Massachusetts Regional Library Systems Policy Collection
Meeting Room Use
MILFORD TOWN LIBRARY
Meeting Room Use Policy
The Meeting rooms of the Milford Town Library are available for educational, recreational and civic purposes provided that such use does not interfere with regular library services or programs and that those groups using the facilities conform to the following rules:
1) Reservations for use of the meeting space must be made by a responsible member of the organization requesting the use of the room who will see that all library rules are followed. Profit making organizations are required to pay a $75 fee for use of the large meeting room and a $35 fee for use of the small meeting room. The fee for meeting room use must accompany the completed application form.
2) Reservations from organizations for use of the meeting space are made on the Library's application form and submitted to the Assistant Librarian/Circulation Supervisor. Reservations for meeting space are not guaranteed unless an application form is signed and submitted at least 48 hours in advance. Groups wishing to book use of the meeting space in the next calendar year may do so beginning August 15th of the previous year. Meeting space is provided primarily for library-related activities such as discussion groups, slide or film programs, or lectures sponsored or co-sponsored by the library. These activities will receive priority in the use of the meeting space.
3) Verbal or written cancellation of a Meeting Room reservation is required in advance. Failure to notify the Library of a cancellation in the scheduled use of the Meeting Room may result in the denial of any future requests by the sponsoring organization and the forfeit of the meeting room fee.
4) Regular library service must take precedence over all other activities and the use of the meeting space must not interfere with the operation of the library. People attending meetings held in the Library Meeting Rooms are asked to park on the street or in the Municipal lots that are available near the Library.
5) The large meeting room measures 44' by 32' with a maximum capacity for 125 people as set by the Milford Fire Department. The smaller meeting room measures 20' by 16' and may be used by groups of up to 12.
6) Meeting space is only available during regular library hours. All use of the Meeting Rooms must begin after the Library has opened to the public and meeting rooms be cleared 10 minutes before scheduled closing time. A request to waive this rule must be made in writing at least one week in advance to the Library Director. Waiver of this rule, if approved by the Director, will require a charge of in the amount required to pay for Custodial overtime. The Library is closed on all Massachusetts legal holidays and on Saturdays and Sundays during the summer months.
7) No admission fee may be charged, unless with the express permission of the Library Trustees.
8) All meetings must be open to the public. Private parties by invitation only are not permitted.
9) No smoking or alcoholic beverages are allowed in the building or near the main entrance.
10) Groups holding meetings must assume responsibility for any loss or damage to the Library property and must leave the facilities in order. Nothing may be hung on the walls of the meeting rooms.
11) The Library is not responsible for materials, supplies, or equipment owned by the group and used by them in the Library.
12) Only light refreshments may be served in the meeting space. Use of kitchen facilities must be requested when the room is reserved. Groups serving refreshments must clean and wash all library appliances remove all left over food and drink and empty all trash.
13) Reservations must be made in advance for the use of Library audiovisual equipment and must be operated by a qualified person.
14) The custodian has full authority to insure that all the provisions of the rules and regulations are observed. Keys to the meeting rooms will not be given out to any group.
15) The Staff Lounge telephones and fax machines are not available for public use. Library staff is not responsible for relaying messages to individuals in the Meeting Rooms.
16) The Library Trustees reserve the right to refuse the use of the library meeting rooms or cancel any reservation when they deem the action to be in the best interest of the Library and/or Town.
17) The Library meeting rooms will not be available for use in the event that the building is closed due to emergency conditions or inclement weather. Groups that have reserved a library meeting room should listen to the local radio station, WMRC AM 1490, for announcements of delayed openings or early closings.
18) Use of the Meeting Room or Conference Room by any group in no way constitutes endorsement of the group's policies or activities by the Library.
Adopted by the Board of Library Trustees November 12, 1997
Amended by the Board of Library Trustees December 8, 1999
Amended by the Board of Library Trustees June 13, 2000
Amended by the Board of Library Trustees November 14, 2000
Reprinted with permission
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