In accordance with Article IV of the Library Bill of Rights, which states that libraries which make meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliation of individuals or groups requesting their use, Westfield Memorial Library’s meeting rooms are available when not required for library purposes.
Availability
The following meeting rooms are available for rent during the library’s regular operating hours:
- Community Room (maximum of 160 people)
Reservations
Meeting rooms may be requested up to 30 days in advance, for a minimum rental time of one hour, via the library’s online reservation system. Requests will be taken on a first-come, first-served basis. Requests for rental space more than 24 hours in advance will be reviewed within 24 hours during standard business days (Monday – Friday, 8:00 AM to 4:00 PM). Requests made over the weekend or during holiday/library closings will be reviewed on the next standard business day.
While the regular review period is one business day from receipt of request, we cannot necessarily guarantee approval of requests made within 24 hours of the desired date. Rental requests are considered “pending” until the requestor receives electronic approval or denial from library staff.
Walk-in reservations will be accommodated based upon availability of space; however, use and setup of audiovisual equipment cannot be guaranteed.
The library reserves the right to impose limitations on the frequency of use of the meeting rooms by a group or individual.
Prohibited Use
Meeting room rental space may not be used for:
- Public events, business solicitations, fundraising, political campaigning, parties, receptions, or memorial services.
- Events where admission is charged or participants pay to attend (i.e. classes, seminars, workshops).
- Recruitment of or marketing to prospective clients.
- Advertising or selling of products or services.
Cancellations
Cancellation of meeting room reservations can be made via the online reservation system or by contacting library staff. In order to receive a refund, notice of cancellation must be received at least three business days prior to the day of the scheduled event.
Fees
It is the policy of the Board of Trustees that the library’s meeting rooms be self-supporting. Fees are intended to cover the library’s maintenance and overhead costs. Meeting room fees may be waived for library-affiliated organizations or municipal agencies of Westfield, as well as at the discretion of the Library Director.
Room Nonprofit For profit
Community Room $25/hour $50/hour
Use of the podium microphone and projector are available for a $25 flat-rate fee. This fee is in addition to the room rental fee. Users are permitted to bring in their own equipment at no charge.
Responsibilities
Meeting room users must adhere to the library’s Rules of Conduct and keep noise levels consistent with the proper atmosphere of the library at all times.
Use of the meeting room shall not conflict with normal library operation or with library sponsored meetings, programs, or activities.
Use of the Meeting Room shall not be permitted outside of the library’s regular operating hours. Users will not be permitted to stay beyond closing time nor start before the library opens.
Every applicant will designate an adult responsible for the supervision of the use of the assigned meeting room. This individual, as well as the group, will be responsible for damages and additional cleaning that may be required, as determined by library staff.
Meeting room users are responsible for leaving the room in the same condition as originally found, and any library equipment used must be left in the same condition in which it was found. Damage or loss of any library equipment or property will result in a financial liability to the individual or group reserving the room. The library also reserves the right to charge a fee in the event the room is not returned to its original state following a meeting, and reimbursement of costs to restore the condition will be the responsibility of the renter.
The library is not responsible for equipment, supplies, materials or any personal property owned by those sponsoring or attending meetings in the library.
Food and Drink
Renters must abide by the library’s current policy regarding food and drink. During times when food and drink are allowed, refreshments may be served in the meeting rooms. The renter is responsible for prompt cleanup of the meeting room. Food delivery service to the library is not permitted.
Publicity Requirement
Groups may not offer or publicize their meeting to the general public.
Groups may publicize their meeting through their own membership lists, private email lists, opt-in marketing lists, or other channels that reach a pre-defined group of members. Such internal invitations must not include the library logo or other library branding, and may not imply library sponsorship. Any invitations for the meeting must include the following text: Westfield Memorial Library does not advocate or endorse the viewpoints of meetings or meeting room users.
Groups may not use the library’s name, address or telephone number as their official address or contact information.
Denial of Meeting Room Privileges
Groups or individuals will not be permitted to use a meeting room if that use poses a potential disturbance to the normal operation of the library (i.e. excessive noise, a safety hazard, significant security risk, etc). The Library Director may also deny the use of meeting rooms to groups or individuals that violate meeting room policies.
The library reserves the right to deny meeting rooms to organizations that repeatedly cancel meetings or repeatedly fail to notify the library of cancellations. The Library Director also reserves the right to cancel any request or booking. An appeal of this decision can be made to the library’s Board of Trustees at a regularly scheduled meeting.
Insurance/Indemnification
For use of the Community Room, organizations that have a Certificate of Insurance in the amount of $1,000,000 Combined Single Limit of Liability for bodily injury and property damage must provide their certificate. The Westfield Memorial Library must be named as an “additional insured” on the Insurance Certificate for the time during which the library will be used.
All meeting room users agree to hold harmless the Westfield Memorial Library from and against any and all liability which may be imposed upon them for any injury to persons or property caused by the organization or any person connected with the meeting.
