402 Main Street
Greenfield, MA 01301
(413) 772-1544

librarian@greenfieldpubliclibrary.org

 

The Harold LeVanway meeting room on the lower level of the Greenfield Library is available to the community for public meetings. All meetings and exhibits shall be free of charge and open to the public; no admittance fee may be charged or contributions solicited.

The meeting room is made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting its use. Permission to meet at the library does not in any way constitute or imply endorsement of the users' policies, beliefs or programs by the library staff or Board of Trustees.

The use of the meeting room facilities is available to non-profit organizations and governmental entities, including Town Boards and Town Committees. The meeting room is not available for commercial business enterprises. Guidelines for availability and conditions for using the public meeting room are set by the Board of Trustees, and final determination of use rests with the Board of Trustees.

If the Board and/or the Library Director as their designee, in consultation with the Greenfield Police Dept., decides that the presence of a police officer is advisable, the group using the facilities will be required to hire one (or more) at its own expense.

The meeting room will be booked with preference given to Library and Friends of the Library programs. When not required for library-sponsored programs, the room may be reserved by other organizations or groups.

The following regulations will govern the use of the Library's facilities, and the applicant will take full responsibility for adherence to these regulations by the group:

ROOM CAPACITY
The room accommodates 50 persons, per the Greenfield Building Inspector.

AVAILABILITY
It is the basic policy of the Board of Library Trustees that a scheduled employee of the Library must be in the building when meetings are being held and will be responsible for securing the facility when the public has left.

The meeting room use is limited to regular library hours. Therefore, meetings held on Thursdays and Fridays must end by 4:50; on Mondays, Tuesdays, and Wednesdays, by 7:50 p.m.; and on Saturdays, by 1:50 p.m. Meeting room use will not be scheduled on Sundays or on other days when the library has announced closings. Special prior arrangements must be made with the Library Director to plan a meeting during a time when the Library is closed.

The meeting room will not be available when the library building is closed due to emergency conditions or inclement weather.

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FEES
There is no charge to non-profit groups for use of the meeting room, but donations to the Friends of the Library are always appreciated.

RESERVATIONS
Reservations can be made with the Adult Services Librarian during regular library hours.

The meeting room may be booked up to 3 months in advance. We cannot accept bookings beyond the 3-month period to allow flexibility in the arrangement of library programs. Reservations must include the name, address, and phone number of a contact person for the group. The contact person is requested to notify the library as soon as possible if there is a cancellation or change in schedule.

AUDIOVISUAL EQUIPMENT
A television and VCR, overhead projector, and screen are available for use. Please check in advance to ensure availability.

SERVING OF REFRESHMENTS
Light refreshments may be served, with prior approval from the Adult Services Librarian. The Library will provide a coffeepot but cups, utensils, cream, sugar, or other equipment and supplies will be the responsibility of the group. There will be no cooking or food preparation on site; dishwashing facilities are not available. The group will be responsible for cleaning the kitchen and bagging all garbage and trash at the end of the meeting.

CUSTODIAL SERVICES
There are no custodial services. Tables and chairs must be set up and taken down by the group. Special arrangements for custodial assistance may be requested in advance through the Library Director.

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CARE OF THE ROOM
The room must be left in orderly condition. Tables must be covered to protect from glue, paint or other materials that could mark the furniture. No tape or tacks may be used on the walls. Any damage resulting from the meeting will be the financial responsibility of the group using the room. The group will be responsible for removing all garbage and trash at the end of the meeting.

SMOKING
Smoking is not permitted anywhere in the library building, including the meeting room.

ALCOHOL
The use of alcohol is not permitted in the meeting room without special written permission of the Board of Trustees, Board of Selectmen, and in accordance with Greenfield town bylaws and insurance liability requirements.

LIABILITY
Neither the Board of Trustees for the Greenfield Public Library nor the Town of Greenfield shall be responsible for injury to persons or property that occurs while a meeting room is being used.

VIOLATIONS
Failure to abide by this policy and the rules and regulations of the Greenfield Public Library will result in denial of subsequent use privileges.

Approved by vote of the Greenfield Library Board of Trustees, April 9, 2002.

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