HomeMy Public PortalAboutapril16meetingroomWatertown Free Public Library
Meeting Rooms Policy
The Watertown Free Public Library offers the use of its meeting rooms to further
its roles as a place to meet and interact in meaningful ways, to learn and stay
informed, and to celebrate and enjoy diversity. The library's meeting rooms are
a community asset, and we encourage their use by area community groups
when not in use for library purposes.
,Library meeting rooms are made available on an equitable basis, regardless of
the beliefs or affiliations of the groups making the request. Permission to use a
library meeting room does not imply that the library endorses the aims, actions
or policies of any group. All meetings and programs must be free, open and
accessible to any member of the public. Every group or organization holding any
function at the library should be prepared to provide a qualified sign language
interpreter if requested to do so.
Room Reservations
Priority for the use of library meeting rooms will be given in the following order:
1. Library sponsored meetings and programs
2. Meetings and programs sponsored by groups and organizations affiliated
with the library
3. Town of Watertown departments, boards, commissions and elected bodies
4. Neighborhood and community -based groups and organizations from
Watertown
S. Other groups serving the needs of the community
Available Rooms
• Watertown Savings Bank Room (first floor)
o Seating up to 200 people
o Equipped with kitchenette (including microwave and small
refrigerator), audio/visual, digital presentation, data network
capabilities, and assistive-hearing capabilities.
• Raya Stern Trustees Room (second floor)
o Seating up to 12 people
o Equipped with wireless (wi-fi) capabilities
Revised 08 August 2013
• Lucia Mastrangelo Room (second floor)
o Seating up to 20 people
o Equipped with wireless (wi-fi)'capabilities and whiteboard
Hours of Availability
• All meeting rooms are available during regularly scheduled library hours.
All meetings must end 15 minutes prior to library closing.
Applications and Scheduling
• Reservation requests may be made 24 hours a day, seven days a week by
using the online form on the Watertown Free Public Library website. The
Library Head Clerk is available to take reservations by telephone at
617-972-6434, or in person in the Administration office Monday through
Friday, 9 a.m. to 5 p.m.
• Reservation requests must be made by adults.
• Reservations may be made no more than three months and no less than 2
weeks in advance of the event. Scheduling requests submitted less than 2
weeks in advance will be accommodated when possible. In order to allow
as many groups as possible to use the meeting rooms, each group is
limited to six reservations per six month time period.
• Reservations shall be accepted, subject to the provisions of this policy, in
the order received.
• Cancellations must be received at least 2 days in advance of the
scheduled meeting. Failure to do so may forfeit the right of the
group/individual to reserve rooms in the future.
• Library administration shall have the right to cancel, re -schedule or
transfer meeting room locations or dates that conflict with library
sponsored programs and/or special events. In such cases, the library will
give at least 2 weeks advance notice.
• In case of an unscheduled library closing due to weather or some other
emergency, a group may reschedule another meeting time. The library
will notify the contact person for an affected group as soon as possible
after the library decides to dose.
Rules for Meeting Room Use
• All meetings must be open to the public.
• No group or organization using the meeting rooms shall:
o Charge an admission fee or solicit donations
o Sell or promote any material or service for private profit or gain
Revised 08 August 2013
• Groups using meeting rooms may arrange the available furniture as they
choose, provided that all pieces of furniture are returned to their original
positions at the close of the meeting. Furniture may not be moved into or
out of meeting rooms.
• All food and drink must be confined to the meeting rooms and adjoining
kitchenette. The library does not provide plates, utensils, etc. Groups
may bring in their own coffee makers. Groups are responsible for cleaning
up the kitchen after use (Watertown Savings Bank Room).
• State law prohibits smoking or use of alcohol or illegal substances in
public buildings.
• Posting or mounting materials on walls, doors or equipment is prohibited.
• Groups are responsible for paying for the replacement or repair, at the
library's discretion, of lost, stolen or damaged equipment and furnishings.
• Groups shall, at their own expense, procure any license or permit
necessary for the conduct of their meetings (such as Board of Health
permits for food service).
• An appropriate number of adult supervisors must accompany groups of
high school age and younger children.
• Meetings or programs which, in the sole judgment of the library Director,
would interfere with the functions of the library or of patrons using the
library will not be permitted. Meetings or programs which are approved
but which prove disruptive to library operations shall immediately cease
the disruptive operations upon notification to do so by library staff.
• If, in the opinion of the Director, the presence of a police officer is
advisable, the group using the facilities will hire one (or more) at its own
expense.
• The name, address and/or phone number of Watertown Free Public
Library may not be used as the official address or headquarters of
organizations using library meeting rooms. In issuing posters, press
releases or other publicity, groups may not imply that their programs are
sponsored, co -sponsored or approved by Watertown Free Public Library.
• The Town of Watertown, Watertown Free Public Library, its Board of
Trustees, Library Director or employees assume no responsibility for the
loss, theft or damage of any property of any group, individual or
organization using library facilities.
• Exceptions -Some exceptions to this policy may be made at the discretion
of the Library Director and/or Board of Trustees as they deem in the best
interest of the library and the community. However, they may not deny
access to meeting rooms on the basis of a program's content.
• Violation of the rules of the meeting rooms may result in suspension of
use of the rooms.
Revised 08 August 2013
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