Conference Room Policy

Introduction

The primary purpose of the Library’s Conference Rooms is to provide private space for meetings or study for groups of up to 4 people.

Reservations

Rooms may be requested 30 days in advance. A library card is required to reserve a room in advance.

If not reserved in advance, Conference Rooms are available on a first-come, first-serve basis for a maximum two-hour period at no charge based on availability.

Advance reservations to use one Conference Room for a two-hour block of time can be made online or at any public service desk. Click to reserve a Conference Room. There is a charge for advance reservations and only one reservation per month will be accepted from the same person or same core group.  Online reservations require a credit card. Cash or checks are accepted at public desks. Conference Room schedules may be posted on the Library’s public calendars.

Conference Room advance reservation fees are not refundable. With advance notice, a reservation may be rescheduled; no-shows will not be rescheduled.

If a person or group with a reservation is more than 30 minutes late, the room will be released and the reservation fee will not be refunded.

In the event of emergencies or unforeseen circumstances, the Library reserves the right to cancel or reschedule the use of a Conference Room. Use of Conference Rooms must coincide with Library hours.

Reservation Form

The request form must be signed by a responsible party who, jointly and severally with his or her organization and its members, assumes full responsibility for the conduct of the event and its participants. This responsibility extends to liability for damage to property or equipment of the Library and any third parties. The Library Trustees and the Town are not responsible for any financial loss or injury to any person or organization arising out of a reservation or room use. 

Room Use Rules

Failure to adhere to these rules will be cause for either cancellation of future meetings or a request to suspend the meeting.

1. Renters shall follow the Rules and Policies of the Wellesley Free Library. Failure to adhere to these is cause for cancellation of future meetings and/or suspended use of the room.
2. Firearms, solicitation, alcoholic beverages, smoking, lit candles and other open flames are not permitted anywhere in the building, including Meeting Rooms.

No Endorsement of Content

The fact that an organization meets at the Library does not in any way constitute an endorsement by the Library of the content of the program of that meeting or of that organization’s policies or beliefs.

Interpretation and Authority

The Board of Library Trustees establishes policy regarding Conference Rooms.  The Library Director has authority for assigning rooms as delegated by the Board of Trustees and is authorized to terminate or deny permission to any group whose policies violate these policies and regulations.  The Director’s interpretation of these regulations shall prevail subject to the final decision of the Board of Library Trustees

Notwithstanding the above, this policy may be subject to exception at the discretion of the director and/or board of library trustees.

Approved 10/18/2021 by the WFL Board of Trustees