Ingalls Memorial Library
Meeting Room Policy

The Meeting Rooms (Symonds Room and Community Room) of the Ingalls Memorial Library are available for use by non-profit groups and organizations for civic, educational, cultural, intellectual or charitable activities. Guidelines for availability and conditions for using the public meeting room are set by the Library Board of Trustees. The rooms are available on a fair and impartial basis, regardless of the beliefs or affiliations of individuals, groups or organizations requesting usage of the room.

The rooms shall not be used for entrepreneurial or commercial purposes, for the solicitation of business, for profit or for fundraising. No goods or services shall be sold or exchanged upon the premises.  Exceptions to this policy may be made at the discretion of the Library Board of Trustees as it deems in the interest of the Library and the community.

All meetings shall be open to the public and no admission or other fee may be charged. Reservations for use must be submitted at the Circulation Desk of the Library through the completion of the Meeting Room Reservation Form. Final determination of use rests with the Library Board of Trustees and/or the Library Director. Permission to meet at the Library does not in any way constitute or imply endorsement of the users’ policies, beliefs, or programs by the Library Staff or Library Board of Trustees. Failure to comply with rules established for the Meeting Room will result in suspension or termination of a group's or organization’s meeting room privileges.
 
Rules for Use

• No admission fee or other fees are permitted.
• Beverages and light refreshments may be provided within the meeting room. No alcoholic beverages are permitted.
• Smoking is not permitted.
• The group or organization may rearrange the room, but before leaving, the room should be left in a clean and orderly condition with tables and chairs returned to the positions in which they were found.
• Any publicity must include the following statement: “This event is free and open to the public.”
• Neither the Library Board of Trustees for the Ingalls Memorial Library nor the Town of Rindge shall be responsible for injury to persons or property that occurs while the Meeting Room is being used. The Library will not be responsible for items or equipment left in the building by users.
• The person who signs the Meeting Room Reservation Form, (the “Responsible Party”), assumes responsibility for any personal injury or property damage resulting from the use of the meeting room and will be responsible for payment of claims resulting therefrom. S/he must be over 21 years of age and be in attendance when the room is in use. S/he shall be responsible for the conduct of the group or organization, payment of bills and for protection of Library property in connection with the meeting. The Library shall be promptly reimbursed by the Responsible Party for any expense or damage resulting from the use of the facility.
• Equipment belonging to the Library may be used by the group or organization, but must be reserved at the time the room is reserved. By signing the reservation form, the Responsible Party agrees that a qualified person will be using the equipment and the Responsible Party will be responsible for any damages that may occur. A training session on the equipment may be scheduled with Library Staff prior to the meeting to teach proper usage. The Library is the sole determinant of whether damaged furnishings or equipment can be repaired or must be replaced.
• Meetings must be conducted in such a way as not to disturb library operations. The group or organization that scheduled the meeting agrees to be responsible for any and all damages or costs caused directly or indirectly to the collections, equipment, facility or services by or during its use of the Library. Persons attending any meetings are subject to all Library rules and regulations.
• The applicant assumes responsibility for participant accommodations (e.g. assistive listening devices, etc.) and specific articles of compliance as required by the Americans with Disabilities Act.
• Library personnel must have free access to the Meeting Room at all times. The Library retains the right to monitor all meetings conducted on the premises to ensure compliance with these regulations. Infringement of any of the regulations here stated shall be grounds for denial of future use of the Meeting Room.
• The Meeting Room may be scheduled thirty minutes before the library opens until closing. Reservation time should include set-up before the meeting begins, and clean up after it ends. Meeting Room usage must begin before the library closes and may only continue after the library is closed with prior permission.
• The Meeting Room is not available Sundays, holidays, or other times the library is closed.
• The Meeting Room will not be available when the library building is closed due to emergency conditions or inclement weather.
• If the form to reserve the Meeting Room cannot be filled out in person, the form may be faxed, mailed or emailed to the library.
•  It is the responsibility of the applicant to be sure they are fully trained on any equipment and familiar with any closing routines (if applicable) prior to using the Meeting Room.
• The Library reserves the right to revoke Meeting Room privileges at any time.

 
 
Reviewed and adopted by the Trustees of the Ingalls Memorial Library, July 28, 2026.