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I. POLICY

The Bedford Public Library System meeting rooms are available on an equitable basis to local groups and organizations engaged in legal activities, regardless of the beliefs and affiliations of their members.  Small group rooms are made available on an equitable basis to local groups, organizations, and groups of individuals working together. 

Permission to use BPLS meeting room facilities does not constitute endorsement of the organization’s beliefs by the library staff or Board, and publicity for the event should not imply BPLS sponsorship or affiliation.

The library system may impose reasonable conditions for the use of its meeting rooms to ensure that public or private property is not damaged through use of its equipment and to ensure that the comfort, convenience, safety and/or welfare of the public is not disturbed.   The Library Director may establish other reasonable restrictions as may be deemed appropriate in maintaining a library environment that is conducive to study.

Names or addresses of libraries may not be used as the official address or headquarters of an organization except the Friends of the Library.

No one will be granted permission to schedule the rooms on an ongoing basis except as provided within this document.

II. APPLICABILITY

Local groups and organizations engaged in legal activities. An authorized representative for a group must be 18 years of age or older and be in attendance at the meeting.

III. OBJECTIVE

To provide meeting room space to the community for educational, recreational, cultural and civic gatherings.

IV. PROCEDURES

Applying for permission to use the meeting rooms:

• Reservations with the library manager or designated staff are tentative until, within seven (7) days after making the reservation, a completed and approved application form is on file in the library. 
• Permission to use meeting rooms will be granted on a first-come basis; however, library related programs and events will be given priority.
• A group may schedule the meeting room twelve (12) times a year. 
• A group may have no more than 3 meetings scheduled at any one time and may reserve meetings as much as six (6) months in advance.  If a library needs to cancel a reservation, as much notice as possible will be given; the same courtesy is asked if canceling reservations.
• The Library Director will have final approval of applications, and will make all policy decisions and interpretations.
• Bedford Central meeting room application.
• Meeting room application for all other system libraries.  
• Standards of Conduct Policy

Room use guidelines:

• The library reserves the right to have a representative attend any meeting held in its facilities (excepting lawful executive sessions of governmental bodies) to ensure no unlawful activities or activities contrary to this policy are occurring on library premises.  The library representative may enter the meeting at any time. Meeting rooms are to be vacated by 10:00 p.m. 
• Small group rooms are to be vacated ten (10) minutes before the library closes.
• Big Island Library meeting room may only be scheduled when the Big Island Library is open to the public or at the discretion of the Library manager.
• Attendance is limited by fire code.
• There are no fees charged for use of the meeting rooms; donations are accepted.
• Non-profit organizations may charge a fee to help recover the costs of their meetings.
• Local groups, organizations or individuals may not schedule meeting rooms or small group study rooms to provide fee based services since these facilities are provided as a service to the community for non-profit use.
• Use of meeting rooms or small group rooms for sales is permitted if 51% of the proceeds from sales or potential sales over the next six (6) months benefit the library.   Publicity promoting sales functions must contain the statement, “The library does not endorse and is not a sponsor of this event.”
• Groups selling merchandise or tickets are responsible for having all required licenses, and for payment of any amusement or other taxes due.
• Library staff cannot be responsible for taking registration fees, selling tickets, providing information about, or answering questions about non-library sponsored events. 
• The library manager will provide the name and number of the group’s contact person to persons having questions relating to the meeting.
• BPLS staff does not provide setup or housekeeping services.
• The group is responsible for returning the room to its original furniture arrangement and state of cleanliness.  Objects left in the room after the meeting will be discarded.
• Groups will reimburse the library for any cost associated with loss of, or damage to library property, as well as costs for any extra cleaning.
• Food functions are permitted in meeting rooms only.  If an event is catered, the caterers are asked to contact the library manager of that facility to make arrangements for a tour, and to arrange scheduling of their time of arrival on the day of the event.  Beyond this, arrangements with the caterer are the responsibility of the sponsoring group.
• Use of tobacco products is prohibited.
• At the Central Library, no tape is allowed on meeting room walls; pushpins and Velcro hooks are permitted.  Tape of an easily removed variety is permitted in other meeting rooms in the system.
• Tables and chairs are provided in all meeting and small group rooms.  Equipment in the rooms, such as televisions and VCRs, maybe used by groups scheduling the rooms.  It is the responsibility of groups to arrange for other equipment needs.
• No materials may be stored in advance by groups using the meeting rooms without prior approval and any plans for decorations must be approved in advance.  BPLS is not responsible for loss or theft of personal property brought into the meeting rooms
• In those meeting rooms which are set up for meetings to continue after normal business hours, arrangements for security and closing must be made with the library manager.
• Groups using the meeting rooms or small group rooms must make provisions to guard against public disturbances, unsafe practices, or excessive noise and must be responsible for all persons admitted to their activities.  BPLS is not responsible for injuries or losses during use of the rooms.