Small Conference Room Policy
The primary purpose of the Library’s Small Conference Rooms is to provide private space for meetings or study for groups of two to eight people.
Advance reservations to use one Small Conference Room for a two-hour block of time will be taken through the Administration Office between 9 a.m. and 5 p.m. Monday through Friday or at the Reference Desk during normal operating hours. There is a $25 charge for a reservation and only one reservation per month will be accepted from the same person or same core group. Exact change only may be accepted at the Reference Desk when the Administrative Office is closed.
If not reserved in advance, the Small Conference Room will be available on a first-come, first-serve basis for a maximum two hour period at no charge based on availability.
Cancellation notice by the applicant must be given two weeks (14 days) prior to the reservation. If less than 14 days notice is given, the applicant will forfeit the $25 fee. There will be no refunds for no-shows.
In the event of emergencies, or any unforeseen or unusual circumstances, the Library reserves the right to cancel the use of the facilities. Meetings in the Small Conference Room must coincide with Library hours.
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.
Room use Rules
Failure to adhere to these rules will be cause for either cancellation of future meetings or a request to suspend the meeting.
• Organizations shall follow the Rules of Conduct policy of the Wellesley Free Library.
• Food, drink, smoking, lit candles or other open flames are not permitted.
• Cell phone use is permitted in the Small Conference Room at an appropriate volume.
• AV equipment will not be made available in the Small Conference Room.
• No materials are to be posted or attached to the walls.
No Endorsement of Content
The fact that an organization is permitted to meet at 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.
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
Approved 5/11/15 by the WFL Board of Trustees