Holbrook Public Library - Meeting Room Policy and Procedure
The Holbrook Library exists for the purpose of providing library services for the residents of Holbrook, Massachusetts. The library has one small meeting room on the basement level which is used primarily for library programs, but may be used for meetings by civic, cultural, charitable, and educational non-profit groups and organizations that have a substantial connection to the Holbrook community and are engaged in activities consistent with the library’s mission.
The meeting room is subject to the policies and procedures outlined below, and in accordance with the principles set forth in the American Library Association’s Library Bill of Rights, which states, “Libraries that make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.”
Use of the meeting room does not imply endorsement, support, or co-sponsorship of the activities or of the beliefs of the group using the meeting room by the Holbrook Public Library, the Board of Library Trustees, or the Town of Holbrook. Groups or individuals using the meeting room may not imply that the meeting is sponsored, co-sponsored, or endorsed by the library or the Town in any advertising or publicity.
The Library Director reserves the right to refuse the use of the library meeting room or cancel any meeting room reservation when the Director deems it to be in the best interest of the Holbrook Public Library.
When the meeting room is not being used for library programs, the Board of Library Trustees welcomes non-profit groups whose primary clientele are Holbrook residents to use the room for meetings. Such use of the room must be free and open to the public, unless it is a fundraiser specifically for the library. The meeting room is not available to businesses, private organizations, or for private social functions. The meeting room will be scheduled according to the following priorities:
- Library related programs or meetings
- Friends of the Holbrook Library and Holbrook Library Fund meetings and activities
- Municipal meetings or programs
- Other local non-profit groups may use a room once a month for meetings (but not programs) as scheduling permits. Occasionally, a group may use the room more often if such use does not inhibit other groups from using the space.
-All requests to use the meeting room must be made in advance by a Holbrook resident who takes responsibility for the group's compliance with the library’s meeting room policy and procedures.
-Reservations may be requested by not-for-profit organizations and agencies no more than 3 months and no less than 3 weekdays in advance of the meeting. The applicant will receive a confirmation when the request is approved. The meeting room is not officially reserved until confirmed. Reservations are considered in the order they are received.
-The Library Director shall have the right to cancel, reschedule, or transfer meeting room locations or dates that conflict with library sponsored programs and/or special events. In such cases, the library will make its best effort to give advance notice.
-The group is expected to adhere to the stated purpose of the meeting.
-Meetings must be free and open to the public. No admission fees can be charged. No collections or donations can be solicited. No items can be sold.
-The meeting room is not to be used for social, partisan religious, partisan political purposes, or for the benefit of commercial enterprises or individual use; you may not solicit for a particular business or cause, or gather personal information from attendees. No fundraising is allowed, unless it is for the library.
-Meetings may not disrupt the use of the library by others. Persons attending the meeting are subject to all library rules and regulations.
-Groups using the meeting room will be held responsible for any costs incurred by the Library or the Town as a result of that use. The Library Director reserves the right to determine whether any proposed use of the meeting room will require a police detail or other extraordinary police protection, and if so, the anticipated cost thereof which shall be the responsibility of the group. Payment shall be made to the Library prior to the event.
-The meeting room can only be scheduled by outside groups during open library hours and must end at least 15 minutes before closing time.
-No custodial services are provided in connection with use of the meeting room. Storage facilities are not provided. The condition of the room must be neat when vacated. All furniture must be set up by the group and must be back in original positions after use of the meeting room. All supplies brought in such as food, napkins, towels, etc must be taken home, including leftovers. Trash is to be taken with you. The library will not supply any equipment associated with the serving of refreshments. There will be no cooking or food preparation on site. Dishwashing facilities are not available.
-Fire laws limit maximum capacity to 100 people without furniture, but please set up a meeting to view the room beforehand so you can see the layout.
-No alcoholic beverages are allowed anywhere in the library unless a temporary liquor license is approved by the Town for a special event. Such an event will need permission from the Library Director.
-All activities must be confined to the meeting room. Approaching library users for the purpose of encouraging participation in the group's activities is prohibited.
-Groups that wish to use the library’s technology for their meeting are strongly encouraged to test their equipment for compatibility ahead of time. Library staff may not be available for help immediately before a meeting is scheduled to begin.
-Permission to meet at the library does not in any way constitute or imply endorsement of the users’ policies, beliefs, or programs by the library staff or Board of Library Trustees.
-Groups using the meeting room agree to indemnify and hold harmless the Town of Holbrook, the Board of Library Trustees, the Holbrook Public Library, and their employees, officers, agents and representatives, from any and all suits, actions, claims, or demands of any nature arising out of or brought on account of any injuries or damages sustained by any person as a consequence or result of the use of the room, its furnishings, or its equipment.
Any exceptions must be approved by the Library Director before a reservation is made. Failure to follow the meeting room policy and procedures may result in the cancellation of your reservation and/or loss of future use of the meeting room. Questions of interpretation will be referred to the Library Director. Final determination rests with the Board of Library Trustees.
Approved March 7, 2023 by the Holbrook Board of Library Trustees