Community Room Policy

Leverett Library Policy Statement: Use of the Community Room

The Trustees of the Leverett Library have formulated this policy for the use of the Community Room to ensure that Leverett residents have the greatest possible access to educational and cultural opportunities. The Library encourages events that are free and open to the public.

The Community Room is made available as a public service. Booking the room in no way constitutes an endorsement of the program or philosophy of the group or individuals using the facilities. The Trustees reaffirm the American Library Association’s Bill of Rights which states that facilities should be made available on an equitable basis, regardless of the beliefs or affiliation of individuals or groups requesting its use.

The priority of the Community Room is to support programs and functions that further the goals of the library. When not being used by the library, the room is available to town boards or committees, non-profit groups, and individuals or businesses for educational, recreational, and civic purposes.

Final authority for approving applications rests with the Library Board of Trustees.

Persons wishing to display art in the Community Room should refer to the Leverett Library Art Exhibit Policy. No decision will be made on room use for an event connected with an art exhibit until the application and paperwork for the exhibit has been received and processed.

Neither the Board of Library Trustees nor the Town of Leverett shall be responsible for supervision of children or for injury to persons or property that occurs while the Community Room, kitchen area, or common areas are being used. Groups using the facility must conform to the following Regulations and Procedures:

Regulations and Procedures

Application:

1. Applicant must be 18 years of age or older.

2. Application must be made at least one (1) week prior to use. The Library Director will notify applicant of approval within 96 hours.

3. Reservations may be made up to six (6) months in advance.

4. Reservations for a program series may not exceed six (6) events.

Cancellations:

1. Notify the Library Director if your event is cancelled as soon as possible.

2. In case of inclement weather, contact the Library Director to confirm the status of the Community Room. Cancellation notices to the public are the responsibility of the applicant.

Cost/Fee Schedule:

Fees for using the Community Room are dependent on several factors:

1. Whether the room use is being sponsored by a Leverett or a non-Leverett group

2. Whether the event is free or requires an admission fee or donation

3. Whether the event is open to the public

Charges listed in the following Room Fee Schedule apply each time the room is used.

Event type	Charge
Free event sponsored by Library staff, Library Trustees, Friends of the Library, town groups, town individuals, or groups affiliated with Massachusetts libraries, including book readings and author appearances. Requires a letter of sponsorship for non-residents offering programs sponsored by a town group.	No Charge
Free event sponsored by group or individual not Leverett-based.	$10
Event with admission fee, fund-raiser or donation requested sponsored by town groups, town individuals or non-profit organizations. Requires a letter of sponsorship for non-residents offering programs sponsored by a town group.	$10
Event with admission fee, fund-raiser, donation requested, or sponsored by commercial business	$50
Additional donation (in addition to any fee)

Advertising:

Advertisements and notices for non-library programs must note that the Leverett Library is not a sponsor of the event. It is the responsibility of the applicant to create and distribute their own advertising materials.

Logistics:

1. If using the Community Room when the library is closed, the applicant will need to arrive at least 15 minutes before closing time to check in at the front desk.

• Library staff will lock the doors as they leave and the group will have access to the Community Room, entry way, and rest rooms. Doors to the main library will be locked and the outside door will be locked (group will need to let attendees in).

• When finished, the group will only need to turn off the lights and close the already-locked doors.

• Events must end by 10:00 p.m.

2. Per the Building Inspector, a maximum of 50 people may occupy the Community room or common hallways.

3. Different maximum occupancy numbers may temporarily be in place. Please confirm with the Library Director when booking.

4. Children must be supervised by group members. Pick-up of children must be monitored by the group.

5. Cars cannot block the driveway, road, or fire lane (in front of the library entrance).

6. Materials may not be sold at the event without the permission of the Library Director.

Room Set-up:

1. The room is empty by default. The following items are available and groups are responsible for their own set-up and clean-up.

   1. Chairs (40)

   2. Tables (6)

   3. Screen

   4. Lectern

   5. Multimedia workstation (includes hearing assistive technology)

   6. Kitchen use (sink, fridge, microwave)

2. Storage space is not available.

3. Tables must be covered when glue, paint or other marking materials are used.

4. Nothing may be hung on the walls without permission of the Library Director. Persons wishing to display art in the Community Room should refer to the Library Art Exhibit Policy.

5. Applicant may not use amplification, microphones, or music without prior approval and instruction of use from the Library Director. The Director has absolute discretion in allowing or denying amplification, microphones or music.

6. Light refreshments may be served and must be consumed in the Community Room.

7. Smoking and alcoholic beverages are prohibited on Library property.

8. No open flames of any kind are allowed.

After each meeting:

1. Number of people attending meeting/program must be reported on feedback form. Comments about the room are welcome.
2. Feedback Form can be left at the front desk or put in the book drop before leaving.
3. The Community Room must be left clean and furniture must be put away. All garbage and trash must be removed from premises.

Responsibility:

1. Applicant may be required by the Trustees to arrange for police coverage of the event.

2. Applicant is responsible for all damage to building, books, furniture, or fixtures during their use of the Library.

3. Applicant will indemnify and hold Trustees or Town harmless for any injuries sustained during group’s use of Library except if caused by Library Trustees’ intentional or grossly negligent conduct.

4. Failure to comply with these Regulations and Procedures may jeopardize applicant’s future use of the room.

Adopted February 12, 2003; Amended 9/10/03, 9/9/04, 11/10/04, 1/12/05, 1/19/11, 4/12/2017, 9/12/2018, 1/9/2019, 6/8/2022

CLICK HERE FOR THE APPLICATION