Reading Public Library

Virtual Meeting Room Space

The library is now offering virtual meeting room space at no charge to Reading Public Library cardholders who are 18 years or older.  The virtual space is available for Reading non-profit and non-commercial organizations,  groups, or individuals that serve the Reading community or are Reading residents.

HOW IT WORKS:

  1. Review the virtual meeting room policy.
  2. Submit a virtual meeting space online reservation.
  3. Receive confirmation of your virtual meeting.
  4. Receive a Zoom link for your meeting.
  5. All virtual meetings and links will be listed on our Community Calendar.

ADDITIONAL INFORMATION

DETAILS
  • The virtual meeting room space can accommodate up to 100 participants for up to three hours at a time.
  • Virtual meetings are available during the library’s hours of operation and must begin at least 30 minutes before the library closes to public service.
  • Please allow fifteen minutes of set up time prior to the official start of the meeting to go over the basics and to transfer hosting duties.
  • A library staff member will open the meeting for the organization or individual and then turn the hosting duties over to them.
  • If the organization or individual hosting the meeting does not arrive by the start of the meeting, the meeting may be canceled.
  • Meetings, events, or programs are open to the public.
  • Virtual meeting rooms are not available for social functions.
  • Virtual meeting rooms may be booked between 3 months and seven business days in advance of the event.
TECHNOLOGY REQUIREMENTS
  • The bookable Reading Public Library virtual room space is accessed through Zoom, an online video communication application.
  • Users must have a digital device with a microphone, speakers, and webcam, as well as access to the internet.
  • If you need technology for your virtual meetings the library has Chromebooks and WiFi Hotspots to borrow.
  • The Zoom application can be downloaded to a desktop or mobile device. You may also join from your web browser or by phone (long distance charges may apply).
  • A library staff member will be available for fifteen minutes prior to the start of the meeting to provide basic technology guidance.
  • We recommend preparing for your meeting using Zoom’s help pages in advance.
  • A Zoom account is not required to join a meeting.
ELIGIBILITY
  • The Applicant must be a Reading resident, 18 years or older and have a library card;
  • The virtual space is available for Reading non-profit and non-commercial organizations,  groups, or individuals that serve the Reading community.
  • The program serves an educational, cultural, or civic purpose to the community;
  • The Applicant and all attendees agree to abide by Reading Public Library’s Patron’s Rights and Responsibilities Policy
  • The Applicant does not charge any fees for registration and attendance;
  • The Applicant does not offer the sale of any goods or services
  • The application must be completed and submitted online by an authorized representative for the individual, group, or organization.
  • The Applicant must be over 18 and agrees to be designated responsible adult, remaining present at all times if the event includes minors.
ZOOM AND MEETING HOST INSTRUCTIONS
  • Fifteen minutes before your meeting’s start time, library staff will start the Zoom meeting. The organization or individual hosting the meeting will be admitted to the meeting by the library staff.  To avoid confusion, please use the same name used when reserving the space.
  • If the organization or individual hosting the meeting does not arrive by the start of the meeting, the meeting may be canceled.
  • You and the library staff will then review basic Zoom procedures and hosting options.
  • Library staff then will pass hosting duties to you/your host and leave the meeting.
  • As host of the virtual meeting space, you have the same options as a participant. However, you have additional abilities, such as determining how participants share their screens, removing and muting participants, and more.
  • Screen sharing: At the bottom of your screen you will see the green Share Screen button. When you click on that button, you will be prompted to select to share your whole screen or a specific window, including the whiteboard. To stop sharing your screen, click on the red stop button at the top of your screen. The arrow to the right of the Share Screen button gives you Advanced Sharing Options that allow all participants to share their screens.
  • If you do allow for screen sharing, we recommend you designate the specific people that you would like to be able to screen share as co-hosts and leave the sharing default as Only Host. This option will allow screen sharing only by the co-hosts and you (the host).
  • Co-hosts: To designate a co-host, click on Participants in the center at the bottom of the window. Hover over the name of the participant that you want to make a co-host and click on More. Then, select Make Co-Host. If you want to remove a co-host at any time, you would follow these same steps and then select Remove Co-Host.
  • Removing a participant: If you ever need to remove a participant, click on Participants in the center at the bottom of the window. Hover over the name of the participant that you want to remove and click on More. Then, select Remove Participant.
  • Polling is not an option for this Zoom account.
  • Staff are unable to provide breakout room instructions.  Please review managing breakout rooms in advance.

 

FINE PRINT
  • All publicity materials for non-library meetings, events or programs must state that program is not endorsed or sponsored by the Reading Public Library, The Board of Library Trustees, or Library staff.
  • Reading Public Library reserves the right to revoke permission previously granted if deemed appropriate. Failure to adhere to any of these guidelines may result in the cancellation of the individual, group, or organization’s reservation.
  • Any individual, group, or organization may be prohibited from participating in a virtual meeting in the future for violating any of the virtual meeting use provisions set forth above and on the application for use.

Request Space

  rplroomreserv@noblenet.org

Virtual Meeting Room Policy

  • Available Hours

    Monday-Wednesday
    10:00am-7:30pm

    Thursday
    1:00-7:30pm

    Friday & Saturday
    10:00am-3:30pm
     

    Reservations must be made NO less than one week in advance of the requested meeting date.
    Reservations are subject to approval.

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