To foster the goal of serving as a local community resource, the two meeting rooms in the library and the external grounds 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 rooms & library grounds policy helps ensure equal access and orderly scheduling. Library programming and functions will have priority over outside functions.
Available Spaces:
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.
The side yard is also available for use by groups. Access to facilities such as the restroom and/or kitchen outside of regular library hours is at the discretion of the Library Director.
Available equipment:
Tables and chairs are available for each space. Please consult Library Director as to availability of A-V equipment.
Policies:
Use of Library facilities must be scheduled at least one week in advance.
A group/individual may request/schedule multiple functions at a time, subject to approval by the Library Director, 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 fee for services. (EXCEPTIONS: 1. ARTWORK on display for library exhibits may be sold—See art show guidelines; 2. At a LIBRARY SPONSORED PROGRAM, the presenter may offer materials for sale. 3. BOOKS AND OTHER MATERIALS may be sold at the annual book sale conducted by the Friends of the Library.)
The person scheduling the meeting or function will be responsible for the group’s conduct and behavior and agrees to remove all materials brought in for the meeting/function.
No parents, guardians, etc. attending an outside-sponsored meeting or program may leave a child under the age of nine (9) unattended.
Groups will be responsible for setting up the meeting room or outdoor function according to their needs. Any special arrangements with technology must be made with the Library 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 any library spaces 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 & Library Grounds use.
Any group or individual that fails to comply with policy may be denied further use of library spaces.
Reservations are approved on a first come first served basis.
The Library Director will have final authority regarding use of the Library meeting rooms/grounds and/or cancellations and discontinuance of meeting room/grounds privileges.
The Library assumes no liability for any accidents or injuries that may occur while using library spaces.
Revised and approved by the Board of Trustees July 12, 2021
Reviewed and approved by the Board of Trustees July 11, 2022
Revised and approved by the Board of Trustees July 3, 2023
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