Meeting Room Policy

Introduction

The primary purpose of the Library’s meeting rooms is to provide space for library activities. When meeting rooms are not reserved, or otherwise in use for this purpose, the library may permit their use by organizations sponsoring social, civic, cultural, and educational events.

Meeting Rooms may not be reserved for an individual or for a private event, with the exception of music recitals, which may be rented at the current standard rate.

Written requests for exceptions to the Meeting Room Policy (e.g., meetings at Hills Branch during open hours; requests for multiple meetings per month) will be considered by the Board of Library Trustees on a case-by-case basis. The Library Board typically meets monthly.

Wellesley 501(c)(3) Organizations Room Rate: Organizations must be pre-approved by the Board of Library Trustees. In order to obtain Wellesley Non-Profit rate status, a request must be submitted in writing to be reviewed at a Library Board of Trustee meeting. The Board typically meets once a month. Organizations which serve the Wellesley community AND have been granted 501(c)(3) status are eligible for Wellesley non-profit organization rates

Standard Room Rate: A valid organization based in or outside of Wellesley is eligible to rent a meeting room for the standard room rate. The organization must provide proof that it is registered and in good standing with the Commonwealth, such as a certificate of good standing.

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

For the purpose of this policy, “Meeting Rooms” include: the Wakelin Room, Arnold Room, Hills Branch Library, Room 102 and Room 204. Rental of the Hills Branch as a Meeting Room may be permitted when it is not open to the public. Exceptions may be considered by the Library Director.

Terms and Conditions

1. Requests to use the meeting rooms must be made in writing using the applicable reservation form, available from the WFL Administration office. Reservation requests are reviewed in the order in which they are received, with priority given to Library programs and meetings. The Library shall reserve the right to transfer a group or organization to an area other than that requested, or to postpone or cancel the date of a reservation if the Library considers such action necessary.
2. ALL EVENTS HELD IN THE WAKELIN ROOM MUST BE OPEN TO THE PUBLIC AT ALL TIMES.
3. The Library will not publicize any non-Library sponsored events. Renters using rooms for non-library sponsored, partnered or co-sponsored events may not represent or imply that the event is sponsored by the Library. The Library will not publicize non-Library sponsored events. Non-profit groups shall be asked to provide evidence of their legal non-profit status in order to receive the stated non-profit rental rate.
4. Meeting Room organizers may not charge an admission fee for any meeting or event. Event organizers may offer attendees the opportunity to donate to a specific charity that has been recognized as being tax exempt under 501(c)3 regulations. In such case, any and all notices about such events must state that the event is free, open to the public, and any such charitable contribution is voluntary.
5. The Library Director reserves the right to cancel the use of a Meeting Room for good cause and shall promptly notify the event organizer of such cancellation. “Good cause” shall include, but not be limited to public safety concerns, inclement weather, power failure, unforeseen library closings, etc. In such cases all deposits will be returned to such applicant or the program may be rescheduled.
6. Town of Wellesley boards and departments may meet once per month without being charged a fee. All other groups will be charged the fee stated on the applicable reservation form.
7. Meeting Rooms are available for use by the applicant only during the hours (the “Rental Period”) stated on the reservation form. Unauthorized use beyond the Rental Period will result in additional charges and in suspension of rental privileges. Set-up and clean-up time must be included in the hours reserved and paid for. Early set-up will not be allowed. Renters must exit the room at the end of the stated reservation period.
8. Permission to use the Foyer adjacent to the Wakelin Room must be specifically requested in writing and shall be considered on an individual basis. The areas adjacent to all other meeting rooms are not available for use and not subject to special use permission.
9. If an organization intends to use an attendance or program registration form for the collection of names, that form must clearly state the intended use of the list, specifically whether such list is intended to be used for sales calls, and/or whether the list is intended for dissemination to a third party. In any case, the form shall include a clear option for attendees to decline adding their names to such list and/or to remove their names from any said list compiled.
10. Groups that wish to sell goods or services must obtain the prior permission of the Board of Library Trustees, which typically meets monthly. Such goods or services must be described on the applicable reservation form.
11. Room capacity limits are stated on the room rental application form, and must be adhered to.
12. Parking capacity for the Library is limited at times, and reservation requests may be denied due to an event’s timing, duration, anticipated attendance, and other factors, including, but not limited to, parking considerations. The Library Director has the authority to deny Meeting Room requests that are determined to be not appropriate for a particular rental space.
13. Anyone wishing to appeal a decision regarding the use of a Meeting Room shall appeal in writing to the Library Board of Trustees. The Board typically meets monthly. The Library Director will include the appeal on the agenda of a regularly scheduled meeting of the Board of Library Trustees.

Reservation and Procedures

1. Meeting Rooms may be booked up to six (6) months in advance, beginning on the first of the month of the proposed event date.
2. No more than one (1) meeting per month is permitted to any one organization, Board or department.
3. Reservations are not confirmed until full payment is received. An unconfirmed reservation will be held for 7 days. If payment is not received within that time, the proposed reservation will be automatically rescinded. For reservations with less than 21 days’ notice, payment in full must be made at the time of application.
4. There are no refunds for “no shows” or cancellations with fewer than 7 days notice. In the event of the reservation cancellation with at least 7 days notice, the Library will work with the applicant to find a mutually acceptable date, if a new date cannot be determined, and prior notice was received, all deposits will be returned to the applicant.
5. The Request Form must be signed by an adult (18 years of age or older), who, jointly and severally with his or her organization and its members, assumes full responsibility for the event and conduct of its participants. This responsibility extends to liability for damage to property or equipment of the Library and any third parties. It further extends to responsibility for any extra costs, including, but not limited to, police protection that the Library, in its sole discretion, considers necessary to protect the safety of its staff and patrons. 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.
6. Applicants requiring the use of any meeting room equipment (display, laptop, projector, etc.) must make an appointment with the Information Technology Department at 781-235-1610 x1130 at least 5 work days prior to the meeting for training on use of that equipment. Without an IT appointment, applicants will not have access to IT equipment and IT support will not be available. Regardless of an appointment, WFL cannot assure that IT support will be available at the time of the meeting.

Rules of Use

1. Renters agree to abide by this policy and the Rules of Conduct of the Wellesley Free Library. Failure to adhere to these policies will be cause for suspension of rental privileges, an event or meeting and/or cancellation or suspension of future meetings without refund. Renters shall acknowledge receipt of this Policy and of the Rules of Conduct, when completing the applicable reservation form.
2. Firearms, solicitation, alcoholic beverages, smoking, lit candles and other open flames are not permitted anywhere in the building, including the Meeting Rooms.
3. Refreshments may be served inside designated Meeting Rooms but not in adjacent areas. A cleaning fee will be charged when refreshments are present. The Renter is responsible for clean-up of napkins, cups and other items used to serve refreshments.
4. Decorations and/or displays shall be limited to tables or easels. No materials may be posted or attached to the walls. Materials currently on display in any Meeting Room shall not be moved, covered, or rearranged.

Interpretation and Authority

The Board of Library Trustees establishes policies regarding use of all library buildings and its Meeting Rooms. The Library Director has authority for assigning use of Meeting 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. In any dispute this policy and its rules, the Library Director’s interpretation shall prevail, subject to the final and binding decision of the Board of Library Trustees.

This policy will be reviewed regularly by the Board of Library Trustees.

Meeting Room Advance Reservation Form

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

Approved 6/29/15; revised 5/14/18; revised 12/6/2021; revised 06/04/2024; revised 09/17/2024.