The Meeting Room is a multi-purpose room that can accommodate a wide variety of meetings, lectures, audio-visual presentations and exhibits. It can also be divided to provide space for smaller events and Children's Room activities.
The Meeting Room at the Topsfield Town Library is dedicated to the Friends of the Library in recognition of their extraordinary contributions to the new library building and their continuing support of library programs and services.
Meeting Room Policies and Procedures
The meeting room is available to
individuals, groups and organizations for meetings and events that are
educational, cultural or civic in nature.
The use of the meeting room shall be in accordance with the
policies and
procedures set by the Trustees of the Topsfield Town Library.
Permission
will be denied to any individual, group, or organization for any use of
the
meeting room which purpose is illegal or potentially hazardous, which
could
interfere with the proper functioning of the Library, or when
satisfactory
adult sponsorship is not provided. The
safety of the Library facility, Library staff and patrons is always of
paramount concern.
Library
functions and Town of Topsfield board hearings and meetings have
priority in
the use of the meeting room. Library
functions include meetings of the Board of Trustees, Library sponsored
events,
Friends of the Library meetings, and Friends’ sponsored events.
Use of
the meeting room is typically allowed only during normal Library hours. However, after-hours use may be allowed if
approved by the Library Director and/or Board of Trustees after
fulfilling all
the requirements of after-hours use and completing, at least seven days
in
advance, the appropriate forms including, if applicable, those required
by the
Library Facility After-Hours Special Permission Policy.
PERCEPTION
OF EVENT
Use of
the meeting room does not constitute or imply endorsement by the
Library of the
aims, policies, activities, or points of view expressed by participants. No advertisement or announcement implying
such endorsement will be permitted. Any
and all advertisements, announcements or publicity proposed to be
mailed or
otherwise distributed for the event must be approved by the Library
Director
prior to distribution. The Board of
Trustees and Library Director may deny or withdraw permission to use
the
Library to any individual, group or organization that fails to comply
with this
requirement.
APPLICATION
TO USE MEETING ROOM
Meeting
Room Reservation Forms are available at the Library or can be
downloaded by
visiting the Library’s website at and click on the Meeting Room page. The
purpose, date, and time of the meeting and the number of persons
attending must
be explicitly stated when completing the application.
Reservations forms must be submitted to the Library Director at
least seven (7) days in advance of the date of proposed use.
Reservations for
meeting room are on a first-come, first-serve basis. Any false,
misleading or
incomplete statement on the form shall be grounds to deny the use of
the
meeting room by the applicant.
A
representative of the individual, group, or organization requesting use
of the
meeting room will assume responsibility for:
·
Setting up the
meeting room,
including providing your own equipment and arrangement of chairs, and
tables.
·
Cleaning-up of
the room and
returning chairs, tables and any Library equipment to storage area.
·
Paying (and
indemnifying,
defending and holding harmless the Library) for any and all damage done
to the
Library, meeting room, Library equipment, chairs or tables, or for any
personal
injury that may occurs as a result of use of the meeting room.
·
Using the
meeting room in
adherence to this Policy.
·
Regarding
after-hours events,
being trained by the Director in advance of the event regarding the
Library
facility security and safety matters, including proper entering and
exiting of
Library including picking up the entry-envelope the day of the event
and
returning immediately after the event.
·
The name and/or
address of
the Library may not be used as the official address of any individual,
group or
organization granted permission to use the meeting room.
·
The Library is
not to be used
for storage of group materials.
·
No tape or tack may be applied to the walls
or doors.
·
Activities within the meeting room shall
not disturb
Library staff or patrons outside the meeting room.
·
State law
prohibits smoking
or the use of alcohol in public buildings.
·
Maximum
capacity of the
meeting room is 60 persons.
·
Only
non-alcoholic
refreshments may be served. All food must be confined to the meeting
room only.
·
The Town of
Topsfield,
Library, Library staff and Board of Trustees are not responsible for
lost,
stolen, or damaged personal items.
·
The Library
staff has the
right to reschedule events that conflict with library-sponsored
programs or
special events or an unscheduled Library closing.
·
No solicitation
is allowed.
·
Adult sponsors
must be
present for youth and children’s groups.
An appropriate number of adult sponsors (one adult for every
10-15
children) must accompany groups of children of high school age and
younger.
The
Board of Trustees and Library Director have the authority to deny the
use or
withdraw approval of use of the Library to any individual, group or
organization that fails to comply with this Policy.
Application to use the Meeting Room
Applications are available at the library or may be printed from here.
A representative of the organization requesting
use of the Meeting Room must sign the application, assuming
responsibility
for:
- Proper use of the room;
- Cleanup of the room;
- Locking the room and returning the key to the police station (if after-hours use.)
The purpose, date and time of the meeting and the number of persons attending must be explicitly stated.
- Day
Hours - Monday
10:00am -
7:00pm - Tuesday
10:00am -
5:00pm - Wednesday
12:00pm -
5:00pm - Thursday
10:00am -
7:00pm - Friday 12:00pm -
5:00pm - Saturday
10:00am
5:00pm - Sunday
Closed