Weston Public Library

 

Policy on Use of Community and Conference Rooms

 

 

Policy Statement

The Weston Library Community and Conference Rooms are made available to the public served by the Library in accordance with Article VI of the American Library Association’s Library Bill of Rights, which states that such facilities should be available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.  The rooms may be used for programs that are consistent with the Library’s Mission Statement and its role as an educational and cultural hub of our community.  Permission to use the rooms does not constitute an endorsement of the group’s policies or beliefs by the Weston Library.

 

Room Specifics

The rooms are provided to the community free of charge.

 

Community Room:  The community room can accommodate a maximum of 100 people and is available for use when the Library is open or at a time agreed upon by prior arrangement.  The Steinway baby grand piano housed in this room is available for use by the public upon prior request, subject to the requirements specified by the Library Director.  Refreshments may be served in the community room, which has direct access to a small kitchen.

 

Conference Room:  The conference room can accommodate a maximum of 11 people and is available for use when the Library is open.  No refreshments are permitted in the conference room.

 

Audio-visual equipment is available for use in either room, in accordance with procedures provided in advance by the Library Director.

 

Application Process

            Application forms for use of the community and conference rooms are available at the front desk of the Library or may be downloaded from here.  The Library Director is authorized to determine the appropriate use of the rooms.  A party whose application is denied may appeal the decision of the Library Director to the Library’s Board of Trustees.

            Each applicant will designate an individual who will be responsible for supervision of the room during its use, and for clean-up and lock-up in accordance with procedures provided in advance by the Library staff.

 

Additional Terms of Use

  1. Priority in scheduling will be given to Library sponsored events and programs, including those sponsored by the Library Board and the Friends of the Library, and to meetings, events or programs sponsored by the Weston town government, its agencies and organizations.  Room use will then be determined on a first-come, first-served basis.  If necessary, the Library Director may limit the frequency of room use by one applicant in fairness to other applicants.
  2. Whenever possible, an applicant shall not cancel an event on less than one week’s prior notice to the Library Director, in order to accommodate other potential users of the room. 
  3. All programs must be free of charge and open to the public.
  4. Merchandise may not be sold at the Library and the rooms may not be used for fundraising purposes.  An exception to this policy may be made by the Library Director for any Weston-based organization using the rooms for programs that do not conflict with the Library’s Mission Statement, as interpreted by the Library’s Board of Trustees.  Any group seeking such an exception must do so at the time of application for use of the room.
  5. Children and young adults (age 18 and under) may use the rooms with adequate adult supervision, as defined in advance by the Library Director.
  6. Each group or individual must leave the rooms and kitchen clean, and tables, chairs and other Library equipment must be put back where they were found.  The user is responsible for loss or damage resulting from their use and for additional custodial fees if the rooms are not left in good order.  Prompt payment for any loss or damage is expected.  Users are not permitted to store any materials before or after their event.  The Library is not responsible for any equipment, supplies, materials or other items belonging to any group or individual.
  7. All publicity must include a prominent statement that the program is not sponsored or endorsed by the Weston Public Library.  The publicity materials must identify the sponsor and provide a contact phone number that is not the phone number of the Library.