Meeting Rooms

Meeting Room Policy

Purpose

The Bedford Free Public Library (BFPL) allows members of the public, community groups, and nonprofit organizations to use its meeting rooms for civic, educational, philanthropic, and recreational purposes. 

In accordance with the American Library Association’s Library Bill of Rights and its interpretation pertaining to meeting rooms, BFPL does not limit use of meeting rooms based on the subject matter or content of the meeting or on the beliefs or affiliations of the meeting’s sponsors. However, granting permission to use these rooms does not constitute approval or endorsement of any individual or group by the library staff, the Board of Library Trustees, or the Town of Bedford.

The provision of meeting room space is not the primary mission of the library and must always be subordinate to the paramount need to provide a safe, peaceful, and respectful environment in which to read and study. Use of meeting rooms for library purposes shall take precedence over all other uses. To this end, patrons using meeting rooms must comply with the Library’s Behavior Policy. Violations of this policy or other applicable Library policies may result in loss of access to meeting rooms or other consequences.

Rules & Requirements for Room Use

Rooms may only be reserved by Bedford residents aged 18 and over.

All meetings must be free of charge.                

Meeting rooms may not be used for private social events or celebrations, such as birthday parties, showers, receptions, or similar gatherings.

Meeting rooms shall not be used for entrepreneurial or commercial purposes, for the solicitation or development of business, for profit or for fundraising.  No goods or services shall be promoted, sold, or exchanged upon the premises or by sample, pictures, or descriptions. Exceptions may be made at the discretion of the Board of Library Trustees for library-sponsored programs or events.

The solicitation or receiving of campaign or political contributions is prohibited, pursuant to M.G.L. c.55, §14.

All groups requesting use of a meeting room must complete and submit an application on a form approved by the Board of Library Trustees. Groups must update their application upon request by library staff. Such a form shall incorporate by reference this policy and shall recite that the applicant group has received a copy of this policy and agrees to abide by the terms and conditions of this policy.

Reservations may be made online via the Library’s website or by calling Administration. Reservations are not confirmed until a completed, signed form is on file.

Groups are responsible for ensuring that rooms are returned to the same condition after the meeting as they were prior to the meeting.

Under no circumstances may use of the meeting rooms interfere with the use of the library by other patrons, the work of the library staff, or any other aspect of normal library operation.

The library assumes no responsibility for the safety or theft of any private property brought on the library premises by the group using the meeting rooms or meeting attendees.

Groups are responsible for their own publicity materials and promotion. Only meetings or events sponsored by the library will be listed on the library calendar.

The Library Director has supervisory jurisdiction over assigning meeting rooms as delegated by the Board of Library Trustees and is authorized to terminate or deny permission to any group whose programs or policies violate these policies and regulations. The Director’s interpretation of these regulations shall prevail subject to the final decision of the Board of Library Trustees.

Room Descriptions

Program Room (large meeting room on first floor)

This room is used solely for library or library-sponsored programs and events and is not reservable by the public. To discuss a potential partnership opportunity, please reach out to Library Administration.

Reference Room

Located directly across from the Reference Desk on the second floor, the Reference Room seats 10-12 and has a whiteboard available for use.

Conference Room

The third-floor Conference Room holds 8 people and has both a whiteboard and wall-mounted screen which can be connected to a laptop available for use.

To reserve a meeting room, please visit our online scheduling page.

Revised by Board of Trustees 1/1/72, 2/12/74, 12/15/75, 5/9/78, 12/9/80, 1/1/87, 2/9/99, 2/8/00, 12/10/02, 5/11/2010, 3/25/15 and 12/13/2022, 9/8/2026