Meeting Room Policy
Charlton Public Library
Meeting Room Policy
The Trustees of the Charlton Public Library welcome community use of the library's meeting rooms. The meeting rooms are primarily available to support library programs and functions that further the goals of the library. When not being used by the library, the rooms are available to established community groups. Not-for-profit groups will be allowed to use the facilities at no charge, for-profit groups will be charged for the use of the facilities. In accordance with the American Library Association's Library Bill of Rights and its interpretation pertaining to meeting rooms, the library does not limit use of the meeting room based on the subject matter or content of the meeting or on the beliefs or affiliations of the meeting's sponsors.
All groups must fill out a Meeting Room Reservation Form and have it signed by the Library Director.
Reservations for the use of library facilities shall be made by contacting the Library Director, 508-248-0452 x11 or chansen@cwmars.org.
1. Meeting rooms are assigned in order of receipt of application; recurring reservations for a room will be accepted for no more than a year at a time.
2. Meetings must be concluded 15 minutes before the library is closed for the day.
3. A representative from the group reserving the room must sign in at the circulation desk or with a library staff member when arriving and sign out when leaving. A staff member will then unlock the room for the group and later lock up the room when the group signs out.
4. Under no circumstances may use of the meeting rooms interfere with the use of the library by other patrons, the work of the library staff, or any other aspect of normal library operation.
5. Scheduling conflicts will be resolved at the Director's discretion. 6. All persons attending a meeting in a meeting room shall comply with all requests by library staff and, if applicable, the Charlton Police Department and Charlton Fire Department. Individuals who fail to comply will be required to leave the library building and will be prohibited from using the meeting rooms in the future. 7. Each group using a meeting room shall be responsible to ensure that the meeting room is returned to the same condition as it was prior to the meeting. Failure to restore the meeting room to such prior condition shall render the group liable to the Board of Trustees for the cost of repair and clean up and may result in forfeiture of future bookings. ANY DAMAGE TO LIBRARY PROPERTY RESULTING FROM THE MEETING WILL BE THE RESPONSIBILITY OF THE ORGANIZATION USING THE ROOM.
8. The Charlton Public Library retains the right to cancel a reservation granted an outside group, but only in order to use the room for library purposes. If such a reservation is canceled, at least one months notice will be given.
9. Children or young adult groups may use the rooms provided one or more adults supervise the group at all times.
10. Use of the meeting room does not imply endorsement, support, or co-sponsorship by the Charlton Public Library of the activities that take place in the meeting room or of the beliefs of the group using the meeting room. Groups or individuals using the meeting room may not imply that the event or program is sponsored, co-sponsored, or endorsed by the library in any advertising or publicity.
11. If a meeting is canceled, the Library should be notified promptly.
12. Meeting rooms will not be available when the library building is closed due to inclement weather or emergency conditions.
13. The Charlton Public Library is not responsible for equipment, supplies, materials or other items owned by a group and used by them at the library. NO STORAGE FACILITIES ARE PROVIDED.
14. No posters, decoration or other items may be displayed on the walls without the approval of the Director.
15. Audiovisual equipment may be used. If you need to use av equipment please indicate so on the reservation form.
16. Smoking is prohibited. Light refreshments are permitted provided the group cleans the area. No food is to be left on the premises.
17. No open flame is permitted at anytime.
18. If alcohol is to be served a one-day permit must be obtained from the Charlton Board of Selectmen; a general liability policy for $1,000,000/$3,000,000 including liquor liability in the amount of $1,000,000 must be attained and additionally the Town must be named as an Additional Insured. Only TIPS trained servers may serve alcohol and only vendors may bring alcohol into the building.
19. Library Staff is not responsible for setting up or taking down tables, chairs, etc.
20. No admission fee may be charged, no donations solicited, and no merchandise or beverages may be sold by any group without written permission in advance from the Board of Library Trustees or Library Director. Charlton Public Library Meeting Room Charges
There are no room charges for non-profit groups. Dexter Hall is available to for-profit groups at a rate of $100.00 per meeting (3 hours). An additional $35.00 per hour is charged for each additional hour the room is used. No more than 180 occupants. The Community Meeting Room has a fee for for-profit groups of $50.00 per meeting (3 hours). An additional $20.00 is charged for each additional hour the room is used.
If payment is being made by check, the check must be received at least 10 days in advance of the meeting.
Cash payments must be received at least one day before the event.
Please make all checks payable to “Friends of the Charlton Public Library” Adopted by the Board of Library Trustees, April 19, 2007 Amended by the Board of Library Trustees, February 12, 2008 MEETING ROOM RESERVATION FORM CHARLTON PUBLIC LIBRARY Date of Meeting: _____________________ Time: From _____: _____AM/PM to _____:______AM/PM Currently meetings must be held when the library is open: Beginning June 1, 2010 meeting rooms will be available: Mon. 9:30-9:00, Tues. 9:30-10:00, Weds. 9:30-9:00, Thurs. 9:30-10:00, Fri. 5:00-8:30, Sat. 9:30-3:00 Name of Organization/Group: ___________________________________ Telephone: ______________ Fax:________________ Email:______________ Representative/Contact: _______________________________________ Mailing Address: _________________________________________________ MEETING ROOM SPACE AVAILABLE (CIRCLE ONE) Dexter Hall Community Room Local History Room Quiet Study Rooms Seats 80 w/tables, 180 without tables Seats 32 with or without tables Seats 8 with table Each room seats 1 or 2 with table Number of people using room:_________ number of tables:_____ Library staff is not responsible for setting up or taking down tables and chairs. Each group using the meeting rooms is responsible for ensuring that the room is returned to the same condition as it was prior to the meeting.
AV equipment needed: ____ laptop ___ DVD player ___ microphone(s) ____ projector and screen ___ VCR ___ wireless microphone(s)
Fees Collected (For-Profit Groups Only): Dexter Hall: $100.00 for 3 hours, $35.00 for each additional hour _____ Community Room: $50.00 for 3 hours, $20.00 for each additional hour ____ Date fee collected:____________ Signature: _________________________________________________ Library Director’s signature: ______________________ Date:__________________
Phone 508-248-0452, Fax 508-248-0456
Mon. 9:30-5:00, Tues. 9:30-8:00, Weds. 9:30-5:00, Thurs. 9:30-8:00, Sat. 9:30-3:00
Having read the Meeting Room Policy, my group agrees to abide by said policies and the undersigned agrees to be personally responsible for any infractions thereof and to assume all responsibilities indicated in the regulations.