Meeting & Study Rooms / Reservation Form

Meeting & Study Room Policy

Policy Statement

The Saugus Public Library has established the following policy and procedures for use of our meeting and study rooms. The Saugus Public Library reserves the authority to accept, renew, or reject requests for use of the rooms under the established policy.

Reason for Policy

The primary purpose of the Saugus Public Library’s meeting and study rooms is to provide space to the public for quiet study or to hold meetings and programs. Priority for use of the meeting and study rooms is given to the library and to library-related groups or non-profit groups who hold meetings and programs to enhance the services of the library and benefit the community. The Board of Trustees of the Saugus Public Library welcomes the use of meeting and study rooms for cultural, educational, informational, and/or civic meetings that it deems to be of general interest to the community.  To promote accessibility of the meeting and study rooms to a wide variety of community groups, the library may limit meetings for any particular organization. The library director and Board of Trustees reserve the right to reject a reservation request.

Who Must Comply

All community members who use meeting and/or study rooms at the Saugus Public Library must comply with this policy.

Description

The Library offers three enclosed rooms for public use:

The Community Room: A 729 ft2 room equipped with a PC-connected large screen television. With a seating capacity up to 50 people (depending on configuration and use), the room is suitable for programs and large meetings. The Community Room is available for public use (by reservation only) in accordance with the provisions of this policy.

The Fred Brooks Meeting Room: A conference room with a capacity of 12 people which can be used for meetings, small programs, or quiet study. This room may be reserved by the public in accordance with the provisions this policy. When not reserved for other use, this room is available for quiet study on a first-come, first-served basis.

The Small Study Room: A small, quiet study space suitable for one to two people. This room is available solely on a first-come, first-served basis.

Room Reservation Guidelines

  • All meetings must end 30 minutes before the library closes, as per the schedule posted on the website.
  • Library meetings and programs receive first consideration when scheduling the meeting rooms followed by Town of Saugus meetings. The library reserves the right to move a meeting when unforeseen library, town events or meetings create a conflict. The library will attempt to give the group as much notice as possible in these circumstances.
  • Youth groups are welcome to use the meeting rooms. A responsible adult must make the reservation, and that adult must be present during the meeting.
  • The rooms may be booked up to six months at a time with an extension after the fifth month for another six months if demand permits. However, because the rooms are in great demand, groups which need the rooms for regular meetings are encouraged to investigate alternative sites as backup to the library meeting rooms.
  • Any use of the Community Room’s audiovisual equipment must be requested at the time the room is reserved via the online reservation form.
  • The person completing the request has fiduciary responsibility for the loss of or damage to any and all library equipment, furnishings and facilities.
  • No sales of merchandise or exchange of money may take place in the library except for fundraising events of the Saugus Public Library.
  • Reservations must be made online (below) at https://www.sauguspubliclibrary.org/about/meeting-rooms/and they will be approved on a 1st come 1st served basis. Email confirmation and approval from a library staff member must be received before a meeting is held. Attendance is limited to the established capacity of the rooms. See Appendix A.
  • The name and contact information of the person requesting the use of the meeting room may be posted on the library website. The individual who reserved the room or principle person using the room, as noted on the room reservation request, must present identification at the circulation desk prior to the meeting and be present during the room use.
  • The library reserves the right to close the building in inclement weather or for other unforeseen emergencies. See Inclement Weather/Emergency Policy.
  • The identification, statement, or display of the Saugus Public Library’s name or logo in any way that may reasonably be interpreted as implying endorsement, approval or sponsorship by the library is not allowed.
  • The individual or group requesting the room will be responsible for the setup, arrangement, and breakdown of the room and for returning the room to the condition it was in before the meeting took place. Users should allow time immediately before and after the meeting for this purpose so that the group is prepared to leave promptly when the library closes (all meetings must end 30 minutes prior to closing).
  • Individuals or groups using the meeting rooms shall secure any necessary performance licenses and shall indemnify the library for any failure on their part to do so.
  • Advance notice of at least 48 hours must be given for cancellation of a meeting room reservation.
  • There is no charge for use of the meeting rooms; however, a donation to the Saugus Public Library is strongly encouraged and appreciated. Donations are used to support library programs.
  • Failure to comply with any of the above regulations or existing library policies may jeopardize subsequent bookings.

General

  • The meeting rooms are available for use during normal hours of library operation.
  • The library is not responsible for the loss of, or damage to, any property brought on the premises.
  • Nothing shall be attached to the walls of the rooms.
  • Parents or caregivers bringing young children to meetings must keep the child with them in the meeting room. See Unaccompanied Minors Policy.
  • Library staff reserve the right to remove personal belongings of study room users who absent themselves from the room for more than 20 minutes to make that space available to other patrons who may be waiting to use the room.
  • As is the case with the rest of the building, patrons may consume individual, wrapped snack items or lidded/covered drinks in meeting rooms. Consumption of meals, takeout food, outside food deliveries, overly-scented consumables or uncovered beverages is prohibited. The Library staff reserves the right to ask patrons who abuse this privilege to remove the consumable items from the Library. Patrons consuming beverages or food in the library may be financially responsible for any damage resulting from spills or stains. (see also Library User Behavior Policy.) Patrons wishing to consume food or drink in the Community Room or Fred Brooks Room beyond that permitted by this policy must obtain permission from the Library Director or their designee as far in advance of occupancy as is possible. The Director reserves the right to refuse permission in the interests of cleanliness and order as well as to prevent disruption of other patrons’ use of the Library.

Resources & Contacts

Saugus Public Library administrative office, 781-231-4168, extension 3100/3122.

Approved by
The Board of Library Trustees
March 27, 2002.

Amended by
The Board of Library Trustees
November 7, 2011; January 1, 2017; June 7, 2018; and February 17, 2022.

 

Appendices:

 

A – Saugus Public Library Meeting & Study Rooms

B – Meeting Reservation Form

 

 

 

 

 

 

APPENDIX A

SAUGUS PUBLIC LIBRARY MEETING ROOMS

Room: Community Room                                                                                                                            Location: 1st Floor by entrance                                                                                                                   Maximum Capacity: 50*                                                                                                                          Notes: Light refreshments e.g. lidded drinks, packaged snacks may be consumed.**

Room: Fred Brooks Room                                                                                                                             Location: 2nd Floor                                                                                                                                      Maximum Capacity: 12*                                                                                                                                    Notes: Light refreshments e.g. lidded drinks, packaged snacks may be consumed.**

Room: Small Study Room                                                                                                                            Location: 2nd Floor                                                                                                                                       Maximum Capacity: 2                                                                                                                                        Notes: Light refreshments e.g. lidded drinks, packaged snacks may be consumed.

*As per Saugus Fire Department occupancy regulation.

** Patrons wishing to consume food or drink in the Community Room or Fred Brooks Room beyond that permitted by this policy must obtain permission from the Library Director or their designee as far in advance of occupancy as is possible. The Director reserves the right to refuse permission in the interests of cleanliness and order as well as to prevent disruption of other patrons’ use of the Library.


Meeting Room Reservation Form

  • MM slash DD slash YYYY
  • :
  • :
    The Community Room features a wall-mounted, 70-inch HDTV connected to a PC (running Windows 7) with a wireless internet connection and a DVD player. This setup can display files or presentations that are cloud-based or stored on USB thumb drives - we do not have all necessary cables to connect your personal labtops. Wireless keyboard and mouse are available. If you will need to use AV equipment at the time of your room reservation, you MUST plan to visit the library ahead of time to familiarize yourself with the equipment - there is no guarantee that a staff-member will be able to assist you at the time of your meeting. There is no AV equipment in the Brooks Room.
  • This person will be expected to present ID at the Circulation desk prior to the meeting taking place.