Meeting Room Policy
BROCKWAY LOCAL HISTORY ROOM
The
Brockway Local History Room was designed as a study room for the purpose of
research, proctoring exams and quiet study. It also is available for meetings
of local organizations requesting its use. While Library sponsored or
affiliated activities will be given priority, booking in general will be on a
first-come, first-serve basis.
The
Brockway Local History Room is available during and after Library hours and
when the custodian is in the building. All meetings must begin when library
staffer or the custodian is in the building and shall in no way interfere with
the Library's normal functions and services. No meeting may extend beyond the
hour of
11:00 p.m.
Setup and cleanup is the responsibility of the group and should be
accomplished within the reserved room time.
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 Brockway Local History 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 in the case of emergency due to such things as dangerous
weather conditions, power outages, etc.
The
Brockway Local History Room is not available to commercial enterprises or
organizations for the promotion of or the sale of goods or services for
monetary gain, or for purely private social functions. No fees, dues or
donations may be charged or solicited.
The
Brockway Local History Room use is subject to the same restrictions as the
Library and grounds:
·
Smoking
and alcohol consumption are not permitted in any part of the Library buildings
and on Library grounds;
·
Attendance must not exceed room occupancy limit of 20;
·
A
supervising adult must be present when minors are in attendance;
·
Any
individual or group using the library is expected to conduct themselves so
that normal library operation can proceed uninterrupted;
·
Hazardous materials and firearms are prohibited on the premises.
In
addition no food or drink is allowed in the Brockway Local History Room.
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 this
Room. Any individual, group or organization using the Room shall be held
responsible for willful or accidental damage to the Library buildings,
grounds, collections or equipment caused by the group or organization, its
members, or those attending the meeting.
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 Brockway Local History 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.
Adopted
by the Hopkinton Town Library Board of Trustees November 19, 2002.
Meeting Room
Reservation Form
Please print the form, fill it out and return to the library, or fax it to 603
746-6799.
