Massachusetts Regional Library Systems Policy Collection
Meeting Room Use
BEAMAN MEMORIAL PUBLIC LIBRARY
Facilities Use Policy
The Beaman Library offers two rooms for use by community groups and associations. They are the Muriel Stiles Meeting Room (which offers space for up to 80 people) and the Children's Story Room (which has space for approximately 25 people).
Library meeting rooms are primarily for the use of the library, library related organizations, and library sponsored programs. When not required for the use of the library or library related organizations, they may be used for meetings of local groups and organizations, under the following regulations.
1. Rooms may be booked by non-profit groups holding public meetings at which all are welcome to attend. Meeting rooms are not available for social gatherings, for the benefit of private individuals, for commercial enterprises, or any closed meeting.
2. Applications must be submitted on forms provided by the library Director. It is requested that the applications for use be made at least one week in advance. The application form must be completed and submitted by an adult who shall be personally responsible for the conduct of the meeting, adherence to regulations, the payment of any fees or charges and any damage to the library property.
3. Meeting rooms may be booked up to 3 months in advance of the meeting. We cannot accept bookings beyond the 3-month period to allow flexibility in the arrangement of library programs. (The limit refers to all bookings, including both single and repeat bookings.)
4. There is no charge for use of the meeting room, but donations to the Friends of the Library are always appreciated.
5. The size of the group is not to exceed the capacity of the specific meeting room (as cited above). The group or association is responsible for maintaining control of attendees. Children should be supervised by group members and pick up of children should be monitored by the group.
6. Refreshments may be served, with permission from the Library Director. Please note your intent to serve refreshments on the application form.
7. The meeting rooms are available during regular library hours or through special prior arrangements with the Library Director, when the Library is closed. The signee for the group must meet with the Director and review the security procedures for after hours use, and sign a confirmation form. We will not extend the period of use for a meeting room to after hours periods if the group has not made prior arrangements. Groups who violate this rule will be charged a minimum fee of $20 or $30 per hour.
8. If meetings are held when the library is closed, but a staff member is in the building, groups are asked to assign a group member to monitor an entrance to allow access for attendees. If the meeting adjourns while the building is closed and unstaffed, attendees will exit through the exterior meeting room door. If the meeting begins and ends when the library is closed and unstaffed, attendees must enter and exit through the meeting room door. Groups may wish to create signage to direct attendees to the correct door.
9. The library subscribes to the equitable use of its facilities regardless of the beliefs or affiliations of the individuals or groups requesting use. The use of the meeting room does not constitute an endorsement of an organizations policies or beliefs. All announcements, press releases, flyers, and other promotional work must clearly state the meeting or program is not sponsored by the Beaman Memorial Public Library.
10. No admittance fee may be charged or contributions solicited.
11. Goods or materials may not be sold or advertised at the meeting without express permission of the Board of Library Trustees.
12. All inquiries concerning meetings will be referred to the person signing the agreement.
13. The number of people attending the program or meeting must be reported to the library for statistical purposes. Forms are posted in the two meeting rooms to accommodate this reporting.
14. The room must be left in orderly condition. Extra tables and chairs must be set up and taken down by the group. Tables must be covered to protect from glue, paint or other materials that could mark the furniture. If a meal or other food is being served the caterer or group will be responsible for removing garbage and trash at the end of the meeting.
15. The Library and the Town of West Boylston will not be held responsible for the loss of, or damage to, personal property of group members while on the premises.
16. No smoking is allowed on library property. Alcoholic beverages may not be dispensed or consumed on library property.
17. Any questions of interpretation of this policy will automatically be referred to the Board of Library Trustees and no meetings will be booked until that board renders a decision.
18. Any infraction of these rules may result in loss of facilities use privileges for the group or association.
APPROVED:
February 1, 1994
REVISED: October 3, 2000
Reprinted with permission
To Mass. Regional Library Systems Policy Collection Index
Provided by the Massachusetts Regional Library Systems
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