Betty Ann Low Room Policy Statement

STATEMENT OF PURPOSE

The Board of Directors of the Richard Salter Storrs Library views use of the Betty Ann Low Meeting Room as an extension of library services.  The room should be available to the library community in its broadest sense and reflect the educational, cultural, social, and recreational role the library plays in the community.

AVAILABILITY AND RESERVATIONS

The Betty Ann Low Meeting Room is the only room available for public use by groups.  Capacity is limited to 74, and availability shall be on a first-come, first-served basis.  Policies regarding the room and application forms will be available in the Discovery Room.  Completed forms must be returned to the Youth Services Librarian.
The following priorities will prevail in case of conflict:
  1. Group with library affiliation
  2. Group conducting Longmeadow town business
  3. Longmeadow-based group
  4. Regional group (Greater Springfield)
  5. Out of region group
The fact that a group is permitted to use the room does not in any way constitute an endorsement of the group’s policies by the Library or Town.
The Executive Director is authorized to determine the appropriate use of the room.  Consultation with the Meeting Room Committee is required when uncertainty arises.  In case of denial of use, appeal may be made to the Library Board.  The Board and the Executive Director reserve the right to restrict use of the meeting room if the nature of the anticipated meeting would be unreasonably disruptive of other library functions.

FEE SCHEDULE*

Up until 5:00 p.m., the facility will be available in three hour blocks at $75.00/block.  After 5:00 p.m., the facility will be available in three hour blocks at $150.00/block.
*Please note that time for set up and cleanup must be calculated within the blocks.

GENERAL RULES AND LIMITATIONS

Groups using the room will be responsible for:
  1. Setting up chairs, tables, etc.
  2. Proper supervision
  3. Restoring the room to the original condition
  4. Costs arising from any damages or loss during use
  5. Smoking is not permitted anywhere in the library
  6. Refreshments may be served. The kitchen area may be utilized and must be left in the condition in which it was found.
  7. Alcoholic beverages are prohibited.
  8. Materials storage outside the reserved time is prohibited.
  9. No materials may be affixed to wall surfaces, trim or doors.
  10. No supplies will be provided.
  11. Telephone messages will be taken for meeting room attendees in emergency situations only.
  12. The library reserves the right to seek reference of any group before booking the room.
  13. Anyone violating these rules may be asked to leave and/or denied future use of the facilities.
  14. The Library Board and the Town of Longmeadow or their employees are not liable for any claims arising out of use of this facility.

The Board of Directors reserves the right to modify this agreement at any time in response to changing conditions.

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