Meeting Room Policy
RICHARD W. BATES COMMUNITY ROOM
The
Richard W. Bates Community Room at the Hopkinton Town Library is available for
use to any local organization engaging in educational, cultural, intellectual,
or charitable activities and events, regardless of the beliefs or affiliations
of individuals or groups requesting its use. While Library-sponsored or
affiliated activities will be given priority, booking in general will be on a
first-come, first-served basis. The Community Room is not available to:
commercial enterprises or organizations for the promotion of or the sale of
goods or services for monetary gain; nor for purely private social functions.
It is
the Library's intent to provide access to the Community Room for as many
eligible groups as possible. Since there may be conflicts in scheduling, we
ask your cooperation as we try to accommodate all requests. Reservations for
special events can be made as much as one year in advance. Groups or
organizations wishing to book their regularly scheduled meetings can reserve
the room on a quarterly (3 month period) basis. Any group or organization
wishing to reserve the Community Room must contact the Library Director for an
initial discussion of usage procedures and to obtain a Room Reservation Form.
Assuming contact and other pertinent information has not changed, all
subsequent bookings can be made with Library Staff. A completed and signed
Room Reservation Form will be required of all groups. The person signing
the form will be held responsible for the group's adherence to usage rules.
Cancellation of use by any group should be made known to Library Staff as soon
as possible. The Library reserves the right to cancel any meeting or event in
the case of emergency due to such things as dangerous weather conditions,
power outages, etc.
Use of
the Library does not constitute Library endorsement and no announcements or
advertisements should imply such. The Library may not be used as a mailing or
headquarters address for any organization, nor will the Library Staff take
personal non-emergency calls for people attending meetings.
The
Community Room is available during and after Library hours. Activities during
normal Library hours shall in no way interfere with the Library's normal
functions and services. For after-hours usage, the contact person will be
required to pick up the key while the Library is open. Arrangements are to
be made with the Library Director upon completion and acceptance of the Room
Reservation Form. No meeting, function, or activity may extend beyond the hour
of 11:00 p.m.
The
area referred to as the Community Room includes the meeting room, the coat
room, three rest rooms (in entry hall), and the kitchen. The Community Room
has available folding tables and stacking chairs. The kitchen is available for
the preparation and serving of refreshments, but all supplies are the
responsibility of the booked group.
All
setup and cleanup is the responsibility of the group and should be
accomplished within the reserved room time.
The
Community Room use is subject to the same restrictions as the Library building
and grounds:
·
Smoking
and alcohol consumption are not permitted in any part of the Library or on
Library grounds;
·
Attendance must not exceed room occupancy limit as set by the fire warden;
·
Except for seeing eye/service dogs, no animals or other pets shall be allowed
in any part of the library
·
A
supervising adult must be present when minors are in attendance
·
Hazardous materials and firearms are prohibited on premises.
The
Library is not responsible for the loss of or damage to any equipment or
materials owned or rented by an individual, group, or organization using its
Community Room. Any individual, group, or organization using the Community
Room shall be held responsible for willful or accidental damage to the Library
building, grounds, collections, or equipment caused by the group or
organization, its members, or those attending its program.
Any
individual, group, or organization holding a meeting in the Library must fully
release and discharge the Hopkinton Town Library, its trustees and staff, the
Town of Hopkinton, and its officers, agents, and employees from any and all
claims from injuries, including death, damages, or loss, which may arise or
which may be alleged to have arisen out of, or in connection with the meeting.
They must further indemnify and hold harmless and defend the Hopkinton Town
Library, its trustees and staff, the Town of Hopkinton, and its officers,
agents, and employees from any and all claims resulting from injuries,
including death, damages, and losses, including but not limited to the general
public, which may arise or may be alleged to have arisen out of, or in
connection with the meeting.
Failure
to abide by the Library's Community Room policy and rules of conduct may
result in the cancellation of, or refusal of future reservations.
The
Hopkinton Town Library Board of Trustees reserves the right to amend this
policy as is deemed necessary by the Board.
Rev.
07/16/98
Rev.
10/16/07
Meeting Room
Reservation Form
Please print the form, fill it out and return to the library, or fax it to 603
746-6799.
