Meeting Room Policy
POLICY AND REGULATIONS FOR USE OF THE BELMONT PUBLIC LIBRARY MEETING ROOMS
The Board of Trustees of the Belmont Public Library welcomes applications from any group whose purpose is civic, cultural or educational in nature, and whose meetings are appropriate to the library’s facilities. The first priority for use of the meeting rooms is to provide space for library programs, the second is for Belmont Community groups. The Library Director reserves the right to restrict use of the meeting rooms at his/her discretion and if the nature of the anticipated meeting could be unreasonably disruptive of other library functions, or if the meeting is likely to be too large or disorderly or otherwise in contravention of any of the rules below. Anyone using a library meeting room must follow any and all library policies, it is the responsibility of attendees to understand and adhere to said policies.
The rooms available for rental are
THE ASSEMBLY ROOM seats up to 135 people and contains a piano and a permanent screen for films, slides, etc. There is a kitchenette, but there is no access to refrigeration, oven or a dishwasher.
THE JAMES WATSON FLETT MEMORIAL CONFERENCE ROOM seats up to 36 people and is used for conferences and small meetings.
All meeting room use is subject to the following conditions and regulations.
RESERVATIONS
Library programs receive first consideration in scheduling the meeting rooms.
Reservations for use of a meeting room are made through the electronic reservation software located on our library website and will be reviewed in the order in which it was received. Applications can be submitted up to two months in advance. Applications must be filled out completely in order to be considered.
The Library reserves the right to cancel a reservation if the Board of Trustees or its designee deems such a cancellation in the best interest of the Library.
MEETINGS
Meetings should be free and open to the public. No meeting may be held for commercial purposes. No admission fee may be charged or collection taken or articles sold except with the express permission of the Library Director.
Meeting rooms may be used during library hours. Meeting room use outside of normal library hours may be approved by the Library Director if custodial coverage is available. Please check our website for our current hours.
Groups holding meetings must assume responsibility for any loss or damage to the library property. The rooms and kitchenette must be left in a neat, clean and orderly condition. If they are not, the group may be denied further use of the library meeting rooms or charged an additional cleaning fee.
Groups are responsible for their own advertising and publicity.
FEES AND PAYMENTS
ROOM FEES: The following fees may be charged to Belmont nonprofit groups for use of the meeting rooms.
ASSEMBLY ROOM $100.00
KITCHENETTE $50.00
FLETT ROOM $60.00
The following fees will be charged to all profit and out-of-town nonprofit groups for each four hour meeting or part thereof.
ASSEMBLY ROOM $ $200.00
KITCHENETTE $ $100.00
FLETT ROOM $ $100.00
CUSTODIAL FEES
Meeting room use may incur additional custodial fees when used outside of normal library hours of operation.
PAYMENTS
Custodial and room use fees must be paid with two separate checks, each payable to the “Belmont Public Library ,” and sent upon confirmation of booking approval. Checks will be held until after the meeting has taken place.
CANCELLATION
At least 24 hours notice must be given to the library for all meeting room cancellations. In the event that prior notice is NOT given, the room fee will be charged. Same day cancellations will be allowed due to extreme weather.
If the library closes due to inclement weather, the person whose name appears on the meeting room reservation form will be notified and the checks for the custodial and room use fees will be returned.
PUBLICITY
No literature may be distributed at a meeting without permission of the Library Director. Meeting Room Use in no way constitutes an endorsement of a group’s policies or beliefs.
Neither the name nor the address of the library may be used as the official address or headquarters of a group.
The Library Director is authorized to make reservations for the use of the Library’s meeting rooms according to these policies and regulations; to deny or immediately terminate permission to any group whose policies or programs are inconsistent with the best interests of the library, or that violate these policies and regulations. The Library Director has the authority to waive fees under certain circumstances and schedule meetings outside of normal hours of operation. The Library Director’s interpretation of these regulations shall prevail.
To complete your request for room reservation, please fill out our meeting room application found here.
Policy Updated 9/22/2022