Meeting Room Policy

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Use of Library Meeting Rooms

After reviewing our Meeting Room Policy, please click here to request a room online.

The Board of Library Trustees of the Tewksbury Public Library welcomes the use of the library's meeting rooms for cultural, educational, and civic meetings.

A. General Conditions:

1. Meeting rooms shall not be used for private social functions or for any commercial purpose.
2. Rooms shall be reserved only by Tewksbury residents and on behalf of Tewksbury-based organizations.
3. Rooms may be used by agencies and officials of the Town, State and Federal government.
4. Meeting rooms are available only during the library's scheduled hours of operation Monday - Saturday. The meeting room is not available for non-library programs on Sundays. No access is allowed into the building prior to the library's scheduled opening. Exceptions may be made to this condition for agencies and officials of the Town or State government. All meetings shall adjourn no later than 15 minutes prior to closing to allow participants time to gather their belongings and for library personnel to secure the facilities.
5. The Library Administration reserves the right to assign an organization to a specific meeting room.
6. Our meeting facilities are not intended for use for regularly scheduled meetings by clubs or organizations that charge dues for membership, these are considered private purposes.

B. Fees:

1. Groups using library meeting rooms shall be held responsible for damages to facilities. Library Administration may require groups to provide certificate of liability insurance.
2. Applicants shall be responsible for the cost of any additional services required by the Library Administration, such as custodial services, staff overtime, police detail, etc., including a minimum charge of $25 per hour (or part thereof) for meetings that have not adjourned by library closing.
3. No admission fee or other charge shall be levied for attendance at any meeting, except for events held by the Library Trustees or Friends of the Library for fundraising purposes.

C. Reservations and special conditions:

1. Reservations shall be made on approved forms at least two weeks, but no more than six months, in advanced. Applications shall be returned to the applicant with approval and conditions, if any, or denied, within one week of submission. A denied applicant may submit a written appeal describing any extenuating circumstances to the Board of Library Trustees and will receive a response within 45 days of the submission of the appeal.
2. Attendance shall be limited to the room's capacity as determined by the Building Commissioner and Fire Department. The applicant shall be responsible for adhering to capacity limitations.
3. Requests for use of equipment must be made in writing at the time the application is submitted. Applicant is liable for any damages to equipment or furnishings.
4. The applicant reserving a meeting room is responsible for explaining in advance to library personnel any special seating arrangements. Any furniture that is moved by a group must be returned to its original arrangement.
5. In case of inclement weather (or changes in the library's hours of operation) library personnel will contact the applicant to cancel or reschedule.
6. The conduct of meetings and those attending meetings must not disrupt library operations or library patrons. The Library Administration and Trustees reserve the right to deny use of meeting rooms for purposes deemed to be disruptive to library operations.
7. Candles and other open flames are prohibited. No items shall be attached to wall surfaces.
8. Library personnel will deliver phone messages for meeting attendees only in case of emergency.

D. Refreshments and kitchen facilities:

1. Alcoholic beverages and controlled substances are prohibited on library premises. Smoking is prohibited inside the building.
2. Permission must be obtained in advance to bring any refreshments into the library, or for use of kitchen facilities. (Specific restrictions may apply). Refreshments are allowed only when custodial personnel are scheduled. Groups reserving meeting space outside of normally scheduled custodial help are required to pay in advance for custodial overtime (minimum of two hours).
3. Refreshments are not allowed in meeting rooms other than the large first floor meeting room.

E. Parking:

1. Meeting attendees must park in marked spaces within the library's parking lot. For meetings with 50 or more anticipated attendees, special parking arrangements must be requested at least two weeks in advance with the Library Administration so that other parking areas may be designated. Motor vehicles parked on Hospital Drive, which is State property, are subject to ticketing and towing.

F. Other Conditions:

1. The Library Trustees authorize the Library Director to make exceptions to these regulations to further the library's goals and objectives.
2. Permission to meet at the public library does not constitute or imply an endorsement of the applicant's beliefs, policies or programs by any library official, by the Board of Library Trustees, or the Town.
3. The public library, its Trustees and employees and the Town of Tewksbury disclaim any liability for injury to persons or loss of property to applicant or attendees while using the library meeting facilities.
4. The Board of Library Trustees reserves the right to refuse the use of meeting rooms to any organization, group or individual who had previously abused the procedures and regulations set forth above.

Approved April 7, 2003
Board of Trustees

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