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Meeting Room Policy

I. Statement of Purpose

The Cora J. Belden Library views the use of the meeting rooms as an extension of library services and its mission. The rooms should be available to the community in its broadest sense and reflect the educational, cultural, social, and recreational role the library plays.

The Library subscribes to Article IV of the Library Bill of Rights which states that facilities should be made available to the public served by the library on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.

II. Eligibility

A. Only non-commercial, not-for-profit, tax exempt, cultural, civic, professional, educational, service or governmental groups may use the rooms. Their use in no way constitutes an endorsement of the organization by the Library.

B. All meetings must be open to the public and are posted daily in the library. Organizations requesting use of meeting room(s) must provide a certificate of insurance with the following minimum requirements as set by the Town of Rocky Hill Insurance Committee:

  1. $1,000,000 each occurrence
2. $1,000,000 aggregate - products
3. $2,000,000 general aggregate
4. The Town of Rocky Hill should be listed on the policy as an additional named insured

III. Availability and application for use

A. One meeting room, the Stepney Room, with a maximum capacity of 55 persons, is available.
B. Meeting Rooms are available for use during regular library hours.
C. Availability will be on a first come, first served basis.
D. A written application must be on file at the library at least 7 days before the meeting date. Forms are available from the Library Secretary, at the Circulation Desk and online.
E. Applications must be signed by an individual at least 18 years of age, who shall assume responsibility for the conduct of the group and the condition of the meeting room. The application must be approved by the Library Director or Designee.
F. Reservations of the room may be made by phone (258-7621) or in person through the Library Secretary, Monday through Friday, 10:00 a.m. to 4:30 p.m.
G. The meeting room can only be reserved for the duration of the insurance certificate.
H. Organizations other than library-related shall not exceed four meetings during each year. The year should begin in January and end in December.

I. Failure to comply with these guidelines may result in subsequent denial of use.

IV. Regulations

A. Meeting rooms may not be used if the regular library routines and programs will be disturbed or interrupted.
B. No group may charge admission without permission of the Library Director or Designee.
C. Only beverages and light refreshments may be served.
D. Use of alcohol in the library is prohibited.
E. Smoking in the library is prohibited.
F. The Town of Rocky Hill assumes no responsibility for property left in the Library.
G. The group using the meeting room is responsible for setting up chairs, tables, etc. and leaving the room in the condition it was found.
H. Storage of materials before or after the reserved time is prohibited.
I. Library programs & Town Agencies take priority for meeting room use.
J. No product or service may be sold unless Library Director or Designee gives permission.
K. If a meeting is canceled, the group or organization should notify the library as soon as possible.
L. No fees are charged for use of the meeting rooms during library hours, however donations to the library are encouraged.
M. Any groups using the room who bring children to the meeting may not leave the children unsupervised in other areas of the library.

Approved by Library Board of Trustees, 3/9/98; Amended 8/21/06; Amended 9/17/07


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