Disclaimer: Our new library opened in early 2026, and we are in a period of data gathering and exploration to the rental needs of the community. Note that Library does not currently have an event coordinator to help lead external events or a professional kitchen. This policy will continue to be developed and adapted, as we learn how best to help meet the rental needs of our community.
The Belmont Public Library offers limited rental of selected Library spaces outside of regular operating hours in order to support the educational, cultural, civic, and community life of Belmont.
Use of Library space does not imply endorsement by the Library or the Town of Belmont of the viewpoints, beliefs, or activities of any group or organization.
This policy applies to all building use occurring outside regular Library business hours, including but not limited to Friday, Saturday and Sunday evenings after 5pm, Sunday mornings, holidays, and other times when the Library is closed to the general public.
After-hours rentals may be requested by Town departments, nonprofit organizations, community groups, Belmont residents, and for-profit or commercial entities.
All uses must comply with applicable laws, Library policies, and must be consistent with the mission and safe operation of the Library.
All rental requests must be reviewed and approved by the Library Director or the Director’s designee.
The Library Director or designee retains sole discretion to approve or deny any rental request for any reason, including but not limited to appropriateness of use, scheduling conflicts, staffing capacity, safety, community impact, or operational considerations.
Submission of an application does not guarantee approval.
Rentals may be permitted in designated spaces such as Morrissey Hall, Waverley Oaks Room, The Claflin Room and other spaces as approved by the Library Director.
Not all Library spaces are eligible for rental. Study rooms and certain specialized spaces may be excluded.
Rental fees are established to offset the costs associated with opening, operating, and maintaining the Library outside normal hours. Fees include a custodial fee, a room rental fee and may also include a staff fee depending on the size and scope of the event. Note that in some instances a police detail and a liquor license may also be required. It is the responsibility of the renter to provide and arrange for these. Note that they take time to secure, it is advised to make rental requests the month before the need.
Room Rental fees are payable in advance unless otherwise authorized by the Library Director. Payments should be made to “Belmont Public Library”
Custodial Fee are based on current contractual rates. A minimum of four (4) custodial hours is required for all rentals.
Depending on the nature of the event, additional staffing may be required, including but not limited to supervisory staff, security, or technical support.
Events that exceed their approved end time will incur additional staffing and custodial overtime charges.
All such additional charges will be billed to the renter.
All prospective renters must complete a Rental Application. The application collects the following information:
• Organization or individual name
• Primary contact person, address, phone number, and email
• Event date(s), start and end time (including setup and cleanup)
• Description and purpose of the event
• Estimated attendance
• Space(s) requested
• Equipment or furniture needs
• If food, alcohol, or outside vendors will be involved then contact info needs to be shared in advance
• Agreement to comply with all Library policies and assume responsibility for damages
The Library may also require proof of insurance, permits, or other documentation depending on the nature of the event.
All renters must comply with the Library’s Meeting & Study Room Policy and all other applicable policies.
Spaces must be left clean and orderly. Renters are responsible for any damage caused by participants or vendors.
Events must end at the approved time to allow for proper closing of the building.
The Library is not responsible for loss or damage to personal property.
Cancellations must be submitted in writing 21 days in advance for a full refund, or 14 days in advance for a 50% refund.
Refunds, if any, may be reduced or denied if staffing has already been scheduled or costs incurred.
The Library Director or designee retains discretion regarding cancellation outcomes.
Failure to comply with this policy, staff direction, or any applicable law may result in immediate termination of the event and loss of future rental privileges.
The Library Director or designee has final authority in interpretation and enforcement of this policy.
Hourly Rental fees for Friday, Saturday & Sunday during non-operating library hours and including holidays:
Class 1: Town-based non-profit or charitable organizations
Class 2: Private Belmont Residents
Class 3: Private and out-of-town non-profit organizations
*Custodial fee minimum is 4 hours. After 4 hours, an additional charge will be added by 1 hour increments.