Gallery and Meeting Room Use Policy
The Kent Memorial
Library provides free meeting rooms to the community as a public service.
Use of these meeting
rooms or gallery does not constitute an endorsement by the Library of a program
or point of view expressed by the presenters.
No advertisements or announcements implying such an endorsement is
The facilities will
be made available “on an equitable basis, regardless of beliefs or affiliations
of individuals or groups requesting the use.” (American Library Association’s Library Bill of Rights, Article VI) In exercising judgment in determining
priority in requests for library room use, the Director will be guided by the
policies stated herein.
The Library has two
- The Gallery seats 25 people;
- The Auditorium seats 70 in fixed
- The Library meeting room and gallery are
used primarily for Library-sponsored activities and, therefore, the
Library retains the right to give priority to Library sponsored meetings, events,
and programs in scheduling their use.
In case of a conflict in booking, the following order of priority
- Kent Memorial Library
- Friends of the Kent Memorial Library
- Town of Suffield
- Suffield community groups and
- Regional groups and organizations
This priority order shall apply in establishing future reservations and
in canceling previously established reservations. The Library may change or cancel reservations
for meeting rooms at any time at its discretion. The Library cannot guarantee meeting room
space availability to groups who meet on a regular basis.
- The meeting room and gallery at the Kent
Memorial Library are designed for groups and organizations that engage in
educational, cultural, intellectual or charitable activities. Only non-commercial, non-profit
groups may use the meeting rooms.
However, upon approval, businesses may use the meeting rooms for
internal business meetings.
- All meetings must be free to all
attendees. No admission fee may be
- Meetings may be booked up to three
months in advance. Bookings of
more than three months in advance require the permission of the Library
Director. Meetings may be booked
with less than 24 hours notice with the approval of the Library Director.
- All exhibits in the gallery are
scheduled through a Library representative and usually run for one month.
- Attendance may be limited through the
use of a sign-up sheet, though maximum occupancy is determined by the Fire
- Smoking and alcoholic beverages are not
allowed in the meeting room or gallery.
- Only the preparations of light
refreshments will be permitted.
Water is available for use in preparing coffee or tea. No outside catering will be permitted.
- Meetings of groups whose members are
under age 18 must be supervised and attended by an adult. Children under the age of six must be
accompanied by an adult and remain with the adult at all times.
- Meetings will be scheduled during
regular Library hours. All meetings
must conclude (with clean-up completed) ten minutes before Library
- Permission to use Library meeting rooms
may be withheld from groups failing to comply with the Meeting Room Policy
and from any group that damages the room, carpet, equipment, or furniture,
or causes a disturbance.
- The Library specifically excludes the
following types of uses of its meeting room and gallery:
- Programs involving the sale,
advertising or promotion of products or services;
- Business firms and other for-profit
organizations soliciting or selling products or services, regardless or
- Private social functions, at the
disgression of the Director or person-in-charge;
- Political campaigns, at the disgression
of the Director or person-in-charge;
- Programs not in keeping with the
Library’s goals and objectives, or which would interfere with the
Library’s operation by causing excessive noise, a safety hazard, security
- Use of the Library meeting rooms by any
group signifies acceptance of the terms of this policy. Any exceptions are subject to the approval
of the Director.
- Requests for use of a meeting room may
be made in person, by telephone, or by electronic mail. Requests will be considered on a
first-come, first-serve basis.
- When making a reservation, the following
information should be provided:
address, and phone number of the person responsible for the reservation
number of persons expected to attend
and ending times, including setup
description of the program
of any outside equipment being used.
- Notice of cancellation should be made as
soon as possible. Abuse of the
reservation procedures may result in the loss of meeting room privileges.
Care and Use of
- Please leave rooms as they are
found. If the furniture is
rearranged, it should be returned to its original arrangement at the end
of the meeting.
- Equipment, supplies, or personal effects
cannot be stored or left in the Library meeting room or gallery before or
- Please clean the kitchen facilities
thoroughly if used; trash must be bagged.
- Excessive sound or noise cannot be
permitted in the meeting room or gallery.
- The individual making the reservation,
as well as the membership of the group as a whole, will be held
responsible for any and all damages that may occur during the use of the