Meeting Room Use

Meeting Room Application
The Dartmouth Public Libraries offer the use of its meeting rooms on an equitable basis, regardless of the beliefs or affiliations of the groups making the requests or the subjects addressed in the meeting. Permission to use the library meeting room, however, does not constitute or imply library endorsement of the aims, policies or activities of any group or organization, or the views expressed in their meeting or program.

Reservations

Priorities for using the library’s meeting rooms have been established in keeping with the library’s mission and service goals. In scheduling the use of these rooms, the library may grant permission for use of rooms to, in order of priority:

  1. Town of Dartmouth elections
  2. library sponsored programs
  3. groups and organizations affiliated with the library
  4. Town of Dartmouth departments
  5. Town of Dartmouth boards and committees
  6. neighborhood and community based groups and organizations from the town
  7. other groups serving the needs of the community

Meeting rooms are not available for personal or family purposes.  The rooms are not available for purely social functions such as parties or showers.

The Board of Library Trustees and the library staff reserve the right to reject a reservation request if the anticipated meeting is likely to be disruptive to regular library functions.

Availability

The Dartmouth Public Libraries are currently providing the following meeting rooms:

Elsie Haskell Room
Southworth Library
Lower Level
Seating up to 100 people
Equipped with kitchen, audio/visual equipment and data network.  See “Use of Equipment” below for a complete list.

Southworth Meeting Room
Southworth Library
Lower Level
Seating for up to 14 people

Audrey Quail Quiet Room
Southworth Library
The Audrey Quail Quiet Room is used by the library for library meetings, passport appointments, and notary public appointments.  The Quiet Room can seat up to 6 people, and the library’s free wireless network is accessible.

The Quiet Room is available for library patron use under the following guidelines:

  • Library use has first priority. Public use is based on availability.
  • Library patrons must request the room through the supervisors on the library staff – Information Specialists, Circulation Supervisor, Library Associate, Senior Librarian, or Director.
  • The room may be reserved in advance through the Information Specialists or the Director.
  • Room users must sign in with their name and the time of arrival.
  • Use of the room is measured in one hour increments. After an hour, users must get approval from library staff for additional time.
  • The library reserves the right to ask the patron to vacate the Quiet Room if it is needed for library purposes
  • Library staff may enter the Quiet Room at any time if necessary for library functions.
  • Patrons are responsible for leaving the room neat and orderly.
  • The restroom is reserved for library staff use only.

North Meeting Room
North Dartmouth Branch
1383 Tucker Road
North Dartmouth, MA
Seating up to 15 people
Equipped with kitchen and wireless network

Fees
Hourly fees for the meeting rooms will be charged as indicated below:

    • Non-profit groups and organizations affiliated with the library – no charge
    • Town departments, boards and committees – no charge
    • Non-profit groups during regular library hours – no charge
    • Non- profit groups beyond regular library hours – $50 per hour
    • For- profit groups during regular library hours – $50 per hour
    • For-profit groups beyond regular library hours – $100 per hour

Hours beyond regular library hours are dependent upon custodial availability.

Rental fees will be billed.  Fees may be paid by check made out to Town of Dartmouth.

Fees may not be charged by groups when using Library meeting rooms.  If the group incurs costs due to hiring a speaker, or giving materials to be taken home, these fees may be charged up to the cost of the materials of the cost of the speaker.  This must be approved by the Library before the expense is incurred.

Applications, Reservations and Scheduling

Any group who wishes to reserve a meeting room must submit an application to the Director of Libraries or a designated staff member.  Application forms can be requested via email (lantunes@sailsinc.org), picked up at the Adult Circulation Desk, or printed out from online above.  Reservations may be requested by phone or fax, but an Application Form must still be completed or on file with the library.  Applicant will be notified of approval or rejection at the contact number they provide.

Reservations shall be considered, subject to the provisions of this policy, in the order received. Groups are asked to limit their reservation requests to one per month although exceptions can be made at the discretion of the library for special events.

Library staff shall have the right to cancel or re-schedule dates that conflict with library sponsored programs and/or special events.  The library will give as much notice as possible if this occurs.

Use of Equipment

Equipment for use in the Elsie Haskell Room includes:

  • LCD video projector
  • Power screen
  • Chalkboard
  • Lectern with microphone
  • DVD/VCR player
  • Wireless microphone and sound system
  • Overhead projector

Please be aware that staff may not be available to assist with the use of the equipment during a meeting or event.

Groups are responsible for paying for the replacement or repair, at the library’s discretion, of lost, stolen or damaged equipment

Rules for Use

The following rules shall be observed in the use of library meeting rooms:

  • All meetings, for which there is no rental charge, must be open to the public.
  • Groups using meeting rooms may arrange the available tables and chairs as they choose, provided that all pieces of furniture are returned to their original positions at the close of the meeting or event.  Furniture may not be moved into or out of the meeting room.
  • Groups are responsible for cleaning up the kitchen after use.
  • Groups using the meeting rooms shall ensure that the maximum capacity of each meeting room used is not exceeded.
  • Groups, at their own expense, shall procure any license or permit necessary for the conduct of their meeting or event.  Alcohol is only allowed with a permit from the Town of Dartmouth.
  • No outside group, organization or individual using a library meeting room shall charge an admission fee or engage in fundraising activities, except those groups that arrange to do so in support of the library or Town of Dartmouth programs and activities, at the discretion of the Library Director.
  • If, in the opinion of the Library Director, the presence of a police officer is advisable, the group using the facilities will hire one (or more) at its own expense.
  • An appropriate number of adult sponsors must accompany groups of high school age and younger children.
  • The name, address, and/or phone number of the Dartmouth Public Libraries may not be used as the official address or headquarters of organizations using library meeting rooms.  In issuing posters, press releases or other publicity, groups may not state nor imply that their programs are sponsored, co-sponsored or approved by the Dartmouth Public Libraries.
  • The Town of Dartmouth, Dartmouth Public Libraries, its Board of Trustees, the Library Director or employees assume no responsibility for the loss, theft or  damage of any property of any group, individual or organization using library facilities.
  • Groups using meeting rooms agree to indemnify and hold harmless the Town of Dartmouth, Dartmouth Public Libraries, and their employees, officers, agents and representatives, from any and all suits, actions, claims, or demands of any nature arising out of or brought on account of any injuries or damages sustained by any person as a consequence or result of the use of the room, its furnishings or its equipment.
  • Regular library service must take precedence over all other activities, and the use of meeting space must not interfere with the operation of the library.  Groups using meeting rooms may be asked to refrain from using the library parking lot so that library patrons have unimpeded access to library parking.

Exceptions to this policy may be made at the discretion of the Board of Library Trustees as it deems in the best interest of the library and the community.