Meeting Room Policy

References:  American Library Association, Library Bill of Rights and Interpretations: Meeting rooms.

Statement of Policy:  The Hubbard Memorial Library provides meeting and study room space for Library programs and for other meetings and programs of an informational, educational, cultural, or civic nature, subject to this policy as established by the Library Board of Trustees. The meeting rooms are intended primarily for use of the library’s own programs.  Use of the facilities by other groups is allowed when not needed by library or library related activities, programs, and meetings.

The Library Board specifically excludes the following types of uses of its meeting and conference rooms:

o    Programs involving the sale, advertising or promotion of products or services.

o    Business firms and other for-profit organizations soliciting or selling products or services, regardless of purpose.

o    Private social functions, such as showers, birthday parties, or dances.

o    Religious services, although study groups & business meetings are allowed.

o    Political campaigns, although bi-partisan political forums are permitted.

o    Programs not in keeping with the library’s goals and objectives, or programs that would interfere with the library’s operation by causing excessive noise, safety hazards, or security risks.


o    There are no restrictions on the scheduling of library and library-related events and programs.

o    Groups are accommodated as space is available.

o    Meetings must end at least 10 minutes before the closing of the library, so that the room may be cleared.

Fees and Admission Charges:

o    No fees are charged for the use of the meeting rooms.

o    Groups using the meeting rooms may not charge admission.  Exceptions may be made for an educational program or course that requires a registration fee or tuition.


o    Meeting rooms cannot serve as a permanent or regular meeting location for any non-library group. To insure fair access to the facility for all groups, non-library groups may request scheduling for 4 consecutive meetings with an option to renew.  All meetings are considered public meetings and shall be open to the public.

o    Permission for use of the library meeting rooms does not imply Library endorsement of the views, opinions, policies, or activities of groups or organizations using the library facilities.

o    Permission to use meeting rooms is revocable and does not constitute a lease.  The Library reserves the right to cancel and/or reschedule any meeting by giving at least 2 weeks advance notice before the meeting.

Additional Considerations:

o    Use of tobacco products, e-cigarettes, and alcoholic beverages are not permitted on the library’s premises.

o    The Library does not provide storage space for groups or individuals using the meeting rooms.

o    The Library reserves the right to refuse to book meeting room space for groups that do not comply with the guidelines of this policy.

The Board of Trustees will review the Meeting Room Policy and regulations periodically, and reserves the right to amend the policy at any time.

Amended by the Board of Library Trustees, November 3, 2015.

Meeting Room Application

meetingroomapplication.pdf (40.8 KiB)