Please read the entire meeting room use policy before submitting a room use request!

 

Meeting rooms are generally available during normal library operating hours. Meeting room use may extend beyond normal operating hours provided that prior arrangements have been made with the Director or authorized representative and provided that the meeting began during normal library operating hours.

Meeting Room Policy

The Board of Trustees of the Douglas Library of Hebron views the use of the facilities of the library as an extension of the library services. The rooms shall be available to the Hebron community in its broadest sense and reflect the educational, cultural and social role the library plays. The Board subscribes to Article IV of the Library Bill of Rights which states: “…that facilities should be made available to the public served by the given library on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use.”

Availability and Eligibility for Use

There are two meeting rooms and three (3) study rooms available for public use by groups (hereinafter referred to as meeting room(s)):

• Community Room (capacity not to exceed 282 people with chairs only in the space and 132 people with tables and chairs in the space)
• Board Room (capacity not to exceed 15 people)
• Study Rooms (first come first served, except in special situations, (up to 8 people))

Meeting rooms are generally available during normal library operating hours. Meeting room use may extend beyond normal operating hours provided that prior arrangements have been made with the Director or authorized representative and provided that the meeting began during normal library operating hours.

When the meeting rooms are not needed for library activities, nonprofit organizations headquartered in Hebron and/or serving the Hebron community may apply for use of the meeting rooms for educational, civic, and/or cultural programs intended for and open to the public. No commercial or private use of the meeting rooms is permitted.

All meeting room reservations are on a first come, first served basis, however, the following priorities will prevail in using the meeting rooms:

1. Douglas Library
2. Board of Trustees
3. Town of Hebron
4. Douglas Library Association
5. Friends of the Douglas Library
6. Hebron non-profit organizations

Youth groups may use the meeting rooms provided that there is at least one adult supervisor (age 21 or older) for each ten youths in attendance. The adult supervisor shall sign the application for the use of the facility and shall assume full responsibility for the entire group from the time the first member arrives until the last one has left the premises.

For profit organizations will not be allowed to use the meeting rooms for any fund raising purpose.

Non-Library related organizations may not use the Community Room and the Conference Room more than six times total in a calendar year without special permission from the Director.

The group making application for the use of the building and grounds shall agree to indemnify, relieve from all responsibility, and to render harmless from any claims, actions, or causes of action of any kind which may arise out of the use of the facility by such individual or group, the Douglas Library of Hebron and its employees or the Town of Hebron for any damage or loss to property or person of any individual attending the event.  Groups must provide their own insurance coverage:  $1,000,000 Bodily Injury and Property Damage Single Limit Liability naming the Douglas Library of Hebron and the Town of Hebron as additional insured.  Certified verification of such insurance will be required to be filed no less than eight (8) business days before the event.

If group does not have the necessary insurance, they may use the Town of Hebron’s Insurance; Connecticut Interlocal Risk Management Agency (CIRMA) for a fee under the Tenant User’s Liability Program (TULIP). Please call the Town Office Building at 860-228-5971 to set this up.

Use of the meeting rooms is at the discretion of the Library Director.

Application and Charge for Use

A application (digital or printed)must be submitted to the Director or authorized agent for each use of the meeting room at least thirty days prior to the requested meeting date. The director or authorized agent will notify the requestor within seven days of receipt of the request as to whether or not the request can be granted. An approved application must be on file and any and all fees paid prior to use of the meeting room.

Any person or group denied use of the meeting room for any reason other than unavailability may come before the Board of Trustees for review.

The standard fee for use of the meeting room beyond normal library operating hours for Hebron Community organizations or other non-profit organizations in the Hebron Community will be as follows:

Meeting Rooms	$25 per hour or major part thereof
Use of Kitchen	$25, No food preparation allowed; only warming and plating

General Rules and Limitations

1. Groups using the meeting rooms will be responsible for:
   1. Setting up chairs, tables, etc. and putting them away after the meeting
   2. Proper adult supervision
   3. Restoring the meeting room to the same condition in which it was found
   4. Costs arising from any damage or loss during use
2. Smoking, alcoholic beverages, and gambling is strictly prohibited in the meeting rooms.
3.  No admission charge or tuition may be required.
4. No products or services may be sold.
5. Personal information from program attendees may not be solicited.
6. Reservations for the meeting rooms may be made up to one year in advance.
7. If a group requires audio-visual equipment, the user must be thoroughly trained and be held responsible for any damage to hardware or software.
8. Groups showcasing media in the meeting rooms must secure all necessary performance rights or agree to indemnify the library for any failure on their part to do so.
9. No materials may be affixed to wall surfaces.
10. The name, address, and phone number of the Douglas Library may not be used as the official address of any group or organization using the meeting rooms nor may any non-library group using the meeting rooms to publicize its activities in such a way as to imply library sponsorship.
11. All individuals and groups must submit a completed ‘Application for Use of Meeting Room‘.

Governing the Handling of Library Policy

1. All children, when moving chairs, tables or other items in the library, shall be supervised by adults
2. No child shall move any object that is not appropriate to the child’s size and/or which could cause harm or damage to them.
3. Any failure of adults to provide appropriate supervision or guidance to children under their care as stated above will be taken seriously and could result in a denial of their application to use the library’s meeting rooms or to participate in programs or events held at the library.