Duxbury Free Library
77 Alden Street
Duxbury, Massachusetts 02332
781-934-2721

Policies

Library Catalog My Account  General Information

Meeting Room Use

The Duxbury Free Library offers use of its public meetings to both non-profit and profit-making entities. These include the Merry Room, the Setter Room, the Lower Level Lobby, the lower kitchen, and the Lanman Room. Non-profit entities may use the meeting rooms for free. Profit-making entities will be charged fees. Meeting rooms must be booked by persons eighteen (18) years of age or older. Library needs take precedence over outside requests.

Meeting rooms are available for booking as follows:

  • The Merry Room, the Setter Room, the Lower Level Lobby and kitchen areas are available when employees are scheduled.
  • The Lanman Trustees Room may be used only during library operating hours, except by special arrangement with the Library Director.

Use of the meeting rooms by any group in no way implies endorsement by the Library of that group's policies or activities. Use by individuals for the purpose of conducting a political campaign or advocating an issue before the electorate is welcome as long as the library can meet state requirements for provision of equal access. The Library Director reserves the right to reject any application.

Rooms may not be reserved for private parties, private receptions, and social occasions. Profit making entities which reserve rooms for independent programs open to the public are prohibited from charging admission to their event or selling products or services at the event. Profit making entities must include a disclaimer in all promotion or advertisements of the program that the event is not sponsored by the Library.

The serving of alcoholic beverages during an event is permitted only at functions sponsored by the Library or its fund-raising affiliate organizations. Any application must meet the requirements of the Board of Selectmen Manual, Section 4, and be approved by the Board of Library Trustees before an application is submitted to the Selectmen.

Per the Library's Safe Child Policy and the Use of Library Policy, all children grade 3 and younger must be directly supervised by a responsible person in the same room of the library. Meeting room users and their children must exhibit appropriate behavior that does not interfere with the use of the library by other patrons, nor interferes with a staff member's completion of his/her duties.

The Town of Duxbury, the Duxbury Free Library, its Board of Trustees, Library Director, employees and volunteers assume no responsibility for the loss, theft or damage of any property of any group, individual or organization using the Library facilities.

Requests for reconsideration of the policy:

  • An individual or group may appeal this policy by discussing the issue in question with the director. The director will make a decision and notify the person in writing.
  • If the party wishes to appeal the decision, he/she may send a written request to the Board of Trustees.
  • The Board of Trustees will discuss the concern with the party at a Board meeting. The Board will vote on the appeal and send notification of the decision in writing within seven days of the vote. The decision of the Board is final.

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The Board of Library Trustees endorses the following procedures:

Booking Procedures:

  • A request for the use of a meeting room must be made in writing on the form provided by the Library at least seven (7) days prior to the date of use.
  • Requests are accepted on a first-come, first-served basis.
  • Scheduling conflicts are resolved at the discretion of the Library Director.
  • Twenty-four (24) hour notice of cancellation is required, except in a weather emergency.
  • Please list the hours you would like to be in the room. (This may be longer than the hours of your meeting and should include set up and clean up time.) The room will not be unlocked until ten (10) minutes before the start time requested on the application.

Regulations for meeting room use. Failure to follow regulations may result in the forfeiture of future use:

  • All facilities must be restored by the user to their original condition.
  • Equipment owned by the Library may be made available at the discretion of the Library Director. Any additional equipment must be approved by the Library Director
  • All posted room capacities, safety requirements, etc., are to be carefully observed. The Library may require the user to provide additional security.
  • Activities must end at times specified by the Library Director.
  • All food and drink must be confined to the Lower Level.
  • No program or meeting shall interfere with or disturb the normal operation of the library.
  • Children accompanying meeting room users or attending programs must remain under the direct supervision of a responsible adult.

FEES:

  • Fees are to be paid in full one (1) week in advance. Any incurred expenses (damages, police attendance, etc.) must be paid within twenty-four (24) hours.

  • The fee structure for use of the meeting rooms shall be as shown on the fee schedule adopted by the Board of Library Trustees.

  • Non-profit groups may use the rooms for free during library hours. Other groups will be charged fees. Checks must be made payable to the “Town of Duxbury”.

Room
Holds
Fee*
Merry Room, lower level
80
$120.00 for 1-3 hours, $40 for each hour therafter
Setter Room, lower level
20
$40 for 1-3 hours, $15 for each hour thereafter. $35 for each hour after Library hours
Lanman Room, upper level
10
$40 for 1-3 hours, $15 for each hour thereafter.

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