Programming Policy

Purpose

The purpose of this Policy is to set broad guidelines for the planning and operation of programs and events by Tredyffrin Township Libraries staff and community members. Programs are to support the library’s mission and the goals identified in the library’s Strategic Plan [link]. Additionally, this policy informs the public about standards and principles that the Tredyffrin Township Libraries apply in the program selection and management process.

Under the guidance of the Tredyffrin Township Libraries Board of Trustees, the Director of Libraries is responsible for implementing this policy in a fair and equitable manner and in delegating program-related responsibilities to staff. The Director of Libraries or designee has the right to select or refuse proposed programs or events; the library’s agreement to host a program is not an endorsement of the program or views expressed by presenters. 

Objectives

The library aspires to provide programs that:

  • Promote the library’s collections and resources
  • Build relationships in the community
  • Deliver age appropriate and culturally sensitive learning opportunities
  • Create opportunities for collaboration, innovation, and inspiration
  • Reflect and respond to our patrons’ interests and needs

The library follows PA Forward®, a literacy initiative of the Pennsylvania Library Association, which helps guide program development according to these objectives. The five literacies include basic literacy, financial literacy, information literacy, civic and social literacy, and health literacy. 

Definitions

A “program” is a library-administered or library-sponsored activity or event intended to meet the educational, social, recreational, cultural, or informational needs of an anticipated audience in the community. Library programs may include, but will not be limited to: lectures, community forums, visual and performance art, interactive classes or workshops, continuing education, fairs and markets, discussion groups, technology programs, storytimes, class visits, library tours, community outreach, exhibits, and presentations for social, cultural, educational, or entertainment purposes. 

  • A live (synchronous) program is any planned event that provides information or introduces participants to library services. It may take place at the library, offsite, or online. 
  • A recorded (asynchronous) program is any recording of program content that cannot be viewed live as it unfolds. 
  • A self-directed/passive program is a planned, independent activity available for a definite period that introduces participants to any of the broad range of library services or activities. These programs are unstructured and depend on the individual’s participation to create the experience independently, rather than a structured program offered to a group at a set time.

A “partnership” is a relationship between a Tredyffrin Township Library and an institution, non-profit organization, community group, or individual. These relationships involve an effort to provide and/or promote activities and services for the public for both partners. Partnerships can range from a one-time collaboration to a long-term arrangement. The library welcomes partnerships that promote civic engagement and support its mission and strategic goals, and may choose to co-host programs with these organizations. Partners must comply with all library policies. Partners that participate in co-hosting a program receive acknowledgement in the library’s marketing and advertising materials for the program. Library-run programs and events co-hosted with library partners will have marketing efforts coordinated by assigned library staff members.

Program Development & Guidelines

Programs may take place on-site at the library, offsite, or online, and may be delivered by library staff or library partners. When programs are not in session, the King Meeting Room and Makerspace at Tredyffrin Public Library and the lower level at Paoli Library are considered staff-only spaces. 

Under the direction of the Director of Libraries, staff members develop library programs based on their job responsibilities and expertise. Staff are guided by this policy and utilize professional skills, collections, equipment, and facilities in planning and delivering library programs. Anyone interested in presenting a program may submit a proposal that will be reviewed according to this policy’s criteria. The library reserves the right to decline a program for a variety of reasons, including, but not limited to, staffing and budgetary constraints, space issues, similar programming, or conflicts with the date, time, or location.

Library programs are non-commercial in nature. Programs are not used for the solicitation of business by presenters or attendees. Presenters and performers, whether individual or organizational, shall not use a library program to petition, advertise, or recruit members or customers. While the library welcomes professional experts to present at its events, library programs cannot be used to directly further commercial, religious, political, or partisan purposes. Presenters are permitted to have business-related brochures, flyers, or other information available for attendees to pick up if interested. Presenters cannot distribute such materials as part of the event.

Program development will not be limited by the chance that it could be viewed by an unintended audience. The library staff do not act in loco parentis (in place of parents); therefore parents and/or guardians are responsible for their minor children’s use of the library.

Programs such as book sales sponsored by the Friends of the Library include the sale of merchandise as a fundraiser to benefit the library. Performers or presenters may receive permission to sell their creative works as part of a library program. Sale of these works and/or other products at library programs is not permitted unless authorized by the Director of Libraries or designee. Presenters and performers who are willing may donate a copy of their work to the library for possible inclusion in the collection. Their work will be subject to the library’s Collection Development Policy [link].

Criteria

Library staff members use professional knowledge and expertise, library collections, equipment, and facilities in developing and delivering programs. The following criteria, in no particular order, are used in making decisions about program topics, speakers, and accompanying resources:

  • Relevance to the library’s mission, strategic plan, and service goals
  • Community needs and interests
  • Potential to promote, supplement, and encourage use of collections and resources
  • Presentation quality
  • Presenter’s background, record of presentation, and qualifications in content area
  • Historical, cultural, or educational significance
  • Space, budget, and staff requirements
  • Age-appropriateness and treatment of content for intended audience
  • Diversity and balance of current programs being offered at the library
  • Connection to other community programs, exhibitions, or events
  • National, state, and local observances and commemorations

Funding

The library funds its programs using sources such as the Friends of the Tredyffrin Public Library. In addition, the library draws upon community resources in developing programs and attempts to partner with other organizations, institutions, or individuals to offset costs. The library utilizes various grants to support some program offerings. When holding grant-sponsored programs, staff will adhere to the grant’s guidelines.

All library programs shall generally be offered free of charge. The library will clearly advertise if any programs require a fee, and patrons will be advised to talk with library staff if this fee creates a barrier to participation. At special events, performers may be approved to collect donations as compensation.

Intellectual Freedom

The Tredyffrin Township Libraries offer a wide variety of programs to support its mission of providing cultural and learning opportunities for all. The library is committed to providing inclusive and welcoming programs, and does not discriminate on the basis of race, ethnicity, color, religion, sex, gender identity and expression, sexual orientation, national origin, age, disability, or any other class protected by local, state, and federal law. With the goal of offering diverse ideas and opinions, the library opposes any attempts by individuals or groups to censor its programs, events, and content offered to the community. The library will not act as a censor for any age level, type, or subject matter for approved programs. 

Registration & Attendance

All library programs are open and advertised to the public on the libraries’ calendar, but some programs may be designed with specific audiences in mind, such as those intended for children and teens that are geared to their interests and developmental needs. Adults may not participate in programs organized for children and teens unless parental/caregiver attendance is required; the program is offered as a family program; or the patron has received an accommodation in advance. Teen programs are limited to teens only, except when they require an adult assistant or companion. All ages are welcome at intergenerational programs when they are advertised as such. Programs targeted toward specific audiences are to be publicized as such. 

Tredyffrin Township Libraries often require registration via our online calendar or sign-in sheet for different types of programming. This helps us adhere to room capacity, fire code, and other safety regulations as well as plan programs with limited materials. Waitlists will be available for most programs. As other attendees cancel, waitlist registrants will move up. Waitlists also help us determine future program offerings. Information collected during the registration process will be used only to communicate information about that program or to confirm eligibility to participate in that program; we do not store or sell participant information. Specific programs will indicate if registration information will be shared with the facilitator.

Live virtual programs always require advanced registration to provide online platform information to participants via email. Registered participants will log on to the program with this link and must not share the link with others. 

Patrons attending any library-administered or library-sponsored program are expected to adhere to the library’s Patron Behavior Policy and failure to do so may result in their immediate removal from said program. 

With prior notification, programs may be live-streamed or recorded by staff for later playback, either in person or via web-enabled technologies pursuant to the Photography and Recordings Policy [link]. Recordings of virtual programs will only include the presentation.

Accessibility 

Every attempt will be made to accommodate all who wish to attend a program either in person or virtually. However, when safety, cost, or the success of a program requires it, attendance may be limited. Admittance will be determined on a first-come, first-served basis, either through advance registration or at the door. The library reserves the right to deny attendance to anyone becoming disruptive to audience members or the program facilitator, and to anyone in violation of the library’s Patron Behavior Policy.

The library makes every effort to comply with all applicable laws, including the requirements of the American with Disabilities Act (ADA) and any state or local disability accessibility guidelines. If a program is held in a location not controlled by the library, the library will ensure that the space is accessible to ensure equal access for library programs. If patrons overflow designated event areas during programs, the library will protect accessible public spaces (i.e., ramps, pathways, and emergency exit routes) to ensure access and safety. Reasonable accommodations will be made for those requiring services at library-initiated programs when needed or requested by patrons. Any individual requiring accommodation to participate in a library program should contact the Director of Libraries as far in advance of the program as possible.

Some library programs may be offered using a library-approved virtual meeting platform that registered patrons may use to access the virtual program from their own internet-enabled devices. While hosting the virtual program, library staff, partnering organizations, and program facilitators will follow industry-standard best practices for virtual events. Some virtual programs may be pre-recorded and broadcast via the Internet or recorded as presented for later viewing.   If an interactive program is going to be recorded, attendees will be notified at the start of the program.

The library will make all reasonable efforts to ensure the digital security of virtual events; however, attendees must understand that all online activity carries some degree of risk. Patrons are required to provide their own equipment and internet connection to attend virtual programs. The library will make a good faith effort to utilize platforms that will be compatible with the widest array of hardware and software. The library makes no guarantee that every patron will be capable of accessing every library program successfully nor can the library guarantee the quality of the audio, video, or internet connection of program presenters or attendees.

Cancellations

Programs may be canceled for a number of reasons at the library’s discretion, including but not limited to presenters’adherence to informal and formal agreements, severe weather, absence of the presenter, or low registration. Canceled programs are not automatically rescheduled. When possible, advanced notification of program cancellations will be made on the library’s online calendar of events and by other appropriate communication channels, such as social media and eNewsletter. If the program requires registration, participants who registered will be contacted via email.

Statement of Concern

The Statement of Concern Form (Appendix B) should be used when an individual wishes to express concern about a resource at Tredyffrin Township Libraries. The procedure is as follows:

  1. The individual should fill out the Statement of Concern Form after making every attempt to read/understand the full scope of the resource in question. They may ask a staff member to print a form for them free of charge. The individual submitting the form must complete it in full; forms submitted anonymously or incomplete will not be considered. 
  2. The completed form will be referred to the Director of Libraries, who will follow up with those who are residents of Tredyffrin and Willistown Townships or employed by Tredyffrin Township. The Director of Libraries will acknowledge receipt via email and provide the individual with a copy of the Collection Development Policy and/or Programming Policy.
  3. Within a month of receiving a Statement of Concern Form, Tredyffrin Township Libraries staff will complete a comprehensive review of the resource in question, and make a recommendation to the Director of Libraries. A resource will only be evaluated for reconsideration once in a two-year period. The Director will then respond in writing within ten (10) business days. 
  4. If the individual is not satisfied with the decision made or action taken, they may appeal the Director’s decision to the Tredyffrin Township Libraries Board of Trustees at its next regularly scheduled meeting.

Revision History
Approved July, 2025

Appendices

APPENDIX A

For further reading:

APPENDIX B

Statement of Concern About Library Resources

Date: ____________________

Name: ____________________________

Library Card Number (if applicable): _______________________

Address: __________________________________________________________

    __________________________________________________________

Phone: ____________ Email: __________________________________________

Type of Library Material or Program:

□ Audiobook

□ Book

□ Digital Resource

□ Game

□ Magazine

□ Movie

□ Music

□ Newspaper

□ Program

□ Other

Title: ________________________________________________________________

Author/Artist/Presenter: _________________________________________________

What brought this item/program to your attention? 

Have you examined the entire resource? If not, what sections did you review? For programs, did you attend the program in its entirety? If not, what portion of the program did you attend? 

What specific example(s) within the resource/program illustrate your concern?

What action(s) are you requesting the committee consider?

Signature:______________________________________________________

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