September 23, 2018

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Meeting Room

Download Meeting Room Policy

The Board of Trustees of the John Curtis Free Library will permit Hanover organizations and civic groups the use of the library’s two meeting rooms, to the extent that there is no interference with library programs. All library use takes precedence over any outside group’s use of the room.

The use of library property is subject to restriction and regulation by the Board of Trustees or designee. The Board reserves the right to deny use of the program/meeting room when it views such use to be impractical or inappropriate for the library. Programs presented in the meeting rooms do not necessarily reflect the views of the library administration or trustees, nor do they imply their endorsement.

Meeting Room Application Form

  1. The applicant will be advised of approval or refusal of the permit and, if approved, the fees to be charged, generally within 1 week of submission.
  2. The applicant will obtain an application form for the use of the meeting room at the main circulation desk or on the website. Applications must be filed at least 7 days prior to the date of desired use. Completed forms can be emailed to Liz MacNeil at emacneil@ocln.org.
  3. At least 72 hours notice will be required from the applicant in the event of cancellation. If less than 72 hours is given, the applicant may be subject to a cancellation fee or loss of use of the meeting rooms for future bookings if short notice of cancellation occurs more than once.
  4. The Library Trustees or designee assumes no liability for injury to any person present on library property as the result of a permit issued to any organization. The holder of the permit shall be responsible and liable for any damage to property or equipment.
  5. The availability of meeting room space prioritizes Hanover groups or organizations which include Hanover citizens in their membership.
  6. All events held in the meeting rooms that are hosted by outside groups must be free of charge and open to the public.
  7. Due to high demand for the room, no outside group will be allowed to schedule the room for more than one event per 30 day cycle without the consent of the Board of Trustees or a designee.  All events must occur during the library’s open hours and the room must be vacated 15 minutes before closing time. A fee may be assessed or loss of use of the meeting rooms for future bookings if staff is required to remain on site due to lack of timely adherence of this rule.
  8. The library may lend equipment to individuals or groups on a limited basis for use in the larger room during the meeting. A pull-down screen is available as is other equipment such as sound amplifier, microphone, DVD player, TV, laptop and projector. Applicants are strongly urged to contact the Library Director  at least 14 days prior to the scheduled meeting room use date to schedule a training with staff on the use of these devices. Library staff may not be available to “troubleshoot” technology issues during scheduled meetings.
  9. The Board of Trustees or a designee does not guarantee functionality and compatibility of its equipment with any devices that the applicant may employ for the meeting.
  10. Any promotion of the event is the sole responsibility of the applicant.

FEES

  • There is no charge for use of the room by Hanover school and town government organizations which include parents’ groups, public hearings, and board meetings.
  • Nonprofit service organizations and civic groups (e.g., Scouts, Police/Fire Auxiliary) may also use the room free of charge.
  • For-profit or commercial organizations, including investment firms, educational consultants, interior designers, and similar business interests will be required to pay a fee based on the following schedule:
  • Up to 4 hours/day:  $50.00 per hour
  • More than 4 hours/day: at the discretion of the Board of Trustees or a designee

Payment via check or cash is due at the time of application and must be made out to the John Curtis Free Library and addressed to the Library Director, John Curtis Free Library, 534 Hanover Street, Hanover, MA 02339.

REGULATIONS

  1. The meeting rooms are available only during the hours the library is normally open. Any exception must be requested and authorized in writing by the Library Director.
  2. If a custodian or building security is needed outside of normal operating hours, the applicant is responsible for payment at an hourly rate of $15.00. Determination of necessity will be made by the Board of Trustees or a designee.
  3. The kitchenette is available for serving light refreshments; the user is responsible for leaving this area clean or may be subject to loss of meeting room privileges for future bookings.
  4. A maximum of 100 persons is permitted in the large meeting room and 15 persons in the small room. The door to the meeting room must remain open for the duration of the meeting.
  5. No smoking is allowed in the library building or on the library grounds.
  6. No candles may be lit in the library building.
  7. No alcoholic beverages are allowed on library premises unless express written consent of the Board of Library trustees or a designee has been granted and the appropriate process required by the Town of Hanover has been satisfied. Details are available at: http://www.hanover-ma.gov/sites/hanoverma/files/file/file/7-2-14_-_one_day_liquor_license_policy.pdf
  8. The Board of Trustees is not responsible for the cancellation of an application for the use of the meeting room in case of emergency or unforeseen circumstances (i.e., storm, power failure) which results in the closing of the library building.
  9. Due to limited custodial coverage in the library, users are requested to set up and dismantle chairs and tables in the meeting room, leaving it “as found”, unless other arrangements have been made with the Board of Library Trustees or designee.