[Approved 6-7-2010; amended 11-3-2014; 6-3-2019]
The South Hadley Public Library's Board of Library Trustees
has established this policy to ensure fair and equitable use of the
library's meeting spaces. Meetings being held at the library
must not interfere with regular library services or programs.
A.
All meetings must be open to the public. Library meeting space is
primarily for nonprofit organizations, community groups, and individuals
presenting civic, educational, and cultural programs to the public.
Private, closed, commercial sales, and/or family functions are not
permitted.
B.
Local businesses and associations may use the room for infrequent
business meetings, provided that direct public marketing and sales
do not take place.
C.
One person from each group must assume responsibility for the meeting
and provide contact information when reserving a room. Information
about their organization and a description of the program being offered
are required.
D.
All meetings must provide free admission to the program. Merchandise
related to the program may be sold as long as purchase is neither
mandatory for admission nor required to participate in the program.
Nonprofit groups may request voluntary, free-will donations from participants
to defray the cost of speakers and presenters.
E.
Because the library is a public meeting space, meetings being held
at the library will be listed on a public calendar of library activities.
F.
In order to make meeting space widely available to a variety of groups,
limits may be placed on the number of times a single organization
may use the meeting spaces in a calendar year.
G.
Requests for meeting space are reviewed by the Library Director for
compliance with library and Town policies. A meeting room request
form may be used by the staff to track meeting room requests. Requests
must be approved before space is reserved.
H.
Individual political candidates may not use the meeting rooms for
campaign purposes.
I.
Library programs (including those coordinated by the Friends of the
Library), Town-sponsored programs, and school-sponsored activities
will be given priority in reserving the room.
A.
Public meetings will be scheduled in the Trustees Conference Room
(capacity: 24) and the Community Meeting Room (capacity: 120). These
rooms are also available during non-library hours. A member of the
booking group must be trained by library staff in properly securing
the building.
B.
The Story and Craft Room may be reserved for youth-oriented activities
during normal library hours following the guidelines of this policy.
C.
The two Quiet Study Rooms on the library's second floor are
available on a drop-in basis. These rooms may be reserved at designated
times for library-sponsored programming.
D.
The exterior lawn, patio, and pergola areas on the library property
are considered meeting spaces for outdoor programming, and use of
those spaces will follow the guidelines of this policy.
A.
Presenters and attendees are subject to all library rules, regulations,
and policies, including those for behavior and children's safety.
Youth groups and activities must have adequate adult supervision.
B.
Group members are responsible for setting up the room as needed for
their meeting. Staff will assist by providing access to the necessary
furnishings. Library staff are not available for extensive furniture
setup.
C.
Light refreshments may be served in the Community and Trustee Rooms.
There is a small pantry in the Community Room; groups using the pantry
need to request it to be unlocked. Groups serving refreshments must
remove all leftover food and drink and deposit all trash into receptacles.
The room should be left clean and orderly after use.
D.
Requests to use the library's media equipment (projector, screens,
etc.) should be made at least two weeks in advance. Library staff
are available for basic instruction and an overview of the meeting
room technology and functions. Extensive training and technical support
are not available. Groups and individuals using library equipment
are responsible for having someone on site with the knowledge to use
it properly.
E.
A key must be checked out on a valid library card for events held
during non-library hours. Groups are responsible for meeting with
library staff to review opening/closing procedures, including the
alarm system. Improper use of the alarm system will result in a response
by the South Hadley Police Department.
F.
A group using the meeting room must hire a police officer at its
own expense if in the opinion of the Library Trustees, Library Director,
or law enforcement authorities the presence of a police officer is
advisable for public safety and/or order.
G.
The library is not responsible for items left in the building by
meeting participants.
H.
Damage or theft of library property or materials must be paid for
by the organization or person responsible for reserving the room.
I.
There is no smoking and no serving of alcoholic beverages in the
building or on the library property.
J.
The library will deny meeting space to any group or individual that
discriminates on the basis of race, color, creed, gender, religion,
handicap, or sexual orientation.
K.
Verbal or written cancellation of a meeting room reservation is required
at least two business days in advance. Repeated failure to notify
the library of a cancellation in the scheduled use of a meeting room
may result in the denial of any future requests by the sponsoring
organization.
L.
Any required permits or licenses are the responsibility of the meeting
group, not the library.
A.
Use of the library facility does not in any way constitute or imply
endorsement of the information being presented or displayed.
B.
Failure to observe this policy may result in groups being denied
access to meeting space for a time period determined by the Library
Director.
C.
The Library Director is responsible for enforcing this policy in
a fair and equitable manner. The Library Trustee Chair and Library
Director may make exceptions to this policy that benefit the library
and Town of South Hadley.
