SHREWSBURY LIBRARY MEETING AND EXHIBIT POLICIES
FOR NON-LIBRARY SPONSORED GROUPS
PURPOSE
The Library offers exhibit spaces and meeting areas free of charge for individual and group use. Availability for the use of these spaces and areas is provided on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
In keeping with the Library’s mission and strategic initiatives to create welcoming spaces that serve as public commons and to encourage civic engagement by offering people opportunities to connect and interact.
The Shrewsbury Library meeting room areas are available for use by groups or individuals for informational, educational or cultural meetings and programs when not needed for Library purposes.
The Library Board encourages the use of Library meeting rooms and exhibit spaces as long as this use does not interfere with the normal functions of the library.
Use of the Library meeting rooms does not imply endorsement by the Library of the viewpoints presented.
POLICIES
All events shall be free of charge and open to the public; no attendance or entry fee may be charged by groups or individuals making use of public commons areas.
The Mitch Spencer Room is the Library’s largest public commons area and is available for larger groups and/or exhibits. The Mitch Spencer Room also serves as a Library collection area.
Groups or individuals who use the Mitch Spencer Room or any other meeting area are prohibited from interfering with the general public’s ability to access the Library’s collection.
A meeting/exhibit area may be reserved for use during or after the Library’s hours of operation. After hours of operation, access will be granted to the kitchen and bathroom, but access to the Library’s collection is off-limits. Reservation and Board approval is required for after-hours use of the Library. Reservations are made on a ‘first-come, first-serve’ basis and may not be scheduled for more than one month in advance of the event.
Out of consideration for other patrons during the hours-of-operation, larger groups may be requested to use the Mitch Spencer Room.
During the after-hours, a fee may be charged to any non-Library related group for operating expenses, such as heat and electricity, based on use. The Board on an annual basis establishes the rate.
Groups wishing to use the Library should complete a meeting room application, which will be reviewed by the person appointed by the Board. The person who signs the application may pickup a key for entry to the building during library hours, on the day before or on the day of the event.
Programs involving the sale, advertising, promotion of either commercial or not-for-profit products or services are prohibited except for those covered by the Library policy which allows groups or individuals with pre-approval, to sell materials related to their program at Library sponsored events. Programs shall not focus on the sale of products or services.
Limited space and seating are available throughout the Library. The Mitch Spencer Room can accommodate up to 45 people.
The Library Director and/or the assigned scheduler reserve the right to cancel any prescheduled use of the room due to unforeseen circumstances.
Charges to cover the cost of materials (such as craft supplies) may be levied if the person or group has the permission of the Library Director or the Board of Trustees in advance.
Private parties are prohibited from using the Library meeting and exhibit areas.
Users agree to abide by all regulations of the Library relating to the use of the facilities and accept responsibility for all damages caused to the building and/or equipment beyond normal wear.
Fees may be charged to groups or individuals if the Library incurs damages from non-Library sponsored group use.
Groups only with prior permission may use library audio-visual equipment.
Wireless Internet access is available in the meeting room. Groups will need to bring their own laptops.
The facility must be cleaned up and left in the same condition as it was prior to the event.
If applicable, the lights shall be turned out, doors (and windows) shall be locked, and the key shall be returned promptly to the outside drop-box. A fee of $15 per day will be assessed will be assessed if the key(s) are not returned promptly.
Groups using the Library may serve refreshments. With the exception of alcohol, which is not permitted.
There will be no smoking in the Library at any time.
Download a meeting room request form below.
FOR NON-LIBRARY SPONSORED GROUPS
PURPOSE
The Library offers exhibit spaces and meeting areas free of charge for individual and group use. Availability for the use of these spaces and areas is provided on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
In keeping with the Library’s mission and strategic initiatives to create welcoming spaces that serve as public commons and to encourage civic engagement by offering people opportunities to connect and interact.
The Shrewsbury Library meeting room areas are available for use by groups or individuals for informational, educational or cultural meetings and programs when not needed for Library purposes.
The Library Board encourages the use of Library meeting rooms and exhibit spaces as long as this use does not interfere with the normal functions of the library.
Use of the Library meeting rooms does not imply endorsement by the Library of the viewpoints presented.
POLICIES
All events shall be free of charge and open to the public; no attendance or entry fee may be charged by groups or individuals making use of public commons areas.
The Mitch Spencer Room is the Library’s largest public commons area and is available for larger groups and/or exhibits. The Mitch Spencer Room also serves as a Library collection area.
Groups or individuals who use the Mitch Spencer Room or any other meeting area are prohibited from interfering with the general public’s ability to access the Library’s collection.
A meeting/exhibit area may be reserved for use during or after the Library’s hours of operation. After hours of operation, access will be granted to the kitchen and bathroom, but access to the Library’s collection is off-limits. Reservation and Board approval is required for after-hours use of the Library. Reservations are made on a ‘first-come, first-serve’ basis and may not be scheduled for more than one month in advance of the event.
Out of consideration for other patrons during the hours-of-operation, larger groups may be requested to use the Mitch Spencer Room.
During the after-hours, a fee may be charged to any non-Library related group for operating expenses, such as heat and electricity, based on use. The Board on an annual basis establishes the rate.
Groups wishing to use the Library should complete a meeting room application, which will be reviewed by the person appointed by the Board. The person who signs the application may pickup a key for entry to the building during library hours, on the day before or on the day of the event.
Programs involving the sale, advertising, promotion of either commercial or not-for-profit products or services are prohibited except for those covered by the Library policy which allows groups or individuals with pre-approval, to sell materials related to their program at Library sponsored events. Programs shall not focus on the sale of products or services.
Limited space and seating are available throughout the Library. The Mitch Spencer Room can accommodate up to 45 people.
The Library Director and/or the assigned scheduler reserve the right to cancel any prescheduled use of the room due to unforeseen circumstances.
Charges to cover the cost of materials (such as craft supplies) may be levied if the person or group has the permission of the Library Director or the Board of Trustees in advance.
Private parties are prohibited from using the Library meeting and exhibit areas.
Users agree to abide by all regulations of the Library relating to the use of the facilities and accept responsibility for all damages caused to the building and/or equipment beyond normal wear.
Fees may be charged to groups or individuals if the Library incurs damages from non-Library sponsored group use.
Groups only with prior permission may use library audio-visual equipment.
Wireless Internet access is available in the meeting room. Groups will need to bring their own laptops.
The facility must be cleaned up and left in the same condition as it was prior to the event.
If applicable, the lights shall be turned out, doors (and windows) shall be locked, and the key shall be returned promptly to the outside drop-box. A fee of $15 per day will be assessed will be assessed if the key(s) are not returned promptly.
Groups using the Library may serve refreshments. With the exception of alcohol, which is not permitted.
There will be no smoking in the Library at any time.
Download a meeting room request form below.
| meeting_room_request_form.docx |