Hopkinton Town Library
Meeting Room Policies
W. BATES COMMUNITY ROOM
LOCAL HISTORY ROOM
Please print the form, fill it out and return to the library, or fax it to 603
Board of Trustees and Staff of the Hopkinton Town Library are pleased to be
able to provide meeting space to members of our community. The Library’s
Richard W. Bates Community Room and Local History Room are available free of
charge to any organizations in Hopkinton 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. Our meeting rooms are 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. Some exceptions may be considered with the approval of the Library
Director, including Friends of the Library events and author readings or book
If an organization wishes to make a
contribution to the Library as a result of its room use, it would be
much appreciated and used to help defray utility and cleaning costs.
Checks should be made payable to the Hopkinton Town Library.
is the Library Board of Trustee's intent to provide access to our meeting
rooms 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.
The Meeting Room calendar is available at our website
www.hopkintontownlibrary.org/community_room_calendar.htm. The calendar is
for your reference only and can only be updated by library staff.
How do I Reserve the Community Room or the Local History
Any new group or
organization wishing to reserve a meeting room must contact the Library
Director for an initial discussion of usage procedures and to obtain a Room
Reservation Form. This form must by updated annually on the anniversary date
of your initial application to use rooms. The person signing the form must
be a Hopkinton resident over the age of 18 and will be held responsible for
the group's adherence to usage rules.
For returning groups, assuming contact and other pertinent information
has not changed, all subsequent bookings can be made with Library Staff.
After filling out a Room
Reservation form, groups may contact the library in person, via email (email@example.com)
or by phone (746-3663) to check on room availability and to make a
Room reservations may be
scheduled up to three months in advance, beginning on the first of the month
(e.g. reservations for meetings in June may be made in March). Reservations
for one time only special events can be made as much as one year in advance.
If an organization is not
local, it must be represented by at least one Hopkinton resident, who is
responsible for filling out the room reservation form.
Cancellation of use by any
group should be made known to Library Staff as soon as possible so other
groups can be accommodated. 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. or upon occasion the Library’s own
need for the space.
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, communication 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. Please do not leave children under the age of ten unattended in
the library while you are in a meeting. The Local History Room is only
available during hours when the library is open unless special arrangements
have been made with the Library Director.
after-hours usage, the contact person will be required to pick up and sign for
the key while the Library is open. (If there is a reason that the contact
person listed on the form is not able to pick up the key, Library Staff must
be notified at least one day in advance.)
No meeting, function, or
activity may extend beyond the hour of 11:00 p.m. unless prior approval is
given by the Library Director.
Meeting Room Profiles and Requirements.
area referred to as the Community Room has a capacity of eighty and includes a
meeting room, three rest rooms (in entry hall), and the kitchen. It is
accessed by a door to the left of the main entrance as one faces the library.
Community Room has available eight folding tables and 75 stacking chairs. The
kitchen is available for the preparation and serving of refreshments, but all
supplies are the responsibility of the booked group. Groups may use the
refrigerator, stove, microwave and coffee machine but are responsible for
clean up and are asked to be sure that everything is left in neat order. A
piano, podium, television with VCR and DVD player, slide and overhead
projector and screen are available. Please check with staff in advance on the
availability of these items.
All setup and cleanup (including chairs and tables) is the responsibility of
the group and should be accomplished within the reserved room time. All doors
and windows must be checked and secured before a group leaves for the day.
Local History Room has a capacity of fifteen around an oval table. Two
bathrooms are in the hallway directly outside the LHR. No food or drink is
allowed in this room unless prior approval has been given by the Library
Director. Audio-visual equipment may be used in the LHR if prior arrangements
have been made.
your meeting takes place during regular library hours, please ask
participants to park in the lot to the right of the library as you face
it. Thank you.
Meeting Room use is subject to the same restrictions as the Library building
alcohol consumption are not permitted in any part of the Library or on Library
must not exceed room occupancy of eighty for the Community Room and fifteen
for the Local History Room as set by the fire warden;
seeing eye/service dogs, no animals or other pets shall be allowed in any part
of the library
unless they are part of a program approved by the Library Director;
adult must be present when minors are in attendance;
materials and firearms are prohibited on premises.
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
Meeting Rooms. Any individual, group, or organization using the meeting rooms
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.
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 Meeting Room policy and rules of conduct may
result in the cancellation or refusal of future reservations.
Hopkinton Town Library Board of Trustees reserves the right to amend this
policy as is deemed necessary by the Board.