Meeting Room Policies

RESERVE A MEETING ROOM

In keeping with the Library's mission to create welcoming spaces that serve as public commons and encourage civic engagement by offering people opportunities to connect and interact, the Upton Town Library’s meeting rooms are available at no charge for use by community groups for informational, educational or cultural meetings and programs when not needed for library purposes.
Preference will be given to events which are free and open to the public.

As of July 1, 2017, the Upton Town Library has two spaces which can be reserved for use by the public:

Library Gathering Room: 300 square feet furnished with chairs, two tables, a television and access to a kitchenette with refrigerator, sink and microwave. Maximum occupancy 12.

Library Study Room: 60 square feet furnished with desk, two chairs and a computer with internet access. Maximum occupancy 4.
The Library facility does not meet ADA standards for accessibility. To request accommodation for individuals with disabilities, contact the Library Director.


Policies: 
1. Rooms may be reserved up to 30 days in advance for a maximum use of 2 hours per day, and are only available for use during the library’s regular operating hours.
Reservations can be made by calling the circulation desk, or using the Library’s online reservation system.

2. Each reservation must include the name, address, and phone number of a contact person, and a description of the intended use. The reservation is not complete until the Library Director confirms that the request is approved.

3. The contact person shall be responsible for compliance with the rules and regulations of the library, for the conduct of attendees, for the care and cleanliness of the room and any library equipment used, and for any setup required. All facilities must be restored by the contact person to their original condition. If the facility is not left in its original condition, the contact person may be charged for cleaning or repair services.

4. No program or meeting shall interfere with or disturb the normal operation of the library.

5. The contact person may advertise and publicize events that are held in library meeting rooms, but such advertisements shall in no way state or imply that the Library approves, sponsors, endorses or is affiliated with the event or group.

6. Other library policies, such as the Policy on Unattended Children, Policy on Young Adults, and Public Service Policy shall be in effect during all meeting room use.

7. Wireless internet access and library equipment in the meeting rooms are available for public use, but availability of equipment is subject to change without notice. Equipment owned by the Library may be made available at the discretion of the Library Director. Any additional equipment used must be approved by the Library Director.

8. Any equipment or possessions left behind in meeting rooms after the reservation ends will be considered abandoned.

9. In the event of an emergency or weather related closure of the library facility, the meeting rooms will also be closed.

10. Food and drink are allowed in meeting rooms, but the contact person is responsible for cleaning any spills or replacing any damaged equipment.

11. Alcohol, marijuana, tobacco products and “vaporizers” are prohibited in the library and meeting rooms.

12. Use of the meeting rooms by any group in no way implies endorsement of that group's policies or activities by the Library, Library Director, or Board of Library Trustees. Use by individuals for the purpose of conducting a political campaign or advocating an issue before the electorate is welcome as long as the library can meet state requirements for provision of equal access.

The Library Director reserves the right to reject any application for use of the meeting rooms, or to cancel any reservation without notice.

Approved July 10, 2017 by the Board of Library Trustees.