MARGARET E. SHERMAN MEETING ROOM REGULATIONS

The Margaret E. Sherman Meeting Room is available for use by various groups and organizations under conditions set by the Board of Library Trustees.

PURPOSE

It is primarily available for educational, civic and cultural activities such as group discussions, exhibits, lectures, and civic meetings. It is unavailable for uses not deemed to be in the public interest of the community as determined by the Board of Trustees, such as partisan, commercial or individual use. Young people’s and children’s groups may use the meeting room under adult supervision. All meetings should be open to the public. Use of the meeting room should not disrupt regular library business.

RESERVATIONS

Reservations of the room may be made at the circulation desk or by telephone. An organization is welcome to use the room for one meeting or program per year. If, after this meeting, further meetings are desired, the group may apply no more than one month in advance of each meeting. The name, address, and telephone number of a contact person should be given when each reservation is made. The library

will mail out a confirmation form, which should be returned at least 24 hours before the meeting.

CHARGES

There is no charge for the use of the room during normal library hours.

If the room is to be used during hours when the library is closed, this must be indicated at the time that the reservation is made. A custodial fee of $22.00 per hour (or any part of an hour) must be paid at the time the reservation is made, or with the return of the confirmation form. The check should be made out to the Town of Northborough. The time limit is 10:30 p.m. for any meeting unless the Board of Trustees has extended special permission for a later closing. The room cannot be used on days the library is closed entirely.

No admission fees may be charged or collections made.

ATTENDANCE AND PARKING

The number of persons attending a meeting is limited to 50.

Any group using the meeting room is responsible for making parking arrangements. The library parking lot will accommodate approximately 30 vehicles; typically a minimum of 15 of these spaces are used by library staff and patrons. Only authorized vehicles may park in the two handicapped parking spaces or in the fire lane.

FACILITIES AND EQUIPMENT

Each group is responsible for setting up the room (including arranging chairs, tables, etc.) in the way which it prefers and for leaving the room in a neat and orderly condition. The library has some equipment that may be used, listed on the separate confirmation sheet. Any such equipment should be requested at the time of the reservation, or no later than 24 hours before the meeting. Each group is, of course, responsible for the replacement of any damaged materials. The group is responsible for providing pens, markers, paper, tape, etc. or any other supplies that are needed.

Smoking and/or alcoholic beverages are not permitted. Facilities are available for serving light refreshments, but not for preparing and serving meals. Groups must provide their own coffee, cups, sugar, napkins, etc.

PUBLICITY

Any posters, flyers, or other publicity shall be the responsibility of the group using the meeting room. The library will post a notice of the meeting in its newsletter if desired, if the information is received by the printing deadline, and if space permits.

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The Trustees reserve the right to deny the use of the meeting room to any group that does not comply with the regulations.

*Current library hours:

Monday - Thursday: 9:30 a.m. - 8:30 p.m.

Friday & Saturday: 9:30 a.m. - 5:00 p.m.

4/4/1978, amended 2/16/1982, 5/8/1990

Addendum: Meeting Room Confirmation