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Policy for MEETING ROOM USE

1. The Milton Public Library has meeting spaces that may be booked by organizations and individuals. There is a one-hundred seat community room, and a conference room. Milton based non-profit organizations whose income is based solely on membership fees and all Milton Town Departments and Boards may request a waiver of the reservation fee on the room booking form. Individuals, non Milton based non profits and other organizations that do not qualify for a waiver may reserve rooms according to the current fee schedule.
2. Reservations for meeting rooms must be made in writing using the Milton Public Library meeting room reservation form, and  must be done at least a week in advance of the prospective meeting.
3. To allow the library appropriate flexibility for planning of library sponsored events, bookings by community groups or organizations will not be taken more than three months in advance of a planned event, unless approved by the Director. We will not allow more than three repeating meetings to be booked in advance unless they are no more frequent than monthly and advance permission is obtained from the Library Director. Permission for use of the meeting rooms will be granted to adults only. No one under 18 will be admitted to the meeting room until the adult in charge has arrived.
4. Use of the meeting rooms for library purposes will take precedence over all other reservations. The library reserves the right to transfer a group or organization to another area or to cancel a reservation, if necessary. If the library cancels a reservation every effort will be made to provide as much advance notice as possible. A refund will be issued if a fee was required.
5. All meetings and programs must be open to the public if the room use fee has been waived. To assure safe and orderly operation of the room, the group must follow the instructions of the library or custodial staff. Attendance must be limited to the capacity of the meeting room.
6. Meetings must adjourn fifteen minutes before closing unless arrangements have been made in advance for library staff to stay later. A custodial fee of $25 per hour, or any portion thereof, must be paid with the registration to extend a meeting beyond regular hours.
7. Smoking, the use of tobacco products, or alcoholic beverages are not allowed anywhere in the library. Light refreshments may be served in the lower level rooms only, if requested in advance on the meeting form. Any furnishings moved by users must be returned to their original positions at the end of the meeting. Groups are responsible for leaving the room in the condition in which it was found.
8. Meeting room and AV equipment fees must be paid in advance. Refunds for canceled meetings will be provided only if the library is notified one week in advance or if the library is forced to cancel meetings due to bad weather or emergency.
9. Event posting information for meetings must be submitted to the adult services librarian at least one week prior to the meeting. No postings or hangings may be made on meeting room walls.
10. Permission to use library meeting space is in no way an endorsement by the library of the positions, activities or statements of any group or individual using that space.
11. The Library Trustees may rescind permission or refuse to grant permission for any meeting room request if the Trustees have reason to believe that such use will subject the library to undue costs or subject library operations to undue disruption.

Room and Equipment Fees

Auditorium
Location: Lower Level                 Capacity: 100
Fee: $75 per 3 hour meeting or portion
Facilities: Projection screen, podium, kitchenette (w/ sink, refrigerator and microwave), 100 chairs,  medium size tables.

Conference Room
Location: Lower Level                 Capacity: 16
Fee: $50 per 3 hour meeting or portion
Facilities: kitchenette (w/ sink, refrigerator and microwave), 16 chairs,  medium size tables.

Equipment
Video/computer projection system, overhead projector,
Fees: $25 per use for each of the above items. Only trained individuals will be allowed to use the equipment. Costs for any damage to the equipment are the responsibility of the booking organization.

Approved by the Board of Library Trustees, June 9, 2008

Milton Public Library 476 Canton Avenue Milton Massachusetts 02186
617-698-5757 E-mail:miref@ocln.org