402 Main Street Greenfield, Massachusetts 01301
librarian@greenfieldpubliclibrary.org
(413)772-1544

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Meeting Room Policies and Usage

 

Read the policy below, then complete the form and click the submit button in order to get your request in. Please check our event calendar beforehand to see if the time and date you want is available. If you have any questions, please don’t hesitate to ask!


Greenfield Public Library Meeting Room Policy
Adopted by the Board of Trustees, September 2017

Library meeting rooms are available for public use regardless of the beliefs or affiliations of individuals or groups requesting their use.  Permission to meet at the Library does not constitute or imply endorsement of the users’ policies or beliefs, or the subject matter of the program, by the library staff or Board of Trustees.

Library programs have first priority when scheduling use of the meeting rooms.  Agencies and officials of city, state, or federal governments are given second priority.  Other groups or individuals may schedule use of a room on a first-come, first-served basis.

The meeting rooms are part of the library facility and as such are under the supervision of the library staff. Groups using the meeting rooms will be afforded as much privacy as possible; however, library staff reserves the right to enter the meeting rooms whenever necessary.

If the Board, or the Library Director as their designee, in consultation with the Greenfield Police Department, determines that police presence is advisable at a scheduled meeting, the group using the meeting room will be required to hire one (or more) officer (s) at their own expense.

Rules and guidelines for use of the meeting rooms are set by the Board of Trustees.  Final approval of use rests with the Board of Trustees.

RULES and GUIDELINES

  1. ROOM CAPACITY
    Attendance at programs held in the Library’s meeting rooms is limited to 50 people.
  2. AVAILABILITY
    The Library’s meeting rooms are available for use during and outside of library hours.
  3. AFTER HOURS USE
    It is the obligation of the organization or individual who requests use of a meeting room when the Library is closed to completely secure the building and make sure there are no people left inside at the conclusion of the meeting.An individual representing the group is required to pick up the key to the Library and get instructions on how to secure the building at the conclusion of the meeting.  Obtaining the key and being given instructions on securing the building must occur during normal library operating hours when library staff are present in the building.  Failure to make this arrangement will result in forfeiture of the room reservation.

    The Library’s audiovisual equipment is not available for use after hours.

  4. AUDIOVISUAL EQUIPMENT
    A mobile lectern with a wireless microphone, a white board, a projector, a DVD player, and a screen are available in both meeting rooms.  Requests for use of the Library’s equipment must be made at the time the room reservation is made.  AV equipment is not available for use after hours.
  5. SERVING of REFRESHMENTS
    Light refreshments are permitted during a meeting.  Napkins, paper towels, cups, plates, utensils, cream, sugar, or other equipment and supplies are not provided by the Library.  Cooking or food preparation on site is prohibited.  Dishwashing facilities are not available.  Refreshment spills on the carpet, tables or chairs must be cleaned up by the group using the room.
  6. CUSTODIAL SERVICES
    There are no custodial services for group meetings.  Tables and chairs must be set up and taken down by the group.  At the conclusion of the meeting, the room must be restored to its original condition.
  7. CARE of the ROOM
    The group is responsible for tidying the room and removing all garbage and trash at the end of the meeting.  Any damage resulting from the meeting is the financial responsibility of the group using the room.
  8. SIGNS
    No signs for events in the meeting room are permitted on the grounds of the Library, unless approved by the Board of Trustees.
  9. TOBACCO and VAPING
    All uses of tobacco and vaping are prohibited.
  10. ALCOHOL
    The use of alcohol is prohibited.
  11. LIABILITY
    Groups sponsoring events are solely responsible for liability of the participants, both active participants and the audience, in any program on library property. The Library, its employees, the Mayor’s Office, and the City of Greenfield are not responsible for damage to people or property that occurs during a meeting at the Library.

    The individual assuming responsibility for the meeting must agree to release, acquit, and discharge, any and all claims or rights of action for any personal injuries or property damage which occur as a result of the use of the library meeting room.  The individual assuming responsibility for the meeting must also agree to protect, save, and keep the City of Greenfield, the Board of Trustees, the Library Director, and their agents and employees forever free and harmless and indemnified against and from any and all loss, cost, or expense arising out of or from any accident or other occurrence causing injury to any person or property whomsoever or whatsoever as a result of the use of the meeting room.

  12. VIOLATIONS
    The use of a meeting room for illegal activity is strictly forbidden and will result in immediate and permanent loss of meeting room privileges.  The Library reserves the right to refuse space to individuals or organizations that have previously failed to comply with stated rules and guidelines.
  13. POLICY QUESTIONS
    The Library Director has the authority to interpret the Greenfield Public Library’s Meeting Room Policy.Disputes or questions about the meaning of the Meeting Room Policy may be submitted in writing to the Library Board of Trustees for their consideration.  Decisions made by the Board of Trustees will be final.

 

RESERVATION REQUEST PROCEDURES

  1. Reservation requests must be submitted through the library’s website.
  2. A reservation request will be granted only after the Library receives a completed and signed registration form. The signer of the registration form will be the responsible party for that meeting.
  3. A reservation request must include the printed name and signature, email address, and phone number of a contact person for the group. The contact person is required to notify the Library as soon as possible if there is a cancellation or change in schedule.  Failure to cancel or appear for a reservation may result in forfeiture of future room use privileges.
  4. The Library reserves the right to refuse any reservation requests not submitted seven days in advance of the scheduled meeting.
  5. People aged 17 and under may not reserve a meeting room. People aged 17 and under must be supervised by an adult who assumes responsibility for the event held in the meeting room.
  6. A confirmed reservation of a meeting room is not transferable.

 

INCLEMENT WEATHER GUIDELINES

  1. If inclement weather forces the closure of the Library all events planned for the Library’s meeting rooms will be cancelled.
  2. It is the responsibility of organizations and individuals reserving space in the Library to find out if the Library has been closed due to weather.
  3. It is the responsibility of organizations and individuals reserving space in the Library to contact the Library to reschedule a meeting cancelled due to inclement weather.