Easthampton Public Library (PLAE) Space Use and Booking Policy
Easthampton Public Library is committed to making our facilities available for public use in an equitable manner consistent with our Mission, Vision, and Patron Code of Conduct. Space use is provided as a free public service, at the discretion of the Library Staff and according to the guidelines laid out in this document.
All Library Meeting and Program spaces are used for library sponsored programs and may be used by other groups when available.
All events must be free of charge, and all must be open to the public unless specifically agreed upon. Meeting rooms and program space are made available as a public service and booking a room in no way constitutes an endorsement of the program or philosophy of the group or the individuals using the facilities. The Public Library Association of Easthampton (PLAE) affirms that facilities should be made available on an equitable basis. A copy of the meeting room reservation policy will be provided with the application for meeting room use. A reservation will not be confirmed until the EPL staff receives a completed application form.
The use of the space must meet the goals and objectives of the PLAE Board of Directors in providing for the informational, educational, and cultural needs of the community. Meeting space is not available for private social functions, for-profit organizations, commercial activity, or any political campaigning activities (see below).
Space use is provided as a free public service, but is not free for us to provide. Considerations of staffing cost, cleaning, utilities, and infrastructure are a factor in our decision making.
Eligible Groups (in priority order)
- Library programs and meetings
- Library related groups, such as the PLAE Board and Committees
- Civic, school, and nonprofit groups presenting meetings of public interest
- Other groups not included above, and not specifically excluded in the Library Meeting Room Policy. Private, closed, commercial sales, and/or family functions are not permitted.
Locations:
Main Library: 9 Park Street
The Easthampton Public Library does not currently offer private meeting space to the public at our Main location at 9 Park Street.
9 Park Street does have 3 small study alcoves on the Main Floor of the library that can occasionally be reserved by small groups (6 or fewer people).
The Library alcoves may not be used in any way that materially interferes with the operation of the library or which threatens the safety of library property, patrons, or staff. Merchandise, other than items sold to benefit the Easthampton Public Library and program-related book sales, may not be sold by individuals or community groups.
While alcove spaces are available at no charge during normal library hours. Groups may be assured of use of the alcoves only for the hours reserved in advance. Alcove space is available to the general public on a first come, first served basis for hours not reserved in advance.
After reading these policies, you may use the online form below to make your reservation.
Reservations can be made at the Circulation Desk during regular Library hours or online at the Library’s website.
An alcove space may be booked up to 3 months or 3 events in advance. To allow for flexibility in the arrangement of library programs, we cannot accept bookings beyond the 3-month/3-event period.
Reservations must include the name, address, and phone number of a contact person for the group. The contact person is required to notify the Library as soon as possible if there is a cancellation or change in schedule. Failure to cancel or appear for a reservation may result in forfeiture of space use privileges.
52 Main Street Annex
The Easthampton Public Library Annex space at 52 Main Street is a single large open room, with tables, projection equipment, and chairs. Currently, this facility is only available by pre-arrangement, as there are no regular open hours planned at this time. Use of the facility requires the presence of at least one Library staff member on site, and is subject to availability and feasibility at all times.
You may also wish to consider other meeting facilities in the Easthampton Area:
In person or by phone:
Online Form (in progress)
Additional equipment: When reserving the 52 Main Street Annex, you may request the use of:
An internet-connected laptop
Tables
Chairs
Screen/projector
Easels
Reservations
Individuals and groups are limited to no more than two reservations at a time, in order to accommodate the largest number of people. In the event of a cancellation, notify the library as soon as possible. No reservation may exceed three hours, including setup and breakdown, without the express permission of the Library Director.
Room Use Requirements
Groups sponsoring events are responsible for liability of the participants, both active participants and the audience, in any program on Library property.
The Library will refuse space to individuals or organizations which have previously failed to comply with stated requirements for use. This includes (but is not limited to) failure to allow staff to follow normal lock-up procedures, excessive noise which causes complaints from other Library users, failure to make a reasonable effort to clean up after serving refreshments, or failure to adhere to the maximum room capacity.
All events, including cleanup, must conclude 15 minutes before the reservation’s ending time, or otherwise ensure that the time is not exceeded.
Should extra cleaning be required after an event due to unusual wear and tear, the event sponsor will be charged the actual cost of the cleaning.
Room capacity (50 people maximum inclusive of all organizers and attendees for the Annex) must not be exceeded. Groups using the meeting rooms should request the number of chairs and tables that will be needed in the room on the meeting room application form, along with the need for any audiovisual equipment. Groups may arrange the furniture in the room according to their own needs. Following the meeting, the furniture and equipment must be returned to their original arrangement or a previously agreed upon configuration. Groups are responsible for leaving the room in a neat and orderly condition.
- No mounting of materials is permitted on the walls or windows of the meeting rooms. Easels are available for use if needed.
- At least two adults must accompany groups of minors 17 years of age and younger.
- Groups may serve pre-packaged or store bought refreshments, no homemade food is allowed. Any group serving food assumes full responsibility for all liability pertaining to consumption of same. For groups wishing to serve more substantial refreshments, we highly recommend that food and drink are provided through a licensed caterer. Groups serving refreshments must remove all leftover food and drink following the meeting.
- Smoking and vaping is prohibited inside Library buildings, including the meeting rooms, as well as on the grounds outside.
- The Easthampton Public Library is not responsible for the loss of any personal belongings or any injuries sustained in meetings not sponsored by the Library.
- In accordance with the American Library Association’s Library Bill of Rights, the Library does not limit the use of its meeting rooms based on the subject matter or content of the meeting, or on the beliefs or affiliations of the meeting’s sponsors.
- No fundraising or collecting of money can take place in the building or on the property, unless in situations specifically authorized by the library at the time of the event booking.
- Groups using the meeting rooms may not imply that the event or program is being sponsored, co-sponsored, or endorsed by the Easthampton Public Library in any advertising or publicity without prior authorization from the Library Director. The Library Director reserves the right to prohibit use of the meeting rooms based on applicable federal, state and local laws.
- Groups failing to comply with any part of this policy or the established procedures will be denied further use of the meeting rooms.
- The Library Director is authorized to interpret and implement the above Meeting Room Usage Policy. Dispute or unresolved questions may be submitted to the Library Board of Directors for determination.
Grounds Use
The library’s grounds are available for enjoyment of the general public. Open wifi is available to use and seating is provided seasonally. A trashcan is available for individual use. The Library grounds are not available for use by organized groups other than those affiliated directly with the Library.
Use by Political Groups
The Easthampton Public Library building and property are subject to restrictions set forth by the State of Massachusetts on the use of public buildings for political use. Elected officials can hold office hours and public forums at the library.
A political party or political group may use space at the Easthampton Library for a program provided that:
- The event features a guest speaker on a theme or topic and is not a campaign rally
- The event is open to the public
- An admission fee is not charged
- It is held during open hours and staff are available and present
- No fundraising or collecting of money can take place in the building or on the property
- No distribution of campaign or party/group related buttons, flyers, posters, etc. in the building or on the property
- The event must be advertised as “Presented by [Group name] ” and “held at Easthampton Public Library [Insert Specific Space].” Easthampton Public Library must not be listed as a host or sponsor on any flyers or advertising.
The Easthampton Public Library is committed to providing varied programming to our patrons for both educational and recreational purposes. The Library Director oversees programming and reserving spaces. The Library Director and Board of Trustees reserve the right to cancel an event if this policy is violated.
Liability:
Any group booking any library space for non-library programming assumes full liability for all incidents, concerns, injuries, and accidents related to use of the library space.
Inclement Weather Guidelines:
The Library will make every effort to open to the public as scheduled so long as conditions are safe to do so. In general, the library will remain open unless Easthampton City Hall closes, or a parking ban is put into place. If City Hall will not open for the day because of inclement weather, then the library will remain closed for the day as well.
The library will alert the public of its altered hours as soon as the decision has been made. In addition to posting signs on the building, the library will update its website and its Facebook page.
When possible, closings will be announced on both WWLP (channel 22) and WGGB (channel 40) television stations.
All events scheduled to take place at the Library will be cancelled in the event weather forces the closure of the Library. It is the responsibility of organizations and individuals reserving space in the Library to find out if the Library has been closed due to weather.
For rescheduling, the sponsoring organization is responsible for contacting Library Staff on the next day the Library is open.
_________________________________________________________________________
Art Exhibits
Exhibitions of artwork are addressed in a separate policy.