Weymouth Public Libraries
Meeting Room Use Policy, Fee Schedule, & Reservation Form
Meeting Room Use Policy
The Weymouth Public Libraries’ meeting rooms are provided for the benefit of all and may be used by organizations to provide informational, educational, cultural and/or civic needs of the community. Any group wishing to make use of the meeting rooms of the Weymouth Public Libraries must receive the approval of the Director of Library Services, agree to the meeting room use policy and complete a reservation form. The fee schedule and policy for use of the meeting rooms were established by the Board of Library Trustees and are reviewed annually by the Director of Library Services.
The Weymouth Public Libraries has three meeting rooms available at the Tufts Library: the Jones Room (approximate capacity of 60), the Canoe Room (approximate capacity of 30), and the Butterfly Room (approximate capacity of 12). Use of the meeting rooms shall commence after the library has been opened to the public and must end 15 minutes before the scheduled closing time of the Library that day and all participants must vacate the building.
Use of the meeting rooms does not imply endorsement, support, or co-sponsorship by the Weymouth Public Libraries of the Town of Weymouth of the activities that take place in the meeting room or of the beliefs of the group using the meeting room. Groups or individuals using the meeting rooms may not imply that the event or program is sponsored, co-sponsored, or endorsed by the library or the Town in any advertising or publicity. The Weymouth Public Libraries follows the principles set forth in the American Library Association’s Library Bill of Rights, including Article VI, which states, “Libraries that make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.” The Director of Library Services reserves the right to refuse the use of the library meeting rooms or cancel any meeting room reservation when the Director deems the action to be in the best interest of the Weymouth Public Libraries of the Town of Weymouth.
Regular library service shall take precedence over all other activities and the use of the meeting room space must not interfere with the operation of the library.
The individual signing the application for meeting room use must be at least 18 years of age and is responsible for the security, safety and behavior of the group. Activities for minors, ages 17 and under, must be supervised by responsible adults. Applications for the use of the meeting rooms should be made to the Director of Library Services as far in advance as possible. Reservation forms are available to download at the bottom of this page. Completed forms can be mailed or dropped off to Weymouth Public Libraries, 46 Broad Street, Weymouth, MA 02188 or fax it to the library at 781-682-6123.
The following regulations apply:
- Meeting rooms may be reserved up to three months in advance of the meeting. This amount of time maximizes flexibility in the arrangement of library programs, which take precedence over non-library use of meeting rooms.
- The meeting room is not officially reserved until the Administrative Assistant confirms the reservation.
- The meeting rooms are not available for social functions or fundraisers.
- Permission for use of the meeting room is not transferable by any individual or group.
- Meeting rooms shall not be used for entrepreneurial or commercial purposes. No admission fees may be charged nor any monies collected with the exception of dues or charges for refreshments by the individual or organization.
- Cancellations must be made as far in advance as possible. There is a high demand for meeting room space and advance cancellations enable us to meet the needs of other groups and organizations within the Town of Weymouth. Failure to cancel a meeting room reservation may deny the individual or organization further use of any meeting rooms.
- Should the individual, group or organization cancel the meeting, it is their responsibility to notify members of that decision.
- The library is not responsible for costs incurred if a meeting is canceled due to circumstances beyond the library’s control.
- The library can provide open Wi-Fi, a television, DVD player, projector, projection screen, and podium as requested on the application form. Outside equipment may be brought into the meeting with prior approval. However, the library assumes no responsibility for this equipment. Library staff shall not provide any technical assistance.
- The applicant shall be in attendance when the meeting room is in use and will be held responsible for the orderly conduct of the group and for any loss of, or damage to, library property.
- Children must be supervised by group members and children being picked up after the meeting must be monitored by the group. Those attending meetings may not leave unsupervised children in the library. For more information, refer to the library’s Policy on Unattended Children.
- Refreshments may be served but must be contained within the meeting space. The library will not supply any equipment associated with the serving of refreshments. There will be no cooking or food preparation on site. Dishwashing facilities are not available. The staff lounge is not available for groups using the meeting rooms.
- The individual or group reserving the meeting room shall be responsible for the picking up trash and excess materials and equipment of the users, in the room immediately after the use. If the tables are being used for crafts or activities in which glue, paint, glitter, or other similar materials are involved, the tables must be covered to protect them from damage.
- Neither the Board of Library Trustees nor the Town of Weymouth shall be held responsible for injury to person(s) or property that may occur while a meeting room is being used.
- Any exceptions to these guidelines must be approved by the Director of Library Services before a reservation is made. Failure to follow these guidelines may result in loss of use of the meeting room.
The charge for use of the meeting rooms by not-for-profit groups, civic organizations, or governmental agencies is waived by the Weymouth Public Libraries. However, any such group that wishes to make a donation can make checks payable to the Town of Weymouth for use solely by the library.
The charge for use of the meeting rooms by for-profit groups is $100 for use of the Jones Room at Tufts Library or Fogg Room 1 at Fogg Library for up to two hours and an extra $50 for each additional hour thereafter;
$50 for use of the Canoe Room at Tufts Library or Fogg Room 2 at Fogg Library for up to two hours and an extra $25 for each additional hour thereafter.
For-profit groups cannot use the Butterfly Room or the Study Room.
The meeting room fee must accompany the reservation form, be in the form of a check or money order, made payable to the Town of Weymouth. The check or money order will not be deposited until the event takes place. In the event of a cancellation at least 24 hours in advance, the fee will be returned to the group.