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Fall River Public Library

Meeting Facilities

 


It is the policy of the Fall River Public Library, as a “forum for information and ideas,” to make its meeting facilities available to the public it serves “on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use” (Library Bill of Rights).


Scope

 

This policy applies to all non-profit and for-profit groups, organizations, and individuals based in Greater Fall River, defined as including Fall River, Somerset, Swansea, Freetown, Westport, and Tiverton, or groups providing informational meetings for Fall River residents (i.e. State Dept. of Public Health).

 

Description—Policies


Use of meeting facilities must be consistent with the mission statement of the Fall River Public Library, which states that the library strives to “welcome and satisfy the needs of patrons of all ages, abilities, and cultural backgrounds.”

 

Priorities in the use of meeting facilities are as follows:

  1. Meetings held, sponsored, or co-sponsored by the library.

  2. Meetings held by a city, state, or federal agency or official.

  3. Meetings held by Fall River groups or organizations.

  4. Meetings held by Greater Fall River groups or organizations.

  5. Meetings held by individuals.

Meetings in categories 1 and 2 may not be required to meet all the conditions of this policy.  In cases of scheduling conflicts, groups whose meetings must be postponed or cancelled will be given as much advance notice as possible.

 

All meetings must be open to anyone interested in attending. 

 

Groups may book up to one meeting per month.

 

The facilities are available to for-profits groups and organizations upon payment of the appropriate fee or fees. Fee is non-refundable if not cancelled with a 30-day notice. Fees are currently as follows:

 

                                                                     $50 per meeting             $5 per meeting

 

 

Meetings should be scheduled to end at least one half hour before the library closes, to insure that all participants will have left the library by closing time.

 

An adult must be designated as the person responsible for the meeting. The facilities must be left in the same condition in which they were made available.

 

A group using the facilities must follow the instructions of the library or custodial staff at all times regarding the safe and orderly operation of the library. If the group or an individual in attendance does not behave in an orderly manner they may be asked to leave the premises.

 

The facilities must be booked not more than 4 months and not less than 10 days before the date of meeting.  At the time of booking, the name and phone number of the person responsible for the meeting must be provided, along with details concerning the date and time of the meeting.

 

The library offers wi-fi and (in the large meeting room only) a pull-down screen. Any audiovisual or computer equipment must be provided and operated by the group reserving the room.

 

Simple refreshments may be served, provided that a group brings its own supplies and cleans up afterward.

 

Smoking is prohibited throughout the library. Consumption of alcoholic beverages is allowed only with the explicit permission of the Library Board of Trustees.

 

The meeting facilities are available only during the library’s hours of normal operation.

 

At least one adult chaperone must be provided for every twenty meeting participants under the age of eighteen.

 

The library is not responsible for any property brought on the premises or left behind.

 

When there is doubt regarding a group’s eligibility to use the meeting facilities, the matter will be referred to the Library Administrator for decision. The Administrator may further refer the matter to the Board of Trustees. The Board reserves the right to grant permission to groups that do not meet the conditions set forth in this policy. A group that is denied the use of meeting facilities may request a hearing before the Board.

 

The Board of Library Trustees and the Library Administrator have final authority concerning the use of the meeting facilities and reserve the right to refuse use of the facilities to any group that has in the past not met the conditions of this policy, or to meetings and programs that might disrupt library service or not be in the best interests of the library.

 

Photography and Filming

 

If you intend to photograph or film the Fall River Public Library, please download, complete, and return the library's photography and filming policy.

 

Description—Procedures


Meeting facilities are booked through the Assistant Library Administrator by filling out an "Application for Use of Meeting Facilities,” included with this policy. A person booking the facilities is given a copy of the policy. The registration form includes a statement that the group using the room agrees to abide by the policy. The meeting facilities may also be requested online using EventKeeper's “Request a Room” feature, accessible from the library's web page under "Meeting Rooms Schedule." Clicking on the “terms of use” is the equivalent of a registration form and agreement to abide the policy. Online requests are still subject to all terms of the approval process.

 

After the applicant has completed the registration form, the meeting facilities calendar is checked to make sure the room is not already booked for the date requested.

 

Completed forms are reviewed by the Library Administrator and/or Assistant Administrator. If the request is approved, he/she signs the form, notifies the applicant, enters the event on the meeting facilities calendar, and keeps the approved application on file in an appropriate place.

 

Adopted by the Library Board of Trustees October 13, 2004.

Revised by the Library Board of Trustees May 14, 2008; October 8, 2008; February 18, 2009



APPLICATION FOR USE OF MEETING FACILITIES

(Please print or type)

 

Date of Proposed Use ____________________________


from ___________ to ___________ (include AM or PM)

 

Name of Organization ______________________________________________________

 

Address _________________________________________________________________

 

Contact Person ___________________________________________________________

 

Home Phone _____________________________Business Phone ___________________

 

Nature of Proposed Use ____________________________________________________

 

Anticipated Attendance _____________________________________________________

 

I certify that I am an officer of the above named organization; that I have the authority to reserve the meeting facilities of the Fall River Public Library on its behalf; and that the above statements are true to the best of my knowledge and belief.

 

I hereby agree that the applicant will be responsible for any damage caused by the applicant to the library premises, furniture or equipment because of the use of said premises by the above applicant, and agree to pay for said damages as assessed by the Library Board of Trustees.

 

I have read and agree to abide by and uphold all rules and policies of the Fall River Public Library governing the use of the library premises or equipment, including regulations prohibiting charging an entrance fee, soliciting fees or donations, or limiting attendance.

 

I also agree to protect, save, and keep the City of Fall River, The Board of Trustees, the Library Administrator, their agents and employees forever free and harmless and indemnified against and from any and all loss, cost, or expense arising out of or from any accident or other occurrence causing injury to any person or property whomsoever or whatsoever as a result of the use of the above premises.

 

______________________________________        __________________________

Signature                                                                       Date

 

Registration Approval: _______________________________________________

                                      Assistant Library Administrator

 

ROBERT J. NAGLE ROOM

The Robert J. Nagle Room of the Fall River Public Library is designed to act as a small meeting/program room for the library.

Use of the room is governed by the library’s meeting facilities policy as adopted by the Library Board of Trustees.  All provisions of that policy apply to the use of this room.  See that policy as well for the procedures for booking the room.


Last updated: January 10, 2017


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