Reserve Our Meeting Room

Community Room Meeting Space Use Policy 

The Belmont Literary and Historical Society Free Library‘s meeting space shall be available to programs and/or groups whose activities fall within the guidelines of library policy as determined by the Board of Trustees. Priority is given to library activities and library-related use. When the meeting space is available, activities sponsored by the Belmont Literary and Historical Society Free Library will be given priority. Further use of the meeting room is determined on a first-come, first-served basis. 

Requirements for Meeting Space Use: 

  1. Meeting Space Etiquette:
    1. Meetings should cause no interruption or inconvenience to ongoing library activities. 
    2. Use of the meeting space does not imply endorsement by the library, staff, or Board of Trustees. The group or individual will issue no advertisements or publicity indicating that the event is a library-sponsored event. The Library Director has the right to review all handouts, literature, materials, and press releases. 
  2. Priority Use and Application:
    1. Application for the use of the meeting space must be made at least two weeks in advance by an individual over 18 who will be responsible for ensuring adherence to the rules and regulations. 
    2. The person filling out and signing the application form is considered the responsible party for the event. 
    3. The Board of Trustees reserves the right to limit organizations which hold periodic meetings to encourage broad use of the space. 
    4. Recurring Events (e.g., Book Clubs or Community Groups): 
      Groups requesting recurring use of the meeting space (monthly, bi-weekly, etc.) must submit a completed application every six months, listing all intended dates. This ensures equitable access for all community members and helps the library maintain an up-to-date schedule. 
  3. Maximum Capacity:
    1. The meeting space shall not exceed 75 people in compliance with code enforcement standards. This capacity must be strictly observed.  
  4. Use Fees, Donations, and Cleaning Deposit: 
    • a. All fees are due 7 days prior to the event. The $50 cleaning deposit is refundable upon inspection, provided all cleaning requirements are met. 
    • b. The library reserves the right to levy additional use fees, supervisory fees, or cleanup charges based on event type, duration, or condition in which the space is left. 
    • c. The Director and Board may waive or adjust fees at their discretion. 

The library uses a tiered structure for meeting room use to support equitable access and maintenance:  

Group Type During Library Hours Outside Library Hours 
   
Non-profits/books clubs/  community groups No Charge $50 suggested donation 
Private Events (non-business) $50 Donation $100 use fee + $50 cleaning deposit 
For Profit Business $50 Use fee $100 use fee + $50 cleaning deposit
  1. Room Condition & Cleaning:
    1. The room must be cleaned and left in the condition it was found. 
    2. All garbage must be emptied and removed by the group after the event. 
    3. The room’s floors, tables, chairs, and counters should be wiped down. 
    4. Care must be taken with the beautiful wood floors. They should be protected from scratches or damage at all times. Chairs with rubber protectors on the bottom should be used to avoid any floor damage. Do not tip and drag chairs across the floor. 
  2. Smoking & Alcohol Policy:
    1. Smoking, including vaping, is strictly prohibited in the meeting room and all library areas. 
    2. Alcohol is also prohibited. This includes both consumption and distribution. 
  3. Cancellations:
    1. The library must be notified promptly of any cancellations. Failure to do so may result in declining future use of the meeting room. 
  4. Supervision for Youth Groups:
    1. For groups with members under age 18, a responsible adult must fill out the application and be present for the duration of the event. Adequate adult supervision must be provided. 
  5. Liability for Damages:
    1. Groups are financially responsible for any damage that occurs during their use of the meeting space, including its furnishings and equipment. If access to the meeting space involves use of the main floor of the library (e.g., via the accessible ramp), groups are also responsible for any damage to the library and its contents during that time. This includes any additional cleaning required as a result of their use. 
    2. By using the meeting room, the individual or organization agrees to hold harmless the Belmont Literary and Historical Society Free Library, its officers, agents, board members, and employees from any and all claims, suits, damages, losses, or expenses—including legal fees—arising from their use of the space. 
  6. Right to Cancel or Suspend Usage:
    1. The Board of Trustees reserves the right to cancel or suspend any permission granted to a group or organization that violates the rules and regulations of the meeting space or library. 
  7. Key Pickup:
    1. Keys for the meeting room can be picked up any time the library is open, within 7 days of the scheduled event, unless another event is being held during those 7 days. 

Please view the calendar below to see if your date is available.

A printable version of the policy, as well as the reservation form can be found by clicking here: Meeting Room Policy/Form.

Forms may be submitted electronically by email, but must be filled out and signed in their entirety. You may also submit forms by mail or directly to the library. If your requested date does not appear in the calendar above, please reach out to the library to confirm your form was received.