Use of Meeting Rooms

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Meeting Room Policy

USE OF MEETING ROOMS

The Trustees of the Jones Library have formulated these policies on meeting room use to ensure that Amherst residents have the greatest possible access to educational and cultural opportunities. The Library encourages events that are open to the public free of charge.

Meeting rooms are made available as a public service and booking a room in no way constitutes an endorsement of the program or philosophy of the group or the individuals using the facilities. The Trustees reaffirm the American Library Association's Bill of Rights which states that facilities should be made available on an equitable basis, regardless of the beliefs or affiliation of individuals or groups requesting their use.

Groups, defined as two or more persons, may use the Library's meeting rooms. Individuals may use meeting rooms to present recitals and other events. The Jones Library, Inc. charges some groups and individuals for the use of its facilities. Room rentals are paid to the Jones Library, Inc. The Amherst Town Government Act authorizes this practice. Staff and officers of the Friends of the Jones Library System may use the rooms for Library sponsored events without charge. There is also no fee for library agencies, such as WMRLS and MBLC.

REGULATIONS AND PROCEDURES

  1. REQUEST PROCEDURE
    1. The office staff will make all room reservations. Reservations will be made after the Office receives a completed registration form and full payment (if required). The signer of the agreement will be held responsible for any damages to the facilities. Clean up charges will be assessed in cases of unusual wear and tear on the room.
    2. The person reserving the room must be the applicant listed on the registration form. Each applicant will receive a copy of this policy and fee schedule when making a room reservation.
    3. Reservations are accepted in person and by mail (after receipt of reservation card and rental).
    4. Space may be reserved up to 6 months in advance, on a space available basis. The Library will accept up to 26 reservations per calendar year from the same applicant. The limit of 26 reservations includes events when the Library is closed. An applicant may hold up to 8 meetings a year starting after 6:00 p.m. on nights when the Library is open. Library staff may reserve rooms for Library events up to 24 months in advance.
    5. Office staff will enter room reservations on the calendar upon completion of a registration form and payment of the fee. Full payment of a fee is due when making the room reservation. Payment for "after hours security staff" is due in full seven days in advance of the event.
    6. Cancellation of a reservation must be reported 5 days (of Library operation) in advance. Refunds of half of the paid rent will be refunded with the previously mentioned five day notice. Failure to cancel or to appear for a reservation will result in forfeiture of room use privileges. The Library reserves the right to refuse service to patrons with an outstanding Library bill over $75.00.
    7. Requests to waive room rental fees should be addressed in writing to the Board of Trustees for consideration.
    8. The Library Director will interpret the room use policy.
    9. Library audiovisual equipment may be reserved for a small fee on first come, first serve basis. Reservations must be made at least one week in advance. Equipment fees are non-refundable. Current equipment includes video projector, DVD player, TV/VCR, slide projector, overhead projector, mounted and portable screens, microphone and speaker, CD player. Assistive listening devices are provided without charge.

  2. DEFINITIONS
    1. Civic Groups: A civic group shall be defined as non-profit, public service group conducting that type of activity or a locally based group that is educationally or culturally oriented in its major purpose, as determined by Library staff in consultation with representatives of the applicant organization. Local, state and federal government agencies are considered civic groups. University, ollege and school groups are expected to use facilities in their parent institution.
    2. Non-profit Businesses: Have a 501(c)3 tax status, and are not considered civic groups.
    3. Self-employed Persons: Library meeting rooms may not be reserved for individual therapy or private one to one instruction for pay. The ESL rooms on the lower level are reserved for use by Library-sponsored ESL tutors only.
    4. Businesses: Are expected to pay rental fees for product demonstrations and other "free introductory offers" which solicit business customers.
    5. Amherst Room: A small conference room on the second floor, accommodating a maximum of 15-20 people. Available: Large table, three small folding tables, 25 folding chairs, and wireless Internet.
    6. Large Meeting Room: A multi-purpose room on the ground floor accommodating 100 people. Several folding tables, 100 folding chairs and "galley kitchen with a microwave," cable TV access are available. Wireless Internet is available. Steinway piano and theatrical lighting.
    7. Fund Raisers: Mass. General Laws Chapter 55 prohibits fundraising for all political causes at public libraries. All other fund raising events, including those suggesting free will donations, will be considered as events with an admission charge.

  3. CONDITIONS FOR USE
    1. When reserving a room, specify the number of chairs needed and other equipment needed. The Library will provide chairs and tables assigned to each room and other equipment, as available. The event sponsor must set up equipment and chairs. After the event, the room must be returned to the condition in which it was found. Furniture from other rooms in the Library may NOT be used.
    2. All events including clean up must conclude one half hour before the Library's closing time. Groups meeting AFTER HOURS must pay $30/hour to a qualified staff person in addition to any room rental fee.
    3. Sponsors of events serving beverages and refreshments are responsible for all clean up and other food arrangements. NO ALCOHOL is allowed in the Library. The Library does not provide flatware, or serving dishes. Should cleaning be required after an event, the event sponsor will be charged the actual cost of the cleaning. Do not leave anything in the refrigerator.
    4. SMOKING IS PROHIBITED throughout the Library as required by state law. No open flames are permitted in the Library, per Fire Department regulations.
    5. Applicants are expected to treat Library users with normal courtesy. Library use requires that there be no excessive noise on the premises.
    6. Groups sponsoring events are responsible for liability of the participants, both active participants and the audience, in any program on Library property.
    7. The Library will refuse space to individuals or organizations, which have previously failed to comply with stated conditions for use. This includes (but not limited to) failure to allow staff to follow normal lock-up procedures, excessive noise which causes complaints from other Library users, or failure to make a reasonable effort to clean up after serving refreshments.
    8. The Library reserves the right to turn over delinquent accounts for non-payment of rental fees to a collection agency, if a request for payment from the Library is not met within 20 days.
    9. The Library Office cannot deliver messages to anyone attending a meeting in the Library. Please use cell phones or the pay telephone to call your office/associates and bring supplies such as flip charts as needed.
    10. No signs for events in Library meeting rooms shall be permitted outside on the grounds of the Library, unless it is a Library-sponsored event. State law prohibits signs in any way attached to a tree, rock, or natural feature. Public meetings are listed by Library staff on weekly calendars and posted on the daily announcement board.
    11. For events when the Library is closed, signs may be posted at the entrances to the Library. Such signs may not exceed 11" x 17" and must be removed by the time that the Library opens.

    SNOW DAYS -- BAD WEATHER GUIDELINES

    Library activities and services will be open as usual unless specific announcements are made to the contrary. Such announcements will be made beginning at 7:30 a.m. on the day in question via radio stations WHMP and WRSI, TV stations WWLP Channel 22, WGGB Channel 40, and CBS-3. Signs will be posted at the entrances if the Library closes after it has opened.

    Rescheduling events: The Library Office staff will attempt to contact sponsoring organizations if the Library closes, forcing cancellation of a program. An attempt will be made to reschedule, based on space available. Organizations are allowed to reserve "snow dates" if they wish. However, it is the group's responsibility to ascertain that the Library has not opened for the day by listening to the above TV and radio stations.

    Approved by the Jones Library Board of Trustees September 29, 2005, revised December 14, 2005.

  4. ROOM USE FEE SCHEDULE (as of December 15, 2005)
    5. Amherst Room Large Meeting Room
    1. Free event sponsored by Library staff or Board of the Friends of the Library, Amherst civic groups & individuals, Library agencies, author book signing/sales. No Charge No Charge
    2. Use of the meeting rooms by non-Amherst group or sponsor. $10 added to other fees $10 added to other fees
    3. Free event to present information about a business by 501(c)3 Non-profit group or a commercial business. $10.00 $20.00
    4. Event with admission fee, fund-raiser, donation requested-sponsored by civic groups or individuals or by a 501(c)3 Non-profit group. $20.00 $40.00
    5. Event with admission fee, fund-raiser, donation requested-sponsored by commercial business $40.00 $80.00
    6. 6. Music recital or any event using the grand piano None $50.00
    7. Private parties serving food, e.g. birthdays, weddings Not available $50.00
    Added Services
    8. Use of the Library's audiovisual equipment (1 or more pieces) per reservation, NON REFUNDABLE. $5.00 $5.00
    9. After Hours: Events held in the Large Meeting Room before or after normal Library hours (except no room charge to set up between 8 a.m.-9 a.m.) No room charge to Town Boards or Committees, but after-hours staff must be paid. Not available $20.00
    10. After Hours: Sponsors pay $30/hr. to staff to monitor events for building security while the Library is closed. No half hour increments. Pay the individual directly one week in advance. Not available Pay directly to staff person.

    This page last updated on November 13, 2008.