WEST BRIDGEWATER PUBLIC LIBRARY MEETING ROOM USE POLICY

The Meeting Room of the WBPL is available for civic, cultural, and educational activities provided that such use does not interfere with regular library operations, services, or programs and that those groups using the Meeting Room conform to the following rules:

Reservations for the use of the Meeting Room must be made by a responsible member of the organization requesting use of the room who will see that all rules are followed.

Reservations from organizations for use of the Meeting Room are made on the Library's application form and submitted to the Director at least one week in advance. Groups wishing to book 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.

Preference is given to West Bridgewater organizations. A donation would be appreciated from profit making groups.

People attending meetings held during library open hours are asked to car pool so that parking spaces remain available for regular library use.

The meeting room measures 24' long by 20' wide.  There are chairs available for 40 people.  There are four 6' by 30" tables, a podium, and cable television connection.  Arrangements can be made for a small television/vcr/dvd player and a portable screen to be available.  Reservations must be made in advance on the application form for the use of equipment.  This equipment must be operated by a qualified person.  If it is necessary for the group to rearrange the furniture, it must be put back into the original configuration before leaving.

All meetings must be open to the public.

No admission fee may be charged nor any money collected by the group unless with the express permission of the Library Board of Trustees.

No smoking or alcoholic beverages are allowed in the building.

Keys for the Meeting Room will not be given out to any group.

The Meeting Room and staff lounge telephones are not available for public use.  When the Library is closed the phones are restricted to local calls.  Library staff is not responsible for relaying messages to individuals in the Meeting Room.

The Library is not responsible for materials, supplies, or equipment owned by the group and used by them in the Library.

Groups holding meetings must assume responsibility for any loss or damage to the Library property and must leave the facilities clean and in order.  Nothing may be hung on the walls of the Meeting Room.

Only light refreshments may be served in the Meeting Room.  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 compact all trash.  Trash generation of a large quantity must be removed from the premises.

Closing procedures for the room and the building must be performed by the group's leader if the meeting is concluded after the Library is closed.

The Meeting Room will not be available for use in the event that the building is closed due to emergency conditions or inclement weather.

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 future requests by the sponsoring organization.

The Library Director has full authority to approve applications and to ensure that all provisions of the rules of the Meeting Room use are observed.  The Director may deny further use of the Meeting Room based on abuse of these rules.

The Library Board of Trustees reserves the right to refuse the use of the Library Meeting Room or cancel any reservation if they deem the action to be in the best interest of the Library and/or Town.

Use of the Meeting Room by any group in no way constitutes endorsement of the group's policies or activities by the Library.

Adopted by the Library Board of Trustees, September 1990

Amended by the Library Board of Trustees, November 13, 1991

Amended by the Library Board of Trustees, November 14, 2001