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Newburyport Public Library
Program Room Policy
The Newburyport Public Library Program Room serves multiple purposes: to
provide space for story hours and library programs, and to provide facilities
for public meetings sponsored by non-profit community organizations. Needs of
the library for use of the Program Room take precedence over other functions.
As a community service, the Board of Directors of the Newburyport Public
Library allows the use of the main Program Room for civic, cultural,
educational, and philanthropic purposes when not being
used for library-related activities. In allocating the use of the Program Room,
the Board of Directors and library staff shall not discriminate on the basis of
the political, religious or other beliefs of applicant groups, or on any other
constitutionally or statutorily prohibited basis, but the provision of meeting
room space is not the primary mission of the library and must not disrupt the
normal functions of the library. Programs must be open to the public. Because of
library programming needs, no regularly scheduled meetings or programs are
permitted, except by permission of the Head Librarian, and use of the Program
Room for library purposes will take precedence over all other uses. Reservations
are reviewed on a first come, first served basis.
The Newburyport Public Library does not endorse the views expressed by any
group or individual using its meeting room. During a meeting or program that is
open to the public, no admission fee or donation requests are permitted. No
items may be sold for profit in the library. However, groups may charge a
reasonable fee to recover the cost of materials, handouts, craft making
supplies, refreshments, etc. Arrangements for any such fees have to be approved
at the time of booking the room reservation, and must be collected by the
booking organization. Fund raising events sponsored by the library, Friends of
the Library or other organizations affiliated with the library are permitted.
The Program Room is not available for private functions. Non-profit groups
must either be located in Newburyport, or have a board member who lives within
the City limits. If the group does not meet either of these two criteria, use
may be permitted if the group is providing a program open to the entire
Newburyport population without any fee. If an attendance form or program
registration form is used, it should be stated clearly if the list of names will
be used for sales calls. Attendees can then choose to not sign, or to remove
their names.
The Head Librarian and the Board of Directors reserve the right to amend
these regulations at any time, to waive any Program Room regulation, and to
deny or cancel any application for reservation of
Program Room space. The Board of Directors and the Head Librarian reserve the
right to reject a reservation request if the anticipated meeting is likely to be
unreasonably disruptive to regular library functions, too large for the
applicable room capacity, disorderly, dangerous to persons or property, or in
any other way inconsistent with or in contravention of any of the terms and
conditions of this policy. In determining whether such a likelihood exists, the
Board of Directors and/or the Head Librarian may take into consideration the
contents of the application form, the history of the group's meeting room use in
the library, the history of the group's use of meeting facilities elsewhere, and
such other information as they may deem appropriate.
The Head Librarian and/or the Board of Directors reserve the right to
determine on a case-by-case basis whether any proposed use of the Program Room
will require security or other extraordinary police protection or other public
safety precautions. In making this determination, the Head Librarian and/or the
Board of Directors may take into consideration the contents of the application
form, the history of the group’s meeting room use in the library, the history
of the group’s use of meeting facilities elsewhere, and such other information
as they may deem appropriate, and may consult with the City Marshal or his
designee. If the Board determines that such security will be reasonably
necessary, the group seeking to reserve the use of a meeting room shall be
required, as a condition of such
reservation, to provide the necessary security, as determined by the Board of
Directors and the payment for any costs and expenses relating to the security
for the event including but not limited to police details, etc. Final approval
of the reservation and the group’s plan for the payment for and provision of
security is given at the sole discretion of the Board of Directors.
No group may reserve or use the Program Room unless it complies in all
respects with the provisions of this policy, and submits, in fully executed
form, the application and indemnification agreement called for in this policy,
and any insurance certificate requested pursuant hereto. No meeting room
reservation shall be deemed complete until the library staff receives a complete,
signed original form (together with, if applicable, an original insurance
certificate). The signed application form assigns responsibility for loss or
damages to the room to the signatory of the
application.
For further information, or to reserve the Program Room, please call the
library secretary at 978 465-4428, ext. 221. Attendance at gatherings will be
limited to 100 persons, the authorized capacity of auditorium style seating.
Seating and/or supplementary furniture are not allowed in the hallway outside
the Program Room. Registering to reserve the room well in advance of a function
is recommended.
Revised and approved by the Newburyport Public Library Board of Directors
- June 5, 2003.
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Conference and Tutorial Rooms - Policy and Procedures
Conference Room
Limit of 8 persons.
Limit of 3 hour block of time per day.
Limit of 1 month in advance for making
reservations.
Reservations for the Conference Room are to be made with the Library
Secretary by calling 978 465-4428, ext. 221. The Conference Room
key can be picked up at the 3rd floor Reference Desk. If not previously booked,
this room is also available on a walk-in basis when the group study and tutorial
rooms are reserved or occupied.
Group Study and Tutorial Rooms
Limit of 4 persons in group study and
tutorial rooms.
Limit of 3 hour blocks of time per day.
Limit of 1 week in advance for making
reservations. Advance reservations are to be made by calling the 3rd floor
Reference Desk at 978 465-4428, ext. 237.
In order to protect and to provide equal access to the study rooms, users are
required to abide by the following guidelines:
All users of a study room must register at the 3rd floor
Reference Desk.
Once a group or individual signs up for the room, one
person from the group must occupy the
room continuously. The
Library is not responsible for lost, stolen or damaged items.
If a person does not check in within 15 minutes after the
scheduled reserve time, the time period may be allotted someone else.
Responsibilities of Conference and Study Room Users
The person who registers for the room will be held
financially responsible for any damage done to the room and its furnishings by
anyone during the time period registered.
The responsible person will inspect the room prior to use
and report any damage or vandalism to the room to staff at the 3rd floor
Reference Desk.
The person who registers for the room will be held
responsible for any unreported damage.
The room will be left in clean condition. No drinking,
eating or smoking is allowed in the Conference or study rooms.
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