Meeting Rooms Policy

Approved by Trustees July 6, 2015

To foster the goal of serving as a local community resource, the two meeting rooms in the library are available for use by non-profit, educational, cultural and civic organizations that have a substantial connection to the Fitzwilliam community and are engaged in activities consistent with the Library’s mission. The meeting room policy helps ensure equal access and orderly scheduling. Library programming and functions will have priority over outside functions.

Available Rooms:

The Quick Room on the main floor of the library with a maximum capacity of 40 persons is available for scheduling during hours the library is open to the public. Limited kitchen facilities are available for use. Light refreshments may be served. When possible meeting room use may continue past library closing time. Such arrangements must be made with the Library Director when scheduling the event. In certain cases groups may be required to close and lock the facility themselves.

The second floor meeting room with a capacity of 40 and elevator access is used for art exhibits during the summer and may be used for other meetings during library hours in the non-heating season. There are no kitchen facilities on the second floor. Light refreshments may be served.

Available equipment:
Tables and chairs are available for each room. Please consult Library Director as to availability of A-V equipment.

Policies:

Room use must be scheduled at least one week in advance.

A group/individual may request/schedule up to two meetings at a time by filling out and submitting the application form.

Meetings and programs must be free and open to the public. No group or individual using the rooms shall charge an admission fee or sell materials or services. (EXCEPTION: ARTWORK ON DISPLAY FOR LIBRARY EXHIBITS MAY BE SOLD---SEE ART SHOW GUIDELINES)

The person scheduling the meeting will be responsible for the group’s conduct and behavior and agrees to remove all materials brought in for the meeting.

No parents, guardians, etc. attending an outside-sponsored meeting or program may leave a child under the age of nine (9) unattended in the building.

Groups will be responsible for setting up the meeting room according to their needs. Any special arrangements with technology must be made with the Director in advance.

No smoking or alcoholic beverages are permitted in the building or on library property.

No open flames, burning candles or burning incense are allowed.

Library facilities must be left in a clean and orderly condition; chairs replaced as originally set up, trash removed, lights turned off, windows closed and doors locked. Users will pay the cost of repairs for any damage to the facility. The Fitzwilliam Town Library is not responsible for any materials or equipment left in the building by users.

Groups or individuals booking the meeting rooms may not discriminate on the basis of race, creed, color, age, sexual orientation, disability, gender, religion, national origin or citizenship. The fact that a group is permitted to meet at the Fitzwilliam Town Library does not constitute an endorsement of the group’s policies or beliefs and publicity for the event must not imply library sponsorship.

The library reserves the right to deny, change or cancel reservations if a program is disruptive to the library’s operation or is in violation of rules governing the Meeting Room use or use of the library.

Any group or individual that fails to comply with policy may be denied further use of the meeting rooms.

Reservations are approved on a first come first served basis.

The Library Director will have final authority regarding use of the Library meeting rooms and/or cancellations and discontinuance of meeting room privileges.

Request for use of Public
Meeting Rooms
FITZWILLIAM TOWN LIBRARY • 11 Templeton Turnpike • Fitzwilliam, New Hampshire 03447
603-585-6503

Space requested (circle one): Quick Meeting Room (first floor)
Upstairs Meeting Room (Library hours only)

Name of Group requesting space:

Date of event: Start time: End time

Planned activity:

Group size expected:
Library equipment requested:

Individual completing application:

Title/affiliation if applicable (President, Treasurer etc.):

Mailing address:

Phone: Cell phone:

Email:

Date filed:

I, as an individual or representative of a group or organization, accept responsibility for any damage or loss of library equipment and facilities incurred to the Library as a result my/our use of library meeting space.
By signing below, I am attesting that I have received and read the Fitzwilliam Town Library’s Meeting Room policy and agree to abide by all terms and conditions stated therein.
Signature:_________________________________________________
Approved: Not approved:
Approved by:
Date:
Comments: