Meeting and Study Room Policy

The Harvard Diggins Library offers two meeting rooms and two study rooms for public use. Reservations for the meeting rooms are required; reservations for the study rooms are recommended but not required. Use of the meeting and study rooms is on a first come, first served basis. The meeting and study rooms may be used for the following purposes:

• to provide space for Library sponsored or co-sponsored programs and activities
• to provide meeting space for community groups and organizations upon approval of the Director.

Rooms Available

The E. A. Burbank Meeting Room is the largest meeting room with capacity for 60 people. It may be accessed from the children’s area and/or from the library foyer. A computer with Internet access, DVD player, projector, podium with microphone, piano and small kitchen are available for use with the Burbank Room. A fee is charged to use the Burbank room (see Fees below).

The Board Room can accommodate groups up to 10. There is a computer with Internet access available for use in the room.

Two study rooms each provide space for 4 – 6 people. Internet access via Ethernet cable is available in one study room.

Hours of Availability

The Harvard Diggins Library meeting and study rooms are available for use during regular library hours. At least one staff member must be present in the building while the meeting or study rooms are in use. Use of the meeting and study rooms outside regular library hours will be granted upon approval of the Director, and if necessary, the City Library board.

Eligible Groups:

The Harvard Diggins Library meeting and study rooms may be reserved by any profit or nonprofit group or organization for a civic, cultural, educational or public information purpose. The reservation must be made by an adult member of the group and is subject to the approval of the Director, and if necessary, the City Library Board The library reserves the right to deny any person’s or group’s meeting room application whose program may cause undue disruption of regular library business.

Fees

Fees for use of the Burbank Room are as follows:

• Non-profit organizations: $10 per use
• For profit organizations: $50 per use
• Private groups for social occasions with approval of the Director: $35 per use
• There is no charge for use of the Board Room or either study room.

Room Reservations

Reservations must be made by an adult member of the group. The person making the application shall be the contact person, unless specified otherwise, and is the only person authorized to make changes in room arrangements.

To reserve the Burbank Room, an application must be submitted at least three weeks prior to the event. Applications received less than three weeks prior are not guaranteed a reservation. Reservations are confirmed in writing on the application form.

All requests must be approved by the Library Director or designee. The Library Director will refer to the City Library Board any request that in his/her opinion presents substantial question. The City Library Board will make the final decision on whether a group meets the requirements for the use of the meeting room.

The library reserves the right to cancel a reservation for a group at any time if the room is needed for Library programs or for meetings of the City Library Board and its committees. The Library will attempt to provide at least 24 hours notice, as well as provide a full refund, should cancellation be unavoidable.

Cancellations made by the reserving individual/group up to one week prior to the reserved date will receive a full refund. No refund will be made if cancellation occurs less than one week prior to reserved date.

The City Library Board reserves the right to deny the use of the meeting rooms to any group that, in its judgment, is not in compliance with the purposes and policies of the Harvard Diggins Library.

The Library does not advocate or endorse the viewpoints of meeting room users.

Rules for Use:

• Users of the Burbank Room are responsible for their own set-up and clean-up. Adequate time for set-up and clean-up must be included in the time reserved by the group. It is expected that every group meeting in the Burbank Room will keep the meeting space and kitchen clean. If a group does not keep the room in reasonable order, a fee may be assessed to the person or group who reserved the room and future reservations may be denied.
• Groups composed of members under age 18 must have at least one adult sponsor for each 15 persons in attendance.
• All press releases, promotional materials and other forms of publicity must be approved by the Library Director at least seven days before publication or distribution and must contain the following statement: This is not a Library-sponsored program. Failure to comply with the approval process or to include the above statement may result in cancellation of reservation with no refund.
• The Library’s telephone number may not be used to advertise a meeting or to refer for questions.
• Sales or solicitation of any nature must be disclosed on the application and is subject to review and approval by the City Library Board.
• Refreshments may be served in the Burbank Room only. No alcohol is allowed. Food and drink are not permitted outside the Burbank Room.
• Sound must be reasonably confined to the room being used and shall not disturb or disrupt ordinary Library usage.
• Room occupancy limitations may not be exceeded.
• No smoking is allowed in the Library building.
• In the event a meeting or study room user abuses Library policies, the Library Director reserves the right to cancel and/or deny any future use of Library meeting or study rooms by that group.
• Any group or organization using the meeting or study rooms shall indemnify and hold harmless the Harvard Diggins Library for any and all damages, costs, or injuries which may arise out of its use of the premises. The Library is not responsible for equipment, supplies, materials, or any other personal possessions owned by those using the meeting or study rooms.
• Use of the meeting and study rooms shall conform to all local, State and Federal laws.

Adopted 2011