01 Nov Changes for Meeting Room use
New Meeting Room Policy and Reservation System
The Plainfield-Guilford Township Public Library recently adopted a new Meeting Room Policy, which will become fully effective on January 1, 2026. The Library is also in the process of switching to a new reservation system, which will be launched on November 9. There will be a transition period between the launch of our new reservation system on November 9th and when we begin to apply the new fee schedule. During the transition period, library staff may waive the fees associated with the new meeting room policy.
These changes are being implemented to better manage the demand for the meeting rooms. Our goal is to ensure that our patrons have priority access to the meeting rooms and to recoup some of the costs associated with maintaining these popular resources.
Key updates include:
- New Eligibility Requirements: Eligibility to use a meeting room is based on the library card status of a meeting room user — whether an adult PGTPL Library Card holder (Resident, PLAC, or Non-Resident) or a Non-Cardholder.
- Simplified Fee Structure: Meeting room rates are now divided into two tiers — up to three hours and over three hours — with separate rates for Library Cardholders and Non-Cardholders.
- Deposit Requirements: A refundable $250 deposit is now required for Non-Library Card Rate reservations. Library card holder accounts will be directly charged for any applicable fees associated with meeting room use.
- Clearer Refund and Cancellation Rules: Full refunds are available for cancellations made at least 72 hours in advance; partial refunds may apply for later cancellations. No refunds will be given for meeting room users who are “no shows”.
- Defined Fees and Fines: A detailed schedule now outlines charges for cleaning, damage, failure to vacate on time, etc.
- Improved Booking Process: Reservations can be made online or in person and up to 90 days in advance and for groups as small as one person. Also, the kitchenette is bookable on a first come, first served basis for a $25 rental fee.
These changes were made to ensure responsible use of library facilities and a smoother booking experience for everyone.
