholic beverages, smoking, and gambling are not permitted on library property. Exception: Alcoholic beverages are permitted for Weekend Building Rental package.
Due to fire safety concerns, open flames or candles are not permitted, except Sterno used by approved caterers.
Publicity Requirements
Groups using library meeting rooms may publicize their events but must follow these requirements:
• The correct name Quarryville Library Center must be used.
• The library’s logo, image, or contact information may not appear on promotional materials.
• The following disclaimer must appear on all materials:
This program/event/workshop is not affiliated in any way with the Quarryville Library Center. Please contact the organizer listed for questions about this event.
• A non-library contact phone number or email must be included.
• All promotional materials must be approved by the Library Director or Assistant Director prior to distribution.
Room Use Responsibilities
The individual, group, organization, or business reserving the room assumes responsibility for the behavior of all attendees.
Children may not be left unattended.
Users are responsible for any damage to library property or equipment occurring during their reservation period. The cost of repair or replacement will be billed to the reserving party.
Users must supply any equipment not provided by the library.
Nothing may be taped, nailed, pinned, or mounted to walls, windows, doors, or furniture without prior approval.
Room Setup and Cleanup
Groups are responsible for setting up the room and returning it to the same arrangement and condition in which it was found.
Tables, chairs, and furniture must be returned to their original locations.
All trash must be removed from the building at the end of the reservation. Trash should not be left inside the library or kitchen area.
Failure to return the room to its original condition or failure to remove trash from the building will result in a $150 cleaning and restoration fee.
Decorations and Event Materials
Decorations must be freestanding and may not be attached to walls, ceilings, windows, floors, shelving, or furniture unless prior approval has been granted by the Library Director.
Confetti, glitter, rice, birdseed, or similar materials that create excessive cleanup are not permitted.
All decorations, event materials, and personal items must be removed at the end of the reservation period. Failure to remove decorations or restore the space will result in a $150 cleaning and restoration fee.
These guidelines apply to all meetings, events, and rentals held at the Quarryville Library Center.
Reservation Time Limits
Reservations must include all time needed for setup, the event itself, and cleanup.
Groups may request additional time within their reservation for setup or tear-down.
Rooms must be completely vacated by the end of the scheduled reservation time.
Groups that exceed their reserved time may be charged additional rental fees.
Scheduling a Reservation
To reserve a room:
- Contact the library to check availability or complete a Room Reservation Application Form online.
- Submit your request at least one week prior to the requested reservation date.
Payment must be received at least 72 hours before the reservation in order to confirm the booking.
Reservations are not considered confirmed until payment has been received.
When a reservation includes participants age 17 or younger, an adult must sign the application and remain present for the duration of the event.
Cancellations
If a reservation must be canceled, the library should be notified as soon as possible.
• Cancellations made more than 48 hours before the reservation may receive a full refund.
• Cancellations made within 48 hours may receive a 50% refund.
If the library must cancel a reservation due to emergency, weather, or operational needs, all fees paid will be refunded.
Room Rental Fees
C.X. Carlson Cultural Room (Program Room)
Capacity: up to 100 people
Suitable for lectures, trainings, meetings, and large gatherings.
Standard Rate
$100 per hour (1-hour minimum)
Nonprofit Rate
$50 per hour (maximum 4 hours)
Kitchen Use
$50 flat fee
After-Hours Surcharge
Additional $50 per hour
Pennington Family Conference Room
Capacity: up to 12 people
Standard Rate
$50 per hour
Nonprofit Rate
$25 per hour (maximum 4 hours)
After-Hours Surcharge
Additional $50 per hour
Light snacks and non-alcoholic beverages are permitted.
Story Corner
Capacity: up to 20 people
Standard Rate
$50 per hour
Nonprofit Rate
$25 per hour (maximum 4 hours)
After-Hours Surcharge
Additional $50 per hour
Light snacks and non-alcoholic beverages are permitted.
Reynolds Tutor Room
Capacity: 3 people
Laptops are available with a valid library card.
There is no charge for using this room.
Reservations are required and the room may only be used during normal library operating hours.
After-Hours and Weekend Use
Room reservations are generally limited to normal library operating hours.
After-hours or weekend reservations may be permitted depending on staff availability and must be approved in advance by the Library Director.
Library programs always take priority over outside reservations.
Weekend Building Rental
The Quarryville Library Center may be reserved for exclusive weekend use for special events.
Weekend rentals are subject to staff availability and approval by the Library Director. Library programs and operational needs always take precedence over outside reservations.
Weekend Building Rental Fee
$2,500 flat fee
Access Hours
Access to the building and grounds will be permitted during the following times:
• Saturday: 5:00 PM – 9:00 PM
• Sunday: 8:00 AM – 9:00 PM
• Monday: 8:00 AM – 5:00 PM
All setup, event activities, and cleanup must occur within these scheduled access hours. The building must be fully vacated by the end of the rental period.
The weekend rental includes:
• Exclusive use of the library building and grounds
• Access to the C.X. Carlson Cultural Room, Pennington Family Conference Room, Story Corner, and kitchen
• Tables and chairs for up to 115 guests
Additional rental terms and requirements will be provided during the booking process.
Policy Authority
The Library Director or Assistant Director has authority to interpret and enforce this policy.
The Quarryville Library Center Board of Trustees reserves the right to amend this Room Reservation Policy at any time.