Agawam Public Library

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Meeting Room Use Policy

Click Here for Meeting Room Application Form.

The Agawam Public Library offers two rooms for use by community groups at no charge. They are the Community Room (seating capacity 150) and the Conference Room (seating capacity 20).

Groups using either room may also reserve the kitchen that is shared by both the Community Room and the Conference Room.

Library meeting rooms are primarily available to support library programs and functions that further the goals of the library. Library meeting rooms are also available for meetings and functions of the government of the Town of Agawam.

When not being used by the library or the Town of Agawam, the room is available to local groups under the following regulations.

Rooms may be booked by established not-for-profit groups, which are holding public meetings at which all are welcome to attend. A library staff member may be present at any time during the meeting.
Meeting rooms are not available to for-profit groups, businesses, commercial enterprises, or individuals.

Rooms are not available for private social functions (birthday parties, showers, etc.), or for closed meetings.

No regularly scheduled meetings are permitted.

No admission fee may be charged for any meeting or program held in the meeting rooms.

No selling, solicitation, or taking of orders may occur without written permission from the Library Director.
Reservations may be made in telephone or in person. Only the Library Director, the Assistant Library Director, or the Administrative Assistant may take reservations.

A completed and signed application by an adult representative (eighteen years or older) of the group must be returned to the Library Director before the scheduled meeting.

A copy of the meeting room policy will be provided with the application of meeting room use. A reservation will not be confirmed until the application form is received the Library Director.

Meeting rooms may be booked up to three months in advance of the meeting. The library cannot accept bookings beyond the three-month period to allow flexibility in the arrangement of library programs.
Seating capacities, limited by Massachusetts fire regulations, must be strictly adhered to. Groups using the meeting rooms are expected to arrange the furniture and equipment to suit their own purpose.

Following the meeting, the furniture and equipment must be returned to their original arrangement.

No mounting of materials is permitted on the walls or windows of the meeting rooms.

An appropriate number of adults must accompany groups of minors seventeen and younger.
Only light refreshments may be served.

Kitchen facilities, including refrigerator, sink, and coffee pot, are available. Groups need to bring in all other supplies.

Groups serving refreshments must clean and wash all library appliances, and remove all left over food and drink.

All food and drink must be consumed in the meeting rooms.

Smoking and alcoholic beverages are prohibited.
Groups are responsible for leaving the room and kitchen area (if used) in a neat and orderly condition.

Before the meeting, an adult representative of the group will walk through the meeting room with the Supervising Librarian, and sign an agreement on the application form to the current conditions of the room. A fee will be assessed against any group that does not restore the room to its original clean condition.

All groups using the rooms assume full responsibility for any damages to library property incurred in the room during the meeting, or in connection with the meeting.
The library will attempt to supply standard meeting equipment such as multimedia projector, TV with VCR, screen, flipchart, and erase-board/chalkboard if these items are requested when the reservation is made.

However, availability of the equipment cannot be guaranteed, and meeting planners are encouraged to provide their own equipment.

The library cannot provide consumable supplies (pens, pencils, paper, etc.)
The Agawam Public Library is not responsible for personal belongings or injuries in non-library meetings.
The meeting rooms are available during regular library hours: Monday-Thursday 9 a.m.-9 p.m., Fridays 10 a.m.-6 p.m., and Saturdays during the school year 10 a.m.-5 p.m.

All programs must end fifteen minutes prior to closing.
Meeting rooms will not be available when the library building is closed due to emergency conditions or inclement weather.
In accordance with the American Library Association's Library Bill of Rights, the library does not limit the use of the meeting rooms based on the subject matter or content of the meeting, or on the beliefs or affiliations of the meeting's sponsors.

Use of the meeting rooms does not imply endorsement, support, or co-sponsorship by Agawam Public Library of the activities that take place in the meeting room, or beliefs of the group using the meeting room.

Groups using the meeting rooms may not imply that the event or program is sponsored, co-sponsored, or endorsed by the library in any advertising or publicity.