Meeting Space Policy

The Baker Meeting Room in the Conant Public Library is available for use by town departments
or non-profit groups, when not scheduled for library programs. The room may be reserved for
activities held during hours the library is open; room use must end 15 minutes before closing. To
request a reservation for the meeting room, call the library at 978-422-6409.

REGULATIONS FOR USE

All meetings shall be free and open to the public.
Furnishings must be restored to the conditions existing prior to use. Library staff is not able to help with furnishing arrangements. The library is able to provide tables and chairs only; the library’s AV equipment, including projectors, screens and speakers, is not available for use.
The library does not have space to store materials for a group before or after a meeting.
Nothing may be attached to the walls.
Publicity for a meeting may not list the library phone number for further information, nor should it suggest the library endorses the meeting.
The library cannot be held responsible for lost or stolen items.
Any organization using a library meeting room shall indemnify and hold harmless the Conant Public Library and its Board of Trustees and the Town of Sterling and its officials for any and all liability which may arise from use of the premises.
All Town of Sterling ordinances and library regulations must be observed.

Responsibility for this is assumed by the person(s) who sign the application. Rooms must be reserved by a representative of the group who is 18 years or older; an adult 18 years or older must be present and have supervisory responsibilities at all times.

Current regulations and policies state that:

Children nine and under must be supervised by a responsible adult at all times.
Meetings may not interfere with the activities of library patrons and staff.
A group or individual using the meeting room is not permitted to approach, solicit, harass, or recruit participation from Library patrons.
Patrons using the Library are entitled to privacy and are not to be approached by outside groups.
The library must enforce the fire code capacity of 25.
Smoking, alcohol, food and beverages are prohibited.

Upon arriving at the library, the responsible party must check in at the circulation desk to read and sign the Meeting Room Policy. Staff will walk through the room with the responsible party. Following use of the meeting room, the responsible party must have a staff member check the room for damages prior to departing.

The meeting room privileges of any organization that fails to comply with the policies, procedures, and rules in this document will be rescinded.

If tables are to be used for craft, painting, or any kind of art activity, groups are responsible for providing and removing table coverings to protect the tables. Tables must be left in clean and unmarked condition. If activities result in any kind of litter or materials falling on floors, floors must be swept.

Groups should exercise all necessary precautions to avoid damage of library equipment, furnishings, floor coverings, and other library property. The group and its designated individual shall be responsible for any damage to library property.

CANCELLATIONS

Groups should give as much notice as possible by calling during hours the library is open.
The library may cancel due to building conditions, weather conditions, or other special situations. In non-emergency situations, the library will attempt to give as much notice as possible.

RESTRICTIONS

Under the terms of library policies the following restrictions apply:

There can be no solicitation of business. Goods or services may not be promoted, sold, or exchanged. The one exception is that authors who are giving talks or readings may sign and sell copies of their books.
The library is not able to schedule meetings that reoccur on a regular basis, so that future use for library programs is not curtailed.
The Board of Trustees will resolve any situation not covered by this document.