Meeting Room Use Policy
Meeting Room Use Policy
The Trustees and staff of the Pearle L. Crawford Memorial Library welcome community use of the Library's meeting rooms providing they are used to further the goals and mission of the Library. In order to ensure an efficient operation, as well as an enjoyable experience for all who use the rooms, groups must conform to the following:
GUIDELINES FOR USE
No smoking, alcoholic beverages, chemicals, or candles are permitted in the meeting rooms.
The meeting rooms are available for use during the Library's operating hours.  Events must conclude 15 minutes prior to closing.  Exceptions must be approved by the Library Director.
Refreshments may be consumed only in the Fels Community Room and lobby.  Groups may not store food in advance of programs or leave food after the event concludes.
Groups using the meeting rooms will be held responsible for any costs incurred by the Library or the Town as a result of that use.
Neither the Board of Trustees of the Pearle L. Crawford Memorial Library nor the Town of Dudley shall be held responsible for injury of persons or property that occurs while a meeting room is being used.
Groups utilizing the rooms are responsible for setup and breakdown of meeting rooms.   The Library staff is not responsible for setting up meeting rooms.  
Groups utilizing the rooms are responsible for their own equipment. The library does not store equipment for other agencies.
The Library is not responsible for items belonging to the Renter or guests of the Renter that are lost, stolen, or damaged during the use/rental period. The Renter shall release and hold harmless the Library from any and all liability for loss or damages to said property.
Use of the meeting rooms must not interfere with the activities of the staff or the day-to-day operations of the Library.
Room capacities must not be exceeded per Massachusetts Fire Safety Code.
The rooms will remain locked when not in use for programming or other Library-related functions.
The Library reserves the right to cancel the reservation for non-payment (if applicable) or non-compliance of any terms or conditions set forth in these guidelines. The Library reserves the right to require proof of insurance from the group as a condition of use.
Any exceptions to these guidelines must be approved by the Library Director or the Library Board of Trustees before a reservation is made.  Failure to follow these guidelines may result in loss of use of the meeting rooms.
Student groups, or any groups of minor age, who desire to rent/use the meeting rooms must have an adult sponsor and sign the agreement as a party to the agreement.
CHARGES & FEES
Non-profit groups:
               No charge
Local business/group meetings sponsored by a Town of Dudley resident, with a general public interest which may directly or indirectly generate income or revenue (for profit, i.e. through charge for admission or sale of products and/or services) for the sponsoring resident of the Town:
Meeting Room – $50.00 / Conference Room – $25.00 / Quiet Study Room – $15.00
Fees for all other for-profit business groups or meetings:
Meeting Room – $100.00 / Conference Room – $50.00 / Quiet Study Room – $25.00
Fees are for three hours of use.
There is a $25.00 charge for each additional hour, pending room availability.
Payment in full must be received five days prior to the event.
Checks should be made out to Friends of the Pearle L. Crawford Memorial Library.
RESERVATIONS
Reservations may be made by contacting the Library Director at least one month prior to the scheduled meeting date.  All groups must have a Meeting Room Use Form filled out and on file with the Library. Groups may inquire at the Circulation Desk for room availability.
Reservations are made on a first come, first served basis. Library-sponsored programs will receive priority. Recurring reservations for a room will be accepted for no more than a year at a time with a limit of a single use per quarter, unless otherwise approved by the Library Director or Library Board of Trustees.
Library staff must be notified of a cancellation at least twenty-four hours in advance of the event.
MARKETING YOUR EVENT
Permission to meet at the Library does not in any way constitute or imply endorsement or support of the user's policies, beliefs, or programs by the Library staff or Board of Trustees. Groups utilizing the rooms must not imply that the event is sponsored or endorsed by the Pearle L. Crawford Memorial Library in any advertising or publicity.
MEETING ROOM USE APPLICATION
Approved by the Library Board of Trustees, May 2010
Revised July 2010, February 2011, December 2014