2.11 Meeting Room Policy

To reserve a meeting room, please visit our meeting room reservation page, here.

  1. Non-profit organizations, town departments, and town boards may schedule the meeting room once per month. Reservations may be made up to 90 days in advance. Reservations will be made in order of request.
  2. One person, who is at least 18 years of age, must assume responsibility for any meeting, providing a name, email address, mailing address, and telephone number, as well as the full name of the organization, purpose of the meeting, time desired and the number of persons expected. The identify of the group reserving a room will be public information, and the name of the organization will be listed on the event calendar.
  3. All meetings are open to the public. No admission fee may be charged, no business or donations may be solicited directly or indirectly, no animals are permitted other than service animals, no compensation may be given to attendees, and no merchandise, food, or beverages may be sold by any group without permission in advance from the Board of Trustees or the Library Director. A written request must be submitted to the Board of Trustees before the second Wednesday of the month.
  4. Meeting room reservations can be made online up to 72 hours prior to the event. If you need to schedule a room with 72 hours notice or less, please contact the library directly at 978-256-5521 x1211.
  5. If a meeting is cancelled, the Administrative Offices must be notified as soon as possible. A 24 hour notice is preferable. If a group cancels more than two times in a six month period without notifying the library, the group may lose the privilege to reserve a library meeting room.
  6. The Library reserves the right to cancel any meeting due to inclement weather or other emergencies. Cancellations are posted on our web site (chelmsfordlibrary.org).
  7. All scheduled events will appear on the library web calendar.
  8. Children and teenage groups may use the meeting rooms provided one or more adults supervise them. Children must be supervised at all times. Ratio 10:1.
  9. Light refreshments, such as cookies and coffee, are permitted in the McCarthy Meeting room. Light refreshments and covered drinks are permitted in the Conference room.
  10. Users are responsible for publicity, pre-registration, etc. Publicity may only list the Library as the meeting site. Co-sponsorship with the Library should not be indicated unless there is a prior agreement. The Library should not be used as a mailing address for any group or organization.
  11. Nothing should be attached to walls. Do not use tape, labels, thumbtacks, or adhesives for signage on any of the walls in the meeting rooms.
  12. The user is responsible for tidying all areas used, and is expected to leave the facility in the same condition as found.
  13. Noise should be minimized throughout the Library, especially in the Meeting Room Lobby and the Lower Level and Conference Room. Meetings must not interfere with regular Library service.
  14. Meeting rooms may not be used for rehearsals or performances of dance or music programs, or any other type of program that involves music, dance, or any other activity that disrupts the normal operations of the library. Disruptions include, but are not limited to, excessive noise (such as loud music, voices or pounding on the floor) and excessive opening and closing of meeting room doors.

Exceptions to this policy may be made at the discretion of the Library Board of Trustees and/or Library Director. The Trustees have final authority concerning the use of the meeting rooms.

Read more about our meeting room and study rooms available at the library.


Approved by the Library Board of Trustees, December 2015