Room Use Rules & Regulations

Bellingham Public Library  Room Use Rules & Regulations

1. When not needed for library-related activities, meeting rooms at the Bellingham Public Library will be available to local groups and organizations for meetings or programs of an educational, informational, cultural or civic nature.
2. Reservations for the use of the meeting room must be made by an individual who resides in the Town of Bellingham or by an accredited representative of an organization located in Bellingham or local community group. Approval is at the sole discretion of the library director.
3. The Town of Bellingham, the Bellingham Community and local 501(c) 3 nonprofit groups may use the rooms free of charge during regular library hours. There are charges for other nonprofits and for profit groups. There are also charges for use of the room outside of library hours, with approval of the Library Director.
4. Current fee schedule:
   Other nonprofit organizations                                $25.00 per hour
   For profit organizations                                          $50.00 per hour
5. In addition, there is a $40 per hour fee for reservations outside of normal library hours. Requests for reservations outside of the library hours must be emailed to the Bellingham Library. Please include the name of the group requesting the room, the type of meeting being held, the dates and times needed as well as contact information of the person making the request.
6. Patrons must request use of the room by completing our online room request form. The Director has the authority to grant or deny permission to use the room. Any request that the Director determines may conflict with the intent of these policies will be forwarded to the Library Board of Trustees for approval. To ensure room availability to the largest number of groups, any group wishing to reserve the room for ongoing and/or consecutive weeks will be allowed to reserve the room only four times in any eight week period.
7. The Director reserves the right to cancel a reservation if necessary. If a reservation is cancelled by the Director every effort will be made to provide the organization with as much advance notice as possible (and a full refund will be issued to paying groups). If a reservation is cancelled by the organization, the organization may reschedule the reservation, but will not receive a refund. Payment for room use must be received 10 days prior to the event. If the event is booked within 10 days of occurring, payment must be made within one business day.
8. The meeting rooms are available “as is.” Groups using the space may be responsible for setting up chairs, tables and equipment, as well as putting them away at the conclusion of the meeting. We do not have personnel to service groups in the room. There are no administrative or custodial services provided for the meeting rooms or Community Room kitchen area.. The meeting rooms should be left in the same condition that it was in when the group arrived. Any items put in the Community Room kitchen’s refrigerator for the event must be removed at the end of the event.
9. All meetings must be open to the public. No admission may be charged, tickets sold or money making functions held at non-library events without the permission of the Library Board of Trustees.  Attendance must be limited to the 100 person capacity of the Community Room.
10. Instructions of the library staff regarding the safe and orderly operation of library facilities must be followed at all times. Any group or individual not adhering to the library behavior policy will be asked to leave the premises.
11. Those organizations receiving permission to use library owned equipment must make arrangements for one of its members to receive instruction in its use prior to the sponsored event. The library cannot guarantee technical assistance with audio visual equipment.
12. Smoking is not permitted in the building or within 25 feet of entrances
13. Latex balloons and latex gloves are not permitted or allowed anywhere in the library.
14. Light refreshments may be served.

Revised and approved September 2010 by the Board of Library Trustees

Revised April 2013, Updated December 2017

Groups who use our rooms and accept this policy when reserving a room are also agreeing to our RELEASE, COVENANT AND INDEMNITY AGREEMENT for use of meeting rooms at the Bellingham Public Library, Bellingham, Massachusetts, text below.

In making my reservation for the use of a meeting room at the Bellingham Library and  in consideration of the Town of Bellingham’s granting me/us the right to use and occupy a meeting room of the Bellingham Public Library do hereby remise, release, acquit and forever discharge the said Town of Bellingham, its heirs, all actions, causes of actions, claims, demands, damages, judgments, executions, costs, loss of services, expenses, compensation, and any or all other claims or damages whatsoever, both in law and in equity, on account of, growing out of, or which has resulted, or may result from, all known and unknown personal injuries, conscious suffering, and/or property damage resulting to myself/ourselves or others, as a result of said use.

For the aforementioned consideration acknowledged and received, I/we do herewith agree not to make any demand or claim or commence, prosecute, cause or permit to be prosecuted, any action at law or in equity, or any proceeding of any description against the Town of Bellingham which arose or might thereafter arise out of the above-described use. I/we further thereby covenant to indemnify and hold harmless the Town of Bellingham from any injuries or damages sustained by them as a result of said use of said facility and assert that this covenant not to sue may be placed in action commenced against the Town.

It is further agreed and understood that the facility is in proper repair, other than that damage listed below, and that I/we agree to be responsible for any and all damages or losses caused by my/our use of said facility, all as to be determined by the Custodian herein.