WELLESLEY FREE LIBRARY
MEETING ROOM POLICY

Introduction

The primary purpose of the library's meeting rooms is to provide space for library activities.  When the meeting rooms are not reserved or in use for this purpose, the library permits their use by groups and organizations sponsoring civic, cultural, and education events.  The meeting room space may not be reserved by an individual or for a private event with the exception of music recitals.

The fact that an organization is permitted to meet in the Library does not in any way constitute an endorsement by the Library of the content of the program of that meeting or of that organization's policies or beliefs.

Library meeting rooms are defined as:

Wakelin Meeting Room, Sections 1 & 2;  Arnold Conference Room.  The Local History Room is a "Meeting Room" for purposes of this policy only for meetings of a Town Board or staff of a Town Board when there is no other appropriate public space in town for that meeting.  Otherwise, there shall be no meetings in the Local History Room.

Reservations are subject to the following terms and conditions:

1.   Requests to use the meeting rooms must be made in writing using the Meeting Room Request Form available in the Library Director's office.  Reservations will be granted in the order in which they are received.  Priority is given to the Library and Town officials; the Library reserves the right to transfer a group or organization to another area or to cancel a reservation if necessary.
   
   
2. All events held in the meeting rooms listed above must be open to the public.  The only exceptions for Wakelin Room 1 are (1) pre-registration requirement for rights to receive materials and/or participate in discussion for admission to a meeting as long as the opportunity to pre-register is offered to the public, (2) events limited to recognition of persons who have helped or solicitation of persons to help the library.

a.   Event organizers may suggest that attendees contribute to a specified charitable organization, however, all communications both written and oral must state that the event is free and open to the public and that any contribution is voluntary.

b.  No admission fees may be charges for any meeting.

c.  The Arnold Conference Room and the Wakelin Room Section 2 are to be used when government groups need to hold lawful executive sessions, private organizations that may have similar sporadic needs for confidentiality, or private staff meetings of another town department or public library agency.

d.  The public shall have the right to access the Local History Room at any time during any meeting there.

3.  In the event of unforeseen or unusual circumstances, the Library reserves the right to cancel the use of the facilities

4.  The Library is not responsible for the cancellation of approval for use of the meeting room in case of emergency (i.e. storm, power failure), which results in the closing of the Library.

5.  No charge for use of the meeting room will be levied upon Town of Wellesley Boards, Departments, or other public library boards and agencies.  All other groups and for-profits will be charged the fee stated on the Meeting Room Request forms.

6.  The meeting rooms shall be available for those hours approved on the request form.

7.  Meetings in the Arnold Conference Room must coincide with Library hours.

8.  Permission to use the lobby adjacent to the Wakelin Meeting Room must be specifically requested and granted.  Areas adjacent to the Arnold Room or the Small Conference Room are not available for uses described in this policy.

9.  The Library will not publicize non-Library sponsored events.

10. Groups that wish to sell goods or services must obtain the permission of the Board of Library Trustees.  Goods or services to be sold must be described in the Meeting Room Request Form

11.  Both the Wakelin Meeting Room and the Arnold Conference Room may be used by for-profit organizations.  Reference to profit making business is allowed but the basic purpose of the meeting should be informational.  If an attendance or program registration form is used, it should be clearly stated if the list of names will be used for sales calls and include an option for attendees to remove their names from the list.

12.  All requests for use of equipment must be made in writing at least 3 weeks in advance of the event -- otherwise the Library cannot guarantee that these resources will be available.

13.  Non-profits may be asked to present evidence of non-profit status.

14.  The request form must be signed by an adult (18 years or more), who, jointly and severally with his or her organization and its members, assumes full responsibility for the conduct of the event and its participants.  This responsibility extends to liability for damage to property or equipment of the Library and any third parties.  It further extends to responsibility for any extra costs, including, but not limited to, police protection the Library deems necessary because of either anticipated or unanticipated problems related to the reservation.  The Library Trustees and the Town are not responsible for any financial loss or injury to any person or organization arising out of a reservation or room use. 

Reservations:

• 1.  All Wakelin Room request must be made at least four (4) days in advance of the proposed meeting.
• The room may be booked up to one year in advance beginning on the first of the month of the proposed booking date..
• No more than one (1) meeting per month is permitted to any one organization
• Specific requests beyond the scope detailed above will be evaluated by Trustees on a case by case basis.

2.  Reservations will not be confirmed until payment is received.  An unconfirmed reservation will be held for 21 days.  If payment is not received, the proposed reservation is automatically rescinded.  If booking the event with less than 21 days notice, payment must be made at the time of application.

3.  Cancellation notice by the applicant must be given two weeks (14 days) prior to the event.  If less than 14 days notice is given, the applicant will be responsible for a $25 cancellation fee.

4.  There will be no refunds for no-shows.

5.  Permission will not be granted if more people than maximum are expected at the event.  Maximum number persons permitted per room: 

•  Wakelin Meeting Room 1 --  138 people.
• , Wakelin Meeting Room 2,--  47 people. 
•  Combined Wakelin Meeting Rooms 1 & 2,  -- 185 people. 
•  Arnold Conference Room --  41 people.

6.  The proximity of the meeting room to the Library proper requires that the nature of the event described on the Meeting Room Request form be assessed for the event's potential interference with normal Library operations.  Consideration will be given to the event's timing and duration, anticipated attendance, type of activity and other factors.  The Library Director has the authority to deny meeting room requests that s/he determines are not appropriate for the library's meeting room.

7.  Anyone wishing to appeal a decision on the use of a Meeting Room must appeal in writing to the Trustees and give it to the Director for inclusion on the agenda of a regularly scheduled Board meeting.

Rules:

1. Organizations shall follow the Rules of Conduct Policy of the Wellesley Free Library.  Failure to adhere to this policy will be cause for either cancellation of future meetings or a request to suspend the meeting.
   
2.  Alcoholic beverages, smoking, lit candles or other open flames are not permitted anywhere in the building including the meeting rooms.
   
3.   Refreshments may be served only inside the meeting rooms, not in adjacent areas..
   
4. The kitchen adjacent to the Wakelin Room is available for serving light refreshments.  The user is responsible for leaving the kitchen clean.
   
5.  Decorations and/or displays must be limited to tables or easels.  No materials are to be posted or attached to the walls.  Materials on display in the meeting rooms are not to be moved, covered, or rearranged.

Interpretation and Authority

The Board of Library Trustees establishes policy regarding the meeting rooms.  The Library Director has authority for assigning meeting rooms as delegated by the Board of Trustees and is authorized to terminate or deny permission to any group whose policies violate these policies and regulations.  The Director's interpretation of these regulations shall prevail subject to the final decision of the Board of Library Trustees.

This policy will be reviewed annually.

Amended 8/08/05,, amended 5/4/2009