Meeting Room Policy
Four program rooms - the Granite Room, the Quarry Room, the Granite Quarry Room and the Children’s Program Room - of the Milford Town Library are available for educational, recreational and civic purposes provided that such use does not interfere with regular library services or programs.
The use of the library meeting rooms by any group in no way constitutes endorsement of that group’s policies or activities by the Milford Town Library.
About the Meeting Room
The Granite Quarry Room measures 44’ x 32’ with a maximum capacity of 100 people, set by the Town of Milford Building Department. The Granite Room, the Quarry Room, and the Children’s Program Room all measure 22' x 32' with a maximum capacity of 50 people.
Meeting space is only available during regular library hours. All use of the meeting rooms must begin after the Library has opened to the public, and meeting rooms must be cleared 15 minutes before scheduled closing time. A request to waive this rule must be made in writing at least one week in advance to the Library Director. Waiver of this rule, if approved by the Director, will require a charge in the amount required to pay for Custodial overtime. The Library is closed on all Massachusetts legal holidays, Sundays, and on Saturdays during the summer months.
Eligibility
Reservations for the use of the meeting space must be made by a member of the organization over the 18 years of age and responsible to ensure library policies and rules are followed.
Profit making organizations are required to pay a fee of $100 for the Granite Quarry Room and $50 for the Granite Room, the Quarry Room, or the Children’s Program Room. Reservations are not confirmed until payment is received.
The Library Trustees reserve the right to refuse the use of the library meeting rooms or cancel any reservation when they deem the action to be in the best interest of the Library and/or Town.
Priority of Use
Regular library service must take precedence over all other activities and the use of the meeting space must not interfere with the operation of the library. People attending meetings held in the Library's meeting rooms are asked to park on the street or in the Municipal lots that are available near the Library. We ask that you refrain from parking in the library patron parking lot due to limited spaces.
Reserving the Meeting Rooms
Reservations from organizations for use of the meeting room space are made on the library’s application form, located on the library website here or by contacting the Circulation Department. Reservations for meeting space are not confirmed until the reserving party is notified. Acceptance of any room reservation does not imply Milford Town Library sponsorship.
Groups wishing to schedule use of the meeting space for the next calendar year may do so beginning in mid-August of the previous year. Meeting space is provided primarily for library-related activities such as discussion groups, slide or film programs, or lectures sponsored or co-sponsored by the Library. These activities will receive priority in the use of the meeting space.
Restrictions
An admission fee may be charged for special programs only with prior approval in writing from the Board of Library Trustees. Groups using the Library meeting rooms may sell merchandise.
All meetings must be open to the public. Private parties by invitation only are not permitted.
Latex based balloons and gloves are not permitted. Activities that use glitter, flour, and other similar products are not permitted
No open flames are allowed within the meeting rooms.
No smoking or alcoholic beverages are allowed on Library property.
Only light refreshments may be served in the meeting rooms. There are no kitchen facilities. Nut based products are not permitted.
The Staff Lounge, and staff telephones are not available for public use. Library staff is not responsible for relaying messages to individuals in the meeting rooms.
Cancellation of Meetings
Verbal or written cancellation of a meeting room reservation is required in advance. Failure to notify the Library of a cancellation in the scheduled use of a meeting room may result in the denial of any future requests by the sponsoring organization and the forfeit of the meeting room fee.
The Library meeting rooms will not be available for use in the event that the building is closed due to emergency conditions or inclement weather. Groups that have reserved a library meeting room should listen to the local radio station, WMRC AM 1490, check the library website, or call the library for announcements of delayed openings or early closings.
Publicity
Advertising is the sole responsibility of the applicant.
The Library's external lit sign is for events sponsored or co-sponsored by the Friends of the Milford Town Library and the Milford Town Library only.
Use and Care of the Meeting Room
Groups holding meetings must assume responsibility for any loss or damage to the library property and must leave the facilities in order. Nothing may be hung on the walls of the meeting rooms.
The Library is not responsible for materials, supplies, or equipment owned by the group and used by them in the library.
Library custodians have full authority to ensure that all provisions of the rules and regulations are observed. Keys to the meeting rooms will not be given out to any group.
Groups serving refreshments must remove all left over food and drink and bag all the trash. A room cleaning fee up to $75 may be charged for rooms that have not been totally cleaned.
Milford Town Library Policies
Please refer to the Milford Town Library’s Rules of Conduct (here) and Safety Policy (here). Visitors will be asked to leave the library if policies are not followed.
Use of Audio/Visual Equipment
Reservations must be made in advance for the use of the library’s audiovisual equipment and must be operated by a qualified person.
Approved by the Board of Library Trustees February 28, 2022