Meeting Room Policy

WELLESLEY FREE LIBRARY
MEETING ROOM RENTAL POLICY

The primary purpose of the Meeting Rooms at The Wellesley Free Library (“WFL” or “Library”) is to provide space for Library programs and activities. Priority is given to Library programs and activities. When Meeting Rooms are not reserved or in use for those purposes, the Library may make Meeting Rooms available for rent by organizations sponsoring social, civic, cultural, and educational events. Rental income helps defray the cost of the general maintenance of the meeting rooms, including, but not limited to, maintenance of its furniture, fixtures, technology equipment, assisted listening devices and the piano.

Meeting Rooms may only be rented by organizations serving the above purposes. They may not be reserved by an individual for a private event, with the exception of music recitals. Meeting Rooms for music recitals may be rented at the standard rate.

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 that program/meeting or of that organization’s policies or beliefs.

For the purpose of this policy, “Meeting Rooms” include: the Wakelin Room, the Arnold Room, Room 102 and Room 204. Rental of the Hills Branch as a Meeting Room may be considered when it is not open to the public

Requests for exceptions to the Meeting Room Policy must be made in writing, sent to the Library Director, and will be considered by the Board of Library Trustees on a case-by-case basis. The Library Board typically meets monthly.

Standard Room Rate: A valid organization based in or outside of Wellesley is eligible to rent a Meeting Room at the standard room rate. The organization must provide proof, such as a Certificate of Good Standing, that it is in compliance with the rules, regulations and laws of the Commonwealth.

Non-Profit Rate:
Wellesley based organizations with 501(c)3 tax status, as well as Wellesley based non-profit organizations and non-business entities that are solely organized and operated for the benefit of the Wellesley community and registered with the Commonwealth’s Division of Non-Profit Organizations/Public Charities, or registered as a Wellesley based S527 political organization, may rent Meeting Rooms at a reduced, non-profit rate. To be eligible for the non-profit rate, the organization must provide proof from the Commonwealth of its non-profit, 501(c)3 or S527 status.

If an organization wishes to appeal the Director or designee’s decision regarding the rental of a Meeting Room, a request must be submitted in writing to the Library Director, and will be considered by the Board of Library Trustees on a case-by-case basis. The Library Board typically meets monthly.

PLEASE NOTE:

1. Meeting Room reservations must be requested at least two (2) weeks in advance of the proposed event date. Meeting Rooms may be booked up to three (3) months in advance of the proposed event date.
2. The use of more than one (1) meeting per month is not permitted by any single organization, board or department.
3. The use of a Meeting Room for more than four (4) meetings per year is not permitted by any single organization.

TERMS AND CONDITIONS:

1. Priority for the use of Meeting Rooms is given to Library programs and activities. Requests to use Meeting Rooms must be made in writing using the applicable reservation form available from the WFL Administration Office. Reservation requests are reviewed in the order in which they are received, with priority given to Library programs and activities.
2. The Library reserves the right to transfer a group or organization to an area other than that requested and or the right to postpone or cancel a reservation if the Library considers such action necessary.
3. ALL EVENTS HELD IN THE WAKELIN ROOM MUST BE OPEN TO THE PUBLIC AT ALL TIMES.
4. Meeting Room organizers may not charge an admission fee for any meeting or event. Event organizers cannot require but may offer attendees the opportunity to donate to a charity recognized as tax exempt under 501(c)3 of the tax code. In such case, all notices about such events must state that the event is free, open to the public, and that any such charitable contribution is voluntary.
5. The Library will not publicize non-Library sponsored events. Renters using rooms for events that are neither sponsored, partnered, nor co-sponsored by the Library may not represent or imply that the event is sponsored by the Library. Renters of non-Library sponsored or non-Library partnered events may not use any photographic, computer generated, or other images of the WFL in the promotion or production of their event. Use of any such material may be cause for suspension of current and/or future rental privileges.
6. The Library Director reserves the right to cancel the use of a Meeting Room for good cause. In such an event, the Library shall promptly notify the event organizer of the cancellation. “Good cause” shall include, but not be limited to public safety concerns, inclement weather, power failure, unforeseen Library programs or closings, etc. In such cases all deposits will be returned to the applicant unless the program can be rescheduled at a mutually agreeable time.
7. Town of Wellesley boards and departments may meet once per month without a fee. All other groups will be charged the applicable fee stated on the reservation form.
8. Meeting Rooms are available for use by the applicant only during the hours (the “Rental Period”) stated on the reservation form. Unauthorized use beyond the Rental Period will result in additional charges and in suspension of rental privileges. Set-up and clean-up time must be included in the hours reserved and paid for. Early set-up will not be allowed. Renters must exit the room at the end of the stated reservation period. If using a table in the entry, renters must place a visible sign on the table indicating that the program is free and open to the public.
9. Permission to use the entry adjacent to the Wakelin Room must be specifically requested in writing and shall be considered on an individual basis. The Foyer and all areas adjacent to all other meeting rooms are not available for use and not subject to special use permission.
10. All events in the Wakelin Room must be open to the public at all times and registration cannot be made mandatory to attend or enter the Wakelin Room during an event. However, if an organization intends to use an attendance or program registration form that collects names, that form must clearly state the intended use of the list, including, but not limited to, whether such list is intended to be used for sales calls, and/or the list is intended to be shared with a third party. In any case, the form shall include a clear option for attendees to decline adding their names to such list and/or to remove their names from any list compiled.
11. Groups that wish to sell goods or services must obtain the prior permission of the Board of Library Trustees, which typically meets monthly. Such goods or services must be described on the applicable reservation form.
12. Room capacity limits are stated on the room rental application form and must be adhered to.
13. Parking capacity for the Library is limited at times. Reservation requests may be denied due to an event’s timing, duration, anticipated attendance, and other factors that have the potential to impact patron parking.
14. The Library Director has the authority to deny Meeting Room requests that are determined inappropriate for a particular rental space.
15. Anyone wishing to appeal a decision regarding the use of a Meeting Room shall appeal in writing to the Library Board of Trustees. The Board typically meets monthly. The Library Director will include the appeal on the agenda of a regularly scheduled meeting of the Board of Library Trustees.

RESERVATION PROCEDURES:

1. Meeting Room reservations must be requested at least two (2) weeks in advance of the proposed event date. Meeting Rooms may be booked up to three (3) months in advance of the proposed event date.
2. The use of more than one (1) meeting per month is not permitted by any single organization, board or department.
3. The use of a Meeting Room for more than four (4) meetings per year is not permitted by any single organization.
4. Reservations are not confirmed until full payment is received. An unconfirmed reservation will be held for seven (7) days. If payment is not received within that time, the pending reservation will be automatically rescinded. Payment in full must be made at the time of application for reservations with less than fourteen (14) days’ notice.
5. Applicants requiring the use of any Meeting Room equipment (display, laptop, projector, etc.) must make an appointment with the Information Technology Department at 781-235-1610 x1130 at least five (5) weekdays prior to the meeting for training on use of Library equipment. Without an IT appointment and training, applicants will not be permitted to use IT equipment or access to staff support during the event. Regardless of an appointment and training session, the WFL cannot assure that IT support will be available at the time of the meeting. The WFL cannot guarantee the availability or functionality of any of the above listed equipment.
6. There are no refunds for “no shows” or cancellations with fewer than seven (7) days’ notice. In the event of the reservation cancellation with at least seven (7) days’ notice, the Library will work with the applicant to find a mutually acceptable new date. If a new date cannot be determined, and prior notice was received, all deposits will be returned to the applicant.
7. The Request Form must be signed by an adult (18 years of age or older), who, jointly and severally with their organization and its members, assumes full
   responsibility for the event and conduct of 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 that the Library, in its sole discretion, considers necessary to protect the safety of its staff and patrons. The person responsible for the event must be on site during the entire event. 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.
8. The person who signs the Request Form and assumes responsibility for the event and conduct of its participants must serve as the contact person for the event or designate one person from the organization to serve as the contact person. ALL Library communication regarding the Meeting Room Reservation and/or event details will be communicated solely with the designated contact person for the event. The contact person is responsible for communicating with all others in the organization and/or assisting with the event.

RULES OF USE:

1. Renters agree to abide by this policy and the Rules of Conduct of the Wellesley Free Library. Failure to adhere to these policies will be cause for suspension of current and/or future rental privileges, and/or cancellation or suspension of future meetings without refund. Renters shall acknowledge receipt of this Policy and of the Rules of Conduct when completing the applicable reservation form.

2. Firearms, solicitation, alcoholic beverages, smoking including the use of e-cigarettes, lit candles and other open flames are not permitted anywhere in the building, including the Meeting Rooms.

3. Refreshments may be served inside designated Meeting Rooms but not in adjacent areas. A cleaning fee will be charged when refreshments are present. The Renter is responsible for clean-up of napkins, cups and other items used to serve refreshments.

4. Decorations and/or displays shall be limited to tables or easels. No materials may be posted or attached to the walls. Materials currently on display in any Meeting Room shall not be moved, covered, or rearranged.

INTERPRETATION AND AUTHORITY

The Board of Library Trustees establishes policies regarding use of all library buildings and its Meeting Rooms. The Library Director has authority for assigning use of 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. In any dispute this policy and its rules, the Library Director’s interpretation shall prevail, subject to the final and binding decision of the Board of Library Trustees.

This policy will be reviewed regularly by the Board of Library Trustees.

Revised/approved 5/6/2025

Notwithstanding the above, this policy may be subject to exception at the discretion of the
Director and/or Board of Library Trustees.