Meeting Room Policy

References:  American Library Association, Library Bill of Rights and Interpretations: Meeting rooms.

Statement of Policy:  The Hubbard Memorial Library provides meeting and study room space for Library programs and for other meetings and programs of an informational, educational, cultural, or civic nature, subject to this policy as established by the Library Board of Trustees. The meeting rooms are intended primarily for use of the library’s own programs.  Use of the facilities by other groups is allowed when not needed by library or library related activities, programs, and meetings.

The Library Board specifically excludes the following types of uses of its meeting and conference rooms:

o    Programs involving the sale, advertising or promotion of products or services.

o    Business firms and other for-profit organizations soliciting or selling products or services, regardless of purpose.

o    Private social functions, such as showers, birthday parties, or dances.

o    Religious services, although study groups & business meetings are allowed.

o    Political campaigns, although bi-partisan political forums are permitted.

o    Programs not in keeping with the library’s goals and objectives, or programs that would interfere with the library’s operation by causing excessive noise, safety hazards, or security risks.

Reservations:

o    There are no restrictions on the scheduling of library and library-related events and programs.

o    Groups are accommodated as space is available.

 

Fees and Admission Charges:

o    No fees are charged for the use of the meeting rooms.

o    Groups using the meeting rooms may not charge admission.  No collections or donations can be solicited. No items can be sold. Exceptions may be made for an educational program or course that requires a registration fee or tuition.

Use:

o    Meeting rooms cannot serve as a permanent or regular meeting location for any non-library group. To insure fair access to the facility for all groups, non-library groups may request scheduling for 4 consecutive meetings with an option to renew.  All meetings are considered public meetings and shall be free and open to the public.

o    Meeting spaces may be booked for up to 4 hours maximum.

o    Coffee and light refreshments may be provided. No smoking or alcoholic beverages allowed.

o    All participants must adhere to stated library policies.

o    The space must be left in a clean and orderly condition, as determined by library personnel. If it is not, a cleaning charge of $50 per hour will be billed to the applicant.

o    Each group is responsible for setting up the room. The library staff will assist if time and staffing allow. Wall hangings may not be removed or disturbed.

o    Library staff shall have the right to cancel, reschedule, or transfer meeting room locations or dates that conflict with library sponsored programs and/or special events. In such cases, the library will make its best effort to give advance notice.

o    Questions of interpretation will be referred to the Library Director. Final determination rests with the Library Board of Trustees. Permission to meet at the library does not in any way constitute or imply endorsement of the users’ policies, beliefs, or programs by the library staff or Library Board of Trustees.

o    Permission to use meeting rooms is revocable and does not constitute a lease.  The Library reserves the right to cancel and/or reschedule any meeting by giving at least 2 weeks advance notice before the meeting.

o    The applicant is expected to adhere to the stated purpose of the meeting.

o    Patrons must check in at the main floor Circulation Desk before using any reserved meeting space.

o    Meeting times must be scheduled during normal library hours and end fifteen minutes before library closing. Special permission to meet beyond closing hours may be granted to town boards and committees by the Board of Trustees. However, all exits will be locked at normal closing times. All town Board and Committee meetings shall end by 10:00 pm.

o    Any handouts or distributed or exhibit materials are subject to inspection by the Library Director or Board of Trustees, and any press releases, advertisements, or announcements must be cleared with the Library Director (excluding official postings by Town Boards and Committees) prior to distribution or publication.  

o    Walk-in use of library space is arranged at the Circulation Desk and is on a first-come, first-served basis.

Additional Considerations:

o    Use of tobacco products, e-cigarettes, and alcoholic beverages are not permitted on the library’s premises.

o    The Library does not provide storage space for groups or individuals using the meeting rooms.

o    The Library reserves the right to refuse to book meeting room space for groups that do not comply with the guidelines of this policy.

The Board of Trustees will review the Meeting Room Policy and regulations periodically, and reserves the right to amend the policy at any time.

Amended by the Board of Library Trustees 5/2021.

Meeting Room Application

meetingroomapplication.pdf (40.8 KiB)