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PLEASE NOTE OUR NEW MEETING ROOM REGULATIONS AND RESERVATIONS PROCEDURE EFFECTIVE APRIL 1, 2008:

The Leominster Public Library welcomes the use of its Meeting Rooms for non-profit groups and organizations during regular library hours. These rooms must be reserved at least 14 days in advance using the Meeting Room Approval and Reservation Procedure outlined below.

The library’s Group Rooms may be used by individuals or small groups. These rooms may be used on a walk-in basis or reserved in advance. They do not require you to follow the Meeting Room Approval and Reservation Procedure outlined below.

View our Meeting Rooms and Group Rooms

 

Meeting Room Approval and Reservation Procedure


First time reserving a Meeting Room?
Follow our simple, step-by-step guide to reserve a Meeting  Room:

1. Read the Meeting Room Policy and  Regulations for Meeting Room Use.

2. Print and submit a one-time paper copy of the Meeting Room Use Approval Form with your signature. This form is valid for one year and will be kept on file at the library.

3. Once approved, submit a Meeting Room Reservation Form for each date that you wish to use a Meeting Room.


Have you already been approved to use a Meeting Room?
Submit a Meeting Room Reservation Form for each date that you wish to use a Meeting Room..


Please note that our Group Rooms do not require that you follow the Meeting Room Approval and Reservation Procedure. Just walk in or call in advance.


Questions about using our Meeting Rooms or Group Rooms? Email  or call the Reference Desk at 978-534-7522 x 203.

 


Meeting Room Policy

Approved by Library Board of Trustees May 12, 2008

Approved by Leominster City Solicitor (coming soon)

Statement of Policy for Meeting Room Use

The Leominster Public Library welcomes the use of its meeting rooms for non-profit groups and organizations during regular library hours. All meetings or programs held in library meeting rooms must be open to the public and free of charge.

Priorities for using the library meeting rooms have been established in keeping with the library’s mission and service goals. In scheduling the use of these rooms, the library may grant permission for the use of rooms in order of priority:
1. Library-sponsored programs
2. Groups or organizations affiliated with the library
3. City of Leominster departments, boards, commissions or committees
4. Other governmental agencies
5. Leominster-based non-profit groups and organizations
6. Other non-profit groups and organizations

Library meeting rooms are made available as a public service, and the use of meeting space in no way constitutes an endorsement of the program or philosophy of the group or individuals using the facilities. The Library Board of Trustees reaffirms the American Library Association’s Bill of Rights, which states that facilities should be made available on an equitable basis, regardless of the beliefs or affiliation of individuals or groups requesting their use.

Public use of the meeting rooms is not a primary mission of the library and must always be subordinate to the paramount need to provide a safe, peaceful, and respectful environment. No use of meeting rooms will be allowed that is likely to disturb library patrons in their customary use of library facilities, impede library staff in the performance of their duties, or endanger patrons, staff, or the library building or collections.

Any group or organization wishing to reserve library meeting rooms must first submit a Meeting Room Use Approval Form and receive approval from library administration before a room reservation can be scheduled. Applicants or organizations which fail to comply with the terms of the Regulations of Meeting Room Use may be refused the use of library meeting rooms in the future.

The Library Board of Trustees approves meeting room policy. Any requests for appeal of library administration decisions must be submitted in writing to the Library Board of Trustees.

Exceptions to the policy can be made by a majority vote of the Board of Trustees.

 

Approved May 12, 2008
Amended September 8, 2008

 

                                                                            
                                                                            
                                                                                        
Regulations for Meeting Room Use (download in PDF format)

The Library Board of Trustees approves the Regulations for Meeting Room Use. However, library administration may change these procedures to adapt to changing needs and circumstances.

• Any non-profit group or organization wishing to reserve library meeting rooms must first submit a Meeting Room Use Approval Form. This form must be submitted to and approved by library administration before a meeting room reservation can be scheduled.

• The Meeting Room Use Approval Form must be submitted by an applicant who is a representative for the non-profit group or organization, who then becomes the responsible party.

• The applicant must be a Leominster resident, at least 18 years of age.

• The applicant must have a C/WMARS Library Card in good standing.

• The applicant must attend the meeting and assume full responsibility for the use of the room(s).

• Once a Meeting Room Use Approval Form is approved, it is valid for one year, and meetings may be scheduled by submitting a Reservation Request Form.

• If the responsible party for an organization has changed, then a new Meeting Room Use Approval Form must be submitted.

Meeting Room Use Approval Forms and Reservation Request Forms are available in print at the Adult Reference Desk or online via the library website. The forms must be submitted at least fourteen days and no more than three (3) months in advance of an event.

• A Leominster group or organization may book up to 6 reservations in advance per year. After the last meeting scheduled in advance, an organization may request additional bookings; however, only one reservation may be made at a time.  Requests may be made no more than three (3) months in advance.

Non-Leominster groups or organizations may make only one reservation at a time.

• The applicant must provide a program description and contact information that will be published on the library’s online Calendar of Events in case attendees have questions about the program.

• All meetings or programs held in library meeting rooms must be open to the public.

• No fees, admission charges, collections, tuitions, sales, solicitations, stipends, or other fundraising activities are allowed.

• Use of library meeting rooms is free, but donations to the Friends of the Leominster Public Library are accepted.

• The reservation time stated on the agreement is the time when the first member of the group (trainer, leaders, etc.) arrives through the departure of the last person.

• Library meeting rooms must be vacated fifteen minutes prior to library closing.

• No food or beverages may be served or consumed in the library meeting rooms.

• No art and crafts projects, music programs or any other programs which would be a disturbance to library staff or patrons may be held in library meeting rooms.

• No smoking, open flames, or alcoholic beverages are permitted at any time in library building.

• The library’s walls, windows, doors and woodwork may not be used in any manner, including but not limited to tape, tacks, nails, or other fasteners. Signs, decorations, or displays must be limited to table tops or easels.

• The applicant is responsible for removal of trash from the library.

• The applicant assumes full responsibility for any damages to library property incurred during the meeting or in conjunction with the meeting.

• The applicant is responsible to cover the cost of cleaning or repair for any damages that occur during use of a library meeting room.

• Attendance must be limited to the stated legal capacity for a given room. Organizers should make attendees aware of emergency exits and escape routes from the library.

• Children and teenagers must be accompanied by an adult sponsor who is present in the room for the entire meeting.

• Children of meeting attendees cannot be left unattended in the library while the meeting is taking place. If an organization is planning a meeting where the attendees may be bringing their children, it is the responsibility of the organization to make separate arrangements with us to use our Children’s Program Room and provide activities and child care in the ratio of not more than 5 children per adult.

• The library’s telephones are not to be used for incoming or outgoing calls. Telephone messages will be taken only in the case of an emergency. The library’s fax machine is not available for public use.

• All meetings must comply with all applicable federal, state, and local laws and regulations.

• Groups reserving library meeting rooms assume full responsibility for providing and paying for special accommodations that are requested by participants in accordance with the Americans with Disabilities Act.

• The Library Board of Trustees reserves the right to determine, in consultation with law enforcement officials, whether the proposed use of library meeting rooms will require a police detail or other extraordinary police protections, and if so determined, the anticipated cost thereof will be borne by the applicant reserving the meeting space.

• The applicant must advise the library of meeting cancellations as soon as possible. The organization is responsible for notifying attendees of the cancellation. Repeated failure to notify library of cancellations will result in denial of future meeting room use.

• The library meeting rooms will not be available for use in the event that the building has closed due to emergency conditions or inclement weather.

Friends Room

• The Friends Room may be used by businesses for internal training and staff development sessions.

• The Friends Room may be used by clubs and groups that do not qualify as non-profit organizations. These clubs and groups may make more no more than one reservation at a time.

• The Friends Room may be used by study groups of five or more people.

• All of the previously states Regulations for Meeting Room Use apply.

Children’s Program Room

• The Children’s Program Room may be used for clubs and groups that do not qualify as non-profit organizations. These clubs and groups may make more no more than one reservation at a time.

• The Children’s Program Room may only be used by clubs and groups for children up to 11 years of age.

• All of the previously stated Regulations for Meeting Room Use apply.

Group Rooms

• The Children’s Group Rooms may be used only by children up to 11 years of age or by adults accompanied by children up to 11 years of age.

• Group rooms do not require an application or approval; however users must provide name and a contact telephone number at the time of reservation.

• Group rooms may be reserved in advance or used on a walk-in basis. Only one group room reservation may be made in advance.

•A Group Room reservation will be held for 30 minutes. The reservation may then be cancelled if others are waiting.

• There is a four-hour limit for group rooms. Time may be extended four hours at a time if others are not waiting.

• No food or beverages may be served or consumed in the group rooms.

 

Temporary approval March 10, 2008
Approved May 12, 2008
Arts and Crafts statement amended November 10, 2008
Group Room grace period added November 10, 2008
Applicant must have a C/WMARS Library Card in good standing added April 13, 2009
Use by Non-Leominster groups and organizations
added July 13, 2009
Use of Friends Room by businesses added September 14, 2009
No fees statement amended December 14, 2009
No food or beverages statement amended December 14, 2009
Use of Library A-V equipment removed December 12, 2011
Children of meeting attendees added July 26, 2012
Requests may be made no more than 3 months in advance added January 14, 2013
Reference to caterer deleted May 13, 2013
Art and crafts statement amended May 13, 2013
Walls, windows, doors, and woodwork statement amended May 13, 2013
Clubs and groups permitted to use Friends Room and Children’s Program Room added September 16, 2013
Children’s Group Room use by children up to 11 years of age or adults with children up to 11 years of age and Friends Room use by study groups of five or more added
December 9, 2013

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