Meeting Rooms Use Procedure and Policy

The library recognizes that community sponsored programs are consistent with many of the goals of the library and encourages public use of our facility.

Eligibility of Users

In general the library’s policy permits community organizations including cultural, literary and artistic groups; school, service and social welfare organizations; clubs and organizations concerned with civic improvement; governmental meetings; and informational or educational meetings sponsored by local business or industry to use the library building facilities.

The Library Director may grant permission to use the meeting rooms at the Rowley Public Library to groups fulfilling the requirements listed in this document. These requirements include the following:

The groups must be non-profit.
No solicitation is allowed.
The group must serve the Rowley area.
Adult sponsors must be present for youth and children’s groups.
Reservations must be made at least two days in advance for use of the Meeting Room and the Local History Room.

Permission will be denied to any group or individual for any meeting whose purpose is illegal or potentially hazardous; whose conduct would interfere with the proper functioning of the library; or when satisfactory adult sponsorship is not provided.

Groups composed of persons less than 18 years of age are permitted to use the Meeting Room, however, an individual 18 years or over must make the reservation and be in attendance. The individual making the reservation must agree to assume responsibility for the actions of the participants.

Examples of ineligible uses include:

Purely commercial use of the facilities. The sale of products or services is not allowed unless in conjunction with a library fundraising event.
Use by groups that were responsible for damage to library property or which have disregarded library rules during previous uses of the facilities.

Meetings will generally be scheduled during regular library hours unless special arrangements are made for the opening and closing of the library. Prior arrangements must be requested of and granted by the Library Director for use of the library facility lasting beyond regular library hours or for use of the Meeting Room when the main library is closed. All meetings must be finished by 10:00 pm.

Use of the meeting room does not constitute endorsement by the Library of points of view expressed by participants. No advertisement of announcement implying such endorsement will be permitted. Organizations may not use the name or address of the library as their official address.

Individuals coordinating meetings are normally allowed access to meeting rooms up to one-half hour before the meeting is scheduled to begin. Arrangements for longer set-up time can sometimes be arranged. The formal meeting should end 15 minutes prior to library’s closing and all clean up, packing, etc. should be done at the closing hour.

The Trustees and Director have the authority to deny the use of library facilities to any individuals of groups that fail to comply with the intent of this policy.

Library Meeting Rooms and Capacity

Meeting Room:
The capacity is for sixty seated people. There are ten folding tables with seating for six each. Building safety considerations restrict the size of groups in the Meeting Room to 75 people. The following equipment is available: podium, mechanical screen, DVD/CD/VHS player and a wireless microphone. A small kitchen is adjacent to the room that can be used for serving light refreshments. Groups and individuals may bring their own computer or other electronic devices for use in meeting rooms. The Library accepts no responsibility or liability regarding the use or failure of such equipment.

Local History Room:
The capacity is for twelve seated people. This room is used for Trustee Meetings, Friends of the Library Meetings, and patron research and study. The room cabinets will be locked due to the value of their content. Patrons may obtain the key for use of materials at the circulation desk. The public may use this room for meetings, which are formal in nature, but only while the library is open.

Salt Marsh Study Room:
The capacity is for eight seated people. There is one table and a white board.

River Study Room:
The capacity is for two seated people. There is one table.

Fees for Use
The library reserves the right to collect a $20.00 security deposit at the time that the reservation is made for use of a room. The security deposit if A/V equipment is used is $100.00. This deposit will be returned if the room is left in a satisfactory condition. Excluded from this requirement are town, county, and state government organizations.

Guidelines for Regularly Scheduled or Frequent Users
Organizations are normally limited to twelve meeting room uses during a calendar year to allow broad public access to meeting room space, exceptions may be granted by the Library Director.

Priority of Library Activities
Library functions have priority in the use of the meeting rooms. These functions include meetings of the Library Trustees, Library sponsored Children’s Story Hours or Programs, Adult Programs, Friends of the Library – Board Meetings, other Friends events, and art exhibits.

Reservations for Use
Reservations for use of the Meeting Room and the Local History Room must be made at least two days in advance. Reservations can be made up to six months in advance of the meeting date. Reservation Forms are available at the library circulation desk (see section 5.9 below). A tentative booking may be made by telephone; however, a booking is not official until the library receives the signed Reservation Form from an individual, of the group intending to use the meeting space.

A representative of the organization requesting use of the meeting room must sign the Reservation Form, be in attendance at the meeting, and assume responsibility for:

Room set-up, arrangement of chairs, tables and equipment in meeting space.
Proper use of the room.
Cleanup of the room, returning chairs, tables and equipment to storage area or to the condition in which they found it.

Conduct in the Meeting Rooms
All persons using the meeting rooms are responsible for the setup, reasonable care and cleanup of the rooms, and agree to pay for any damage.

An appropriate number of adult sponsors (to be determined by the Director) must accompany groups of high school age and younger.

The group, individual, or organization must return the Meeting Room to its original state following meeting and clean-up. Groups must supply their own coffee, cream, sugar, and paper goods. No storage space, including the refrigerator, is available. Each group using the kitchen is responsible for clean up before leaving.

Restrictions
Cancellations must be made at least two days before the scheduled starting time of a meeting. If such notice is not provided the library reserves the right to deny future use of library meeting rooms.

The library is not responsible for lost, stolen, or damaged personal items. Groups may not set-up the day before, nor clean the following day. The room must be cleaned prior to vacating the Meeting Room. Groups using the room may not store materials therein. The organization using the room will be billed for any damage done. Groups using the facilities may not attach anything to the walls or furnishings of the library.

Food and/or drink are only allowed in the following areas of the library: the Meeting Room and lobby area, the staff room and the Children’s Program Room. Children will not be allowed to eat candy or to chew gum in the library.

No alcoholic beverages and no smoking will be allowed in or on the building premises. Patrons serving refreshments in the Meeting Room must clean up the area and dispose of any trash. All trash is to be removed from the premises as part of clean-up. (NOT left in the library’s garbage containers.)

In case of an unscheduled library closing, groups may reschedule another meeting time. The library staff has the right to reschedule events that conflict with library-sponsored programs or special events. The decision to reschedule or reassign can be made by the Library Director and she/he will resolve any conflicts or questions regarding reservations.