Use of Meeting and Conference Rooms

As a public service, the Library welcomes the use of its meeting and conference rooms for non-profit groups or organizations of a civic, cultural or educational character.  All meetings are open to the general public if they wish to attend.


Rooms are not available for the benefit of private individuals (including but not limited to parties, private functions, play dates, etc.) or commercial enterprises.

In general:

  • Application must be made at least 7 days in advance.
  • Rooms will not be confirmed until the form is received and availability of staff for the requested time is determined.
  • Room set-ups should accompany the application
  • Any changes must be submitted at least two weekdays in advance of your meeting.
  • New Groups may reserve up to 4 times in any fiscal year. (from July 1st-June30th)


Library Meeting Room (First floor)

The following regulations must be observed in the use of the Library Meeting Room:

  • CONDITIONS OF USE: No admission fee may be charged nor items sold by any group using the Library. It is also understood that the public will be welcomed at all meetings.
  • GROUP'S RESPONSIBILITIES: Each group is expected leave the room as found, for cleaning up the kitchen after use, and for the replacement of lost or damaged equipment.
  • AVAILABILITY: the Meeting Room is available during regular library hours, except Sundays when the the room is reserved for library use.
  • FEE: After 3 pm weekdays and anytime on Saturdays, $25 per hour with a minimum fee of $50. No prorating for partial hours. The fee will be calculated based on access time to the room through the end time of the meeting. [ex: access room at 6:30 pm, meeting ends at 9 pm; total time for fee calculation is 3 hours.]

    (*) If after 3 pm weekdays or anytime on Saturday, the fee will be calculated on the access time through end of meeting time. Ex: access room at 6:30 pm; meeting ends 9:00 pm; total time for fee calculation is 3 hours.

  • PAYMENTS: All payments should be made by check, payable to the Bedford Public Library and either mailed to the attention of the Office Manager or hand delivered to the Library at the time of the meeting. 
  • CHANGES TO MEETING: Changes must be submitted at least two weekdays in advance of your meeting. Cancellations should be made the day before, except in the case of weather or illness, then day of meeting is acceptable.
  • SET-UPS: Seating, tables and/or equipment needs should be specified on the application. If there are questions, you should contact the Library, directly.

 

Library CONFERENCE Room (3RD floor)

The following regulations must be observed in the use of the Library Conference Room:

  • CONDITIONS OF USE: No admission fee may be charged nor items sold by any group using the Library. It is also understood that the public will be welcomed at all meetings.
  • AVAILABILITY: the Conference Room is available during regular library hours including Sundays.
  • FEE: No fee for the use of the Conference Room.
  • SET-UPS: Room is equipped with a conference table, 8 chairs (with 2 spare chairs), TV with laptop connectivity and a whte board.
  • CHANGES TO MEETING: Cancellations should be made either the day before or day of the meeting.

 

Additional notes:

Parking spaces are provided at the rear and sides of the building. 

No literature may be distributed at a meeting without the permission of the Director.  

No fee will be charged when the program is presented by the Library, Friends of the Library, or official committees and departments of the Town of Bedford.


Upon adequate notice and for adequate reasons, the Library reserves the right to revoke permission to use any meeting room. Interpretation of this policy is at the discretion of the Director.

 

Revised by Board of Trustees 1/1/72, Updated 2/12/74, 12/15/75, 5/9/78, 12/9/80, 1/1/87  Rev. 2/9/99  Revised. 2/8/00.  Revised 12/10/02. Revised 5/11/2010.