Reserve a Room
Russell Community Room and Conference Room
The Board of Trustees and Staff of the Whipple Free Library are pleased to provide meeting space to members of our community. The Library’s Russell Community Room, and Conference Room are available free of charge to any group or organization in New Boston engaging in educational, cultural or charitable activities and events, regardless of the beliefs or affiliations of individuals or groups requesting their use. While Library-sponsored or affiliated activities will be given priority, booking in general will be on a first-come, first-served basis. All events held in the meeting rooms shall be open to the public. Our meeting rooms are not available to commercial enterprises or organizations for the promotion of or the sale of goods or services for monetary gain.
It is the intent of the Library Board of Trustees to provide access to our meeting rooms for as many eligible groups as possible. Since there may be scheduling conflicts, we ask your cooperation as we try to accommodate all requests. The Meeting Room calendars are available on our website. The calendar is for your reference only and can only be updated by library staff.
Those using the room are encouraged to make a donation. Checks can be made out to The Friends of the Whipple Free Library or The Whipple Free Library foundation.
Reserving the Russell Community Program or Meeting Room
To reserve either of the meeting rooms, please consider the following:
Any group or organization wishing to reserve either meeting room must complete the Meeting Room Reservation Form available at the Library Circulation Desk or on the Library Web Site. The reservation form must be returned to the Library Director’s office at least 7 days prior to the date of the meeting. The person signing the form must be a New Boston resident over the age of 21 and will be held responsible for the group’s adherence to usage rules. The person signing the form must be present at the event during the entire usage time.
- The Director will inform the applicant whether or not their request was approved. If approved, the applicant must schedule an appointment to meet with the Director or staff member to review usage procedures for room and equipment.
- Room reservations may be scheduled up to three months in advance, beginning on the first of the month. Reservations for one time only events can be made as much as one year in advance. Groups may sign up for a maximum of one meeting per week. Whole day events must be scheduled 3 months in advance.
- If an organization is not local, it must be represented by at least one New Boston resident who is responsible for filling out the room reservation form and following all procedures in this policy, and who will be present at the event for the duration.
- Cancellation of use by any group should be made known to Library Staff as soon as possible, but a minimum 48 hours before the time reserved so that other groups can be accommodated. Failure to notify the Library of cancellation may result in denial of future requests. The Library reserves the right to cancel any meeting or event in the case of emergency due to such things as dangerous weather conditions, power outages, etc.
- Use of the Library does not constitute Library endorsement and no announcements or advertisements should imply such. The Library may not be used as a mailing, communication or headquarters address for any organization, nor will the Library Staff take personal non-emergency calls for people attending meetings.
- The meeting rooms are available 7 days per week between the hours of 7 am and 11 pm. Meeting room activities during normal Library hours shall in no way interfere with the Library’s normal functions and services. Please do not leave children unattended in the library while you are in a meeting.
- For after-hours usage, the contact person will be required to pick up and sign for the key(s) while the Library is open.
Meeting Room Profiles and Requirements
The Russell Community Room
The Russell Community room has a maximum capacity of 100 and includes a meeting room, two restrooms (in entry hall), a break room (including a sink, dishwasher, refrigerator and microwave) and a storage room (for equipment, tables and chair storage). It is accessed by the Library’s main door. Access to the rest of the building when the Library is closed is prohibited.
The Russell Community Room has available folding tables and stacking chairs.
The break room is available for the preparation and serving of refreshments, but all supplies (food, drink, condiments, utensils, cups, plates, etc.,) are the responsibility of the booked group. Groups may use the refrigerator, dishwasher and microwave but are responsible for clean-up and are asked to be sure that everything is left in neat order. No hot plates, crock pots, etc. may be used without prior approval of the staff.
A piano, podium, television with VCR and DVD player, slide and overhead projector and screen are available. Please check with staff in advance on the availability of these items.
The Conference Room
The Conference Room has a maximum capacity of 15. It is accessed by the Library’s main door. Those using the Conference Room will also have access to the bathrooms and break room (see above).
An Apple Mac mini-computer, large flat-screen TV and internet/cable TV access are available. Please check with staff in advance on the availability of these items.
All setup and cleanup (including chairs and tables) is the responsibility of the group and should be accomplished within the reserved room time. Library staff is not responsible for setting up or breaking down equipment used at any meetings not related to Library business. All doors and windows must be checked and secured before a group leaves for the day.
|Parking: If your meeting takes place during regular library hours, please ask participants to park in the southeast end of the lot. Parking on the grass without prior approval is prohibited. Thank you.|
The Meeting Rooms are subject to the following restrictions:
- Smoking is not permitted in any part of the Library or on Library grounds. Alcohol consumption is not allowed except with special permission. [Requests for such permission should be made at least 30 days before the event, to allow the Trustees to evaluate and respond to the request.]
- Attendance must not exceed room occupancy of 100 for the Community Program Room and 15 for the Meeting Room.
- Except for seeing eye/service dogs, no animals or other pets shall be allowed in any part of the library unless they are part of a program approved by the Library Director.
- An appropriate number of competent supervising adults must be present when minors are in attendance. Supervision must be provided both in the Library Building and on the Library grounds
- Nothing is to be attached to the walls
- All meetings must be open to the public.
- Each group shall be responsible for repair cost and/or replacement cost of any equipment or part of the facility damaged by the group. Groups are also responsible for the cost of cleaning of any area used and not left clean.
- Hazardous materials, fireworks and firearms are prohibited on premises.
- No group may use the Library for storage of items belonging to the group.
- No use of meeting rooms will be allowed that is likely to disturb Library patrons in their customary use of the facility.
- Phone (located in break room) may be used for local calls and emergencies only.
- The group contact person(s) will be notified of any failure to comply with meeting room policy. Failure to abide by the Library’s Meeting Room policy and rules of conduct may result in the cancellation or refusal of future reservations.
The Library is not responsible for the loss of, or damage to, any equipment or materials owned or rented by an individual, group, or organization using its meeting rooms. Any individual, group, or organization using the rooms will be held responsible for willful or accidental damage to the Library building, grounds, collections, or equipment caused by the group or organization, its members, or those attending its program.
Any individual, group, or organization using the meeting rooms must fully release, discharge, indemnify and hold harmless the Whipple Free Library, its trustees and staff, the Town of New Boston, and its officers, agents, and employees from any and all claims for injuries, including death, damages, or loss, which may arise or which may be alleged to have arisen out of, or in connection with, the use of the facility.
The Whipple Free Library Board of Trustees reserves the right to amend this policy as is deemed necessary by the Board.
rev. Feb 2017