Meeting Room 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 the library or library related activities, programs, or meetings.
The Library Board specifically excludes the following types of uses of its meeting and conference rooms:
- Programs involving the sale, advertising or promotion of products or services.
- Business firms and other for-profit organizations soliciting or selling products or services, regardless of purpose.
- Private social functions, such as showers, birthday parties, or dances.
- Religious services, although study groups & business meetings are allowed.
- Political campaigns, although bi-partisan political forums are permitted.
- 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.
Reservations:
- There are no restrictions on the scheduling of Hubbard Memorial Library and library-related events and programs.
- Non-Hubbard Memorial Library bookings are accommodated as space is available.
- Reservations are made by reading and confirming receipt of the Meeting Room policy and Reservation Form, which must be filled out completely before the reservation begins.
- The Board of Library Trustees reserves the right to revoke the privilege of a party for any future use of the library meeting rooms for non-compliance with the Meeting Room Policy or when it has been determined that there was a misrepresentation by the party of its stated purpose.
- Walk-in use of library space is arranged at the Circulation Desk and is on a first-come, first-served basis.
- Meeting spaces may be booked for up to 4 hours maximum.
- Permission to use the meeting rooms is revocable and does not constitute a lease.
- Library staff shall have the right to cancel, reschedule, or transfer meeting room locations or dates that conflict with library sponsored programs and/or special events. In such cases, the library will make its best effort to give advance notice.
Fees and Admission Charges:
- No fees are charged for the use of the meeting rooms, though monetary donations to the Hubbard Memorial Library Memorial Fund are graciously accepted.
- Groups using the meeting rooms may not charge admission. No collections or donations can be solicited. No items can be sold. Exceptions may be made for an educational program or course that requires a registration fee or tuition.
Use:
- Meeting rooms cannot serve as a permanent or regular meeting location for any non-library group. To ensure 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 free and open to the public.
- Coffee and light refreshments may be brought in. No alcoholic beverages may be consumed unless it is part of a library program.
- Use of tobacco products, e-cigarettes, marijuana, and illicit drugs are prohibited on the library’s premises.
- The space must be left in a clean and orderly condition, as determined by library personnel. If it is not, a cleaning charge of $50 per hour will be billed to the applicant.
- Meeting rooms will be set up and returned to their original configurations by the booking individual or group. Library staff are not able to assist with set up or take down.
- The library does not provide storage space for groups or individuals using the meeting rooms.
- Wall hangings may not be removed or disturbed. Tape, tacks, nails, or other fasteners are not to be used on any walls, windows, doors, or woodwork. Signs, decorations, or displays must be limited to tables or easels.
- All participants must adhere to library policies.
- The Library Board of Trustees reserves the right of library management to immediately end an event that violates any library policy. See HubbardLibrary.org/policies.
- The applicant is expected to adhere to the stated purpose of the meeting.
- Those who have reserved the meeting room must check in at the main floor Circulation Desk before using any reserved meeting space and check out in the same manner when the event is completed.
Additional Considerations
Any handouts or distributed or exhibited materials are subject to inspection by the Library Director and/or Board of Trustees, and any press releases, advertisements, or announcements must be cleared with the Library Director (excluding official postings by Town Boards and Committees) prior to distribution or publication.
In allowing a group to use a meeting room, the Board and the Library staff do not imply any endorsement of the group’s beliefs, policies, or program. Groups and individuals who have applied to use one of the library meeting rooms are prohibited from stating or suggesting that the Hubbard Memorial Library, the Board of Library Trustees, the Town of Ludlow, or any of the library staff or other Town employees sponsors or endorses the meeting, the group or individual, or any particular set of ideas.
Groups may identify the library and provide its address in their publicity for the meeting but may not give out the library’s telephone number or invite potential attendees to contact the library.
Questions of interpretation will be referred to the Library Director. Final determination rests with the Library Board of Trustees.
Indemnification and Insurance:
Before being permitted to use any of the Library meeting rooms, group and individual applicants must execute and deliver a writing in a form to be prescribed by the Board of Library Trustees by which said groups or individuals shall agree to hold the Board, the Town of Ludlow, and all library staff and other Town employees harmless from and to indemnify them against all costs, damages, losses, claims, and expenses incurred, directly or indirectly, as a result of such group’s use of a meeting room. Such costs, damages, losses, claims, and expenses shall include, without limitation, any damage to the meeting room or any other part of the library building, grounds or collection; the cost of employee overtime, if occasioned by the use of the meeting room; the cost of police protection, if deemed necessary by the Board; and any claim asserted by any third person against the Board, the Town of Ludlow, and/or any Library staff or other Town employees on account of any alleged injury causally related to the meeting, together with defense costs including reasonable attorneys’ fees.
Said writing shall also constitute a release by the group and each and all of its members or by the individual of any claim against the Board, the Town of Ludlow, or the Library staff or other Town employees for any injury to persons or damage to property suffered by such group or any of its members during or as a result of the use of the meeting room, except insofar as such injury or damage is directly and solely caused by the negligence or intentional misconduct of any person belonging to or acting on behalf of the Board, the Town of Ludlow, or the library staff or other Town employees.
The Board reserves the right to require any applicant group or individual to supply a certificate of insurance, from an insurer licensed to do business in Massachusetts, in such amount and in such form as the Board may reasonably deem appropriate, such amount not to exceed $1 million, naming the Board as an additional insured, and covering damage to the Library building, grounds and collection and injury to persons occasioned by the meeting. Said certificate shall evidence that the insurance it represents is not cancelable except on at least ten (10) days’ written notice to the Board. In the event of such cancellation, the meeting reservation shall be canceled unless the group or individual forthwith substitutes a new insurance certificate meeting the aforesaid requirements.
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 3/2025.
