64 Middlesex Ave. | Reading, MA 01867 | 781-944-0840

Reading Public Library Meeting Room Policy

Anyone who wishes to reserve any meeting room at the Reading Public Library, must read and agree to the following policy. You may access the Room Reservation system after reading this policy.

 
Policy Highlights

  • Rooms are available to rent by Town agencies, Reading non-profit groups and Reading residents.
  • The meeting, event or program must serve an educational, cultural, or civic purpose to the community.
  • The rental application and all fees must be received fourteen (14) days prior to the event.

 
 

STATEMENT OF POLICY

The Board of Library Trustees of the Reading Public Library subscribes in full to the Library Bill of Rights as set forth by the American Library Association.

 

The Board of Library Trustees has established this policy regarding use of the Library meeting and conference rooms and is the sole authority in interpreting these rules and regulations.  The Director is authorized to accept reservations for the use of these rooms in accordance with this policy, and to deny or immediately terminate permission to any group whose programs or policies are inconsistent with the best interest of the Library or that violates this policy.  The Director’s interpretation of these rules and regulations shall prevail subject to the final decision of the Board of Library Trustees.

 

The primary purpose for the Library meeting and conference rooms is to accommodate current and future Library programming needs.  This includes use by Reading Public Library, the Board of Library Trustees, Friends of the Reading Public Library, and Reading Public Library Foundation.  After these needs have been met, these spaces are available on equal terms to agencies of the Town, Reading non-profit groups and residents of Reading regardless of beliefs and affiliations, provided that the meetings are open to the public.  Use of the Library’s meeting and conference rooms does not imply endorsement of the group’s or individual’s policies, beliefs, or programs by the Reading Public Library, Board of Library Trustees, or the Town of Reading.

 

The Applicant signing for the organization or resident assumes responsibility for the conduct of participants and the protection of Library property in connection with the meeting, event or program.  Signee must be at least 18 years old and be an active member of the sponsoring group or a Reading resident with a valid Library card. The Trustees, the Library, and the Town of Reading will be not responsible for injury to persons or property while the building or grounds are used by any group.


REQUIREMENTS

 

TOWN AGENCIES AND READING NON-PROFITS:

Town agencies and not-profit organizations that include or serve Reading residents may reserve the use of Library meeting and conference rooms provided:

  • the meeting, event or program serves an educational, cultural, or civic purpose to the community.
  • Applicants do not charge any fees for registration or attendance, with the exception of Library fundraising activities which require permission from the Library Director.
  • meetings, events or programs are open to the public and doors remain open at all times.
  • the primary clientele are Reading residents.
  • Applicants do not offer sale of any goods or services.
  • Applicants agree to pay for any additional fees for special services as outlined in the “Fee Schedule.”
  • use is limited to 12 times per calendar year.

 

READING INDIVIDUALS

Any Reading resident may reserve the use of a Library meeting or conference room provided:

  • the event or activity serves an educational, cultural or civic purpose to the community and
  • Applicants do not charge any fees for registration or attendance.
  • Applicants and all attendees remain visible to Library staff at all times.
  • the primary clientele are Reading residents.
  • Applicants do not offer sale of any goods or services.
  • Applicants agree to pay all fees as outlined in the “Fee Schedule.”
  • use is limited to 12 times per calendar year.

 

 

GENERAL RULES FOR ROOM USE

 

  • Meetings cannot conflict with regular Library services or programs.
  • The Library Trustees reserve the right to refuse the use of the Library meeting and conference rooms or cancel any reservation when they deem the action to be in the best interest of the Library and/or Town of Reading.
  • Meeting and conference rooms cannot be booked more than three months in advance of the date requested. Exception: Requests for one-time, special events may be submitted in writing up to 1 year in advance.
  • The rental application and all fees must be received fourteen (14) days prior to the event. After that time, the Library may cancel the reservation.
  • Full refunds are issued to cancellations received seven (7) days in advance of the event, if the Library is closed due to weather, or if the Library must cancel the event due to scheduling conflicts. Cancellations by the Applicant that are received less than seven days in advance will result in forfeiture of the fee.
  • All reservations are considered “pending” until the Applicant receives written confirmation from Library staff.
  • If rental period or services exceed agreed upon fee, the Applicant will be billed within thirty (30) days.
  • All reservations outside of regular Library hours are subject to additional fees for custodial services. This includes any time for setup or breakdown.
  • All meeting rooms must be cleared 10 minutes before scheduled closing time to avoid incurring additional fees.
  • All publicity materials for non-Library meetings, events or programs must state that program is not endorsed or sponsored by the Reading Public Library, The Board of Library Trustees, or Library staff. The Applicant may include the Library address and location, but may not use the Library telephone number or email as a contact point.
  • The Library reserves the right to send a representative to any event held in the facility in order to ensure that no unlawful action or action contrary to this policy or the Library Bill of Rights is occurring.
  • The Library reserves the right to cancel a reservation when the Applicant or their representative is not present with 30 minutes after the reservation start time.
  • Facilities must be left neat and orderly. The Applicant is responsible for removing all food and beverages.
  • Library staff is not available to help with set up.
  • Nothing may be attached to the walls.
  • Damage to the facilities must be reported promptly.
  • Light refreshments in the form of beverages and finger foods may be served.
  • No smoking or alcoholic beverages.
  • Storage of material for groups is not permitted within the Library. The Library is not responsible for equipment, supplies, exhibit materials or other materials owned by a group or individual and used in the Library.
  • The Library’s audio-visual equipment is available for use. The Applicant may make an advance appointment to test the equipment.  The Applicant may request technical assistance (fees apply) no less than seven (7) days in advance of the program.
  • Any meeting that includes children or teens requires one (1) adult for every fifteen (15) individuals under the age of 14.
  • When the Library is open, non-handicapped individuals attending programs are requested to park on those portions of Middlesex Avenue, Deering or School Streets directly adjacent to Library property. The parking lot is available for use after hours.

 


Payment must be received a minimum of fourteen (14) days prior to the meeting, event or program date.

 

 

Fee Schedule

Room Rental Fees

 

Reading Non-profit Reading Individual
Community Room A/B (150) $10 – 4 hrs $20 – 4 hrs
Community Room A (75) $10 – 4 hrs $20 – 4 hrs
Community Room B (75) $10 – 4 hrs $20 – 4 hrs
Conference Room (25) $10 – 4 hrs $20 – 4 hrs
History Room (10) $10 – 4 hrs $20 – 4 hrs

 

 

Additional Fees

 

Reading Non-profit Reading Individual
Non-Holiday Custodial

(after regular Library hours)

$38/hr

(3hr min)

$38/hr

(3hr min)

Holiday Custodial $50/hr

(3hr min)

$50/hr

(3hr min)

Technology Assistance * $30 $30

 

*Technology Assistance is only available during regular Library hours.

 

Reservations can be made:

– By email: rplroomreserv@noblenet.org
– In person at any service desk
– By phone: (781) 944-0840

Reservation and filing an application do not guarantee use of a room — CONFIRMATION MUST BE GRANTED BY THE LIBRARY.

 

I have read and accept the terms listed in this policy, and wish to continue to room booking.

6/98

Revisions Approved: 5/15/06, 5/21/07, 5/18/09, 8/15/16 \meeting_room_policy