Meeting Room Policy
Charlton Public
Meeting Room Policy
The Trustees of the Charlton Public
All groups must fill out a Meeting Room Reservation Form and have it signed by the
Reservations for the use of library facilities shall be made by contacting the
1. Meeting rooms are assigned in order of receipt of application; recurring reservations for a room will be accepted for no more than a year at a time.
2. The person signing the reservation form must be 21 years of age or older and be in attendance when the meeting room is in use. S/he will be responsible for the conduct of the group.
3. During regular library operating hours, a representative from the group reserving the room must sign in at the circulation desk or with a library staff member when arriving and sign out when leaving. A staff member will then unlock the room for the group and later lock up the room when the group signs out.
4. Under no circumstances may use of the meeting rooms interfere with the use of the library by other patrons, the work of the library staff, or any other aspect of normal library operation.
5. Scheduling conflicts will be resolved at the Director's discretion.
6. All persons attending a meeting in a meeting room shall comply with all requests by library staff and, if applicable, the Charlton Police Department and Charlton Fire Department.
Individuals who fail to comply will be required to leave the library building and will be prohibited from using the meeting rooms in the future.
7. Each group using a meeting room shall be responsible to ensure that the meeting room is returned to the same condition as it was prior to the meeting. Failure to restore the meeting room to such prior condition shall render the group liable to the Board of Trustees for the cost of repair and clean up and may result in forfeiture of future bookings. ANY DAMAGE TO
8. The Charlton Public
9. Children or young adult groups may use the rooms provided one or more adults supervise the group at all times.
10. Use of the meeting room does not imply endorsement, support, or co-sponsorship by the Charlton Public
11. If a meeting is canceled, the
12. Meeting rooms will not be available when the library building is closed due to inclement weather or emergency conditions.
13. The Charlton Public
14. No posters, decoration or other items may be displayed on the walls without the approval of the Director.
15. Audiovisual equipment may be used. If you need to use av equipment please indicate so on the reservation form.
16. Smoking is prohibited.
17. No open flame is permitted at anytime.
18. If alcohol is to be served a one-day permit must be obtained from the Charlton Board of Selectmen; a general liability policy for $1,000,000/$3,000,000 including liquor liability in the amount of $1,000,000 must be attained and additionally the Town must be named as an Additional Insured. Only TIPS trained servers may serve alcohol and only vendors may bring alcohol into the building.
19.
20. No admission fee may be charged, no donations solicited, and no merchandise or beverages may be sold by any group without written permission in advance from the Board of
Charlton Public
There are no room charges for non-profit groups.
Dexter Hall is available to for-profit groups at a rate of $100.00 per meeting (3 hours). An additional $35.00 per hour is charged for each additional hour the room is used. No more than 180 occupants.
The Community Meeting Room has a fee for for-profit groups of $50.00 per meeting (3 hours). An additional $20.00 is charged for each additional hour the room is used.
When a room is reserved on the weekend when the library is closed and the custodian is not on duty, there will be a $25.00 per hour fee assessed to pay a security person to monitor the building.
If payment is being made by check, the check must be received at least 10 days in advance of the meeting.
Cash payments must be received at least one day before the event.
Please make all checks payable to "Town of
Adopted by the Board of
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