Meeting Rooms

Meeting Room Rules and Responsibilities

Space Priority & Eligibility: Preference will be given to NHFPL cardholders. Library events and/or library-sponsored activities take priority over outside requests for use of meeting rooms. Social events of a personal or private nature (such as weddings, birthday parties, or baby showers) are not permitted.

Space Availability: Meeting rooms are not available to the public when buildings are closed. One meeting room reservation per month per constituent/organization is allowed. Rooms are available on a first come, first served reserved basis up to one month in advance and no less than 7 days ahead of time, or at the discretion of the appropriate manager. Reservations for multiple, regularly scheduled meetings are subject to review by the City Librarian, their representative, or branch manager as appropriate. The library reserves the right to limit use where the demands for meeting space so require.

Space Use: Community events at library locations must be held during regular library hours and may not be used to raise money for either fundraising or commercial purposes. No admission, membership, donation, or other fees may be charged to individuals attending meetings or programs; no products or services may be advertised, solicited, or sold. Reservation of a library meeting room does not convey a right to privacy. Staff may require that window coverings and/or doors remain open during the use of the meeting room. Meeting rooms may be monitored by security cameras or security guards when necessary.

Insurance: Constituents/organizations running programs related to physical activity in library meeting rooms must carry their own liability insurance or purchase a policy with the City of New Haven named additionally insured with subrogation.

Delegation: The City Librarian or their designates, including the four branch managers, have full authority to grant, refuse or revoke permission to use the meeting rooms.

Rules and Responsibilities
For the Library:
• Reserves the right to deny or terminate the use of its facilities if the user’s activities are disruptive to library constituents or staff, result in disorderly conduct, or constitute a violation of the NHFPL Code of Conduct.
• Reserves the right to cancel any meeting because of adverse weather conditions or for any other emergency. It is up to the constituent/ organization to contact NHFPL for rescheduling the meeting reservation.
• Assumes no responsibility for personal belongings or equipment in connection with the use of interior or exterior space.
• May provide only a basic set up of the room with tables and chairs.

For the Constituent/Organization:
• Will comply with the NHFPL Meeting Room Policy and will indicate agreement when submitting the meeting room reservation request.
• Will comply with all federal, state, and local laws and policies.
• Will be held responsible for proper supervision during events. Children under 12 years of age must always be under the direct supervision of an adult or a responsible person who is 15 years or older. (Please refer to the New Haven Free Public Library Unattended Children Policy for more information.)
• Constituents/ organizations holding reservations are requested to notify the library of cancellations as soon as possible in order to free the facility space for another reservation. Failure to provide this courtesy may result in loss of facility usage privileges.
• Those who use the meeting rooms must provide their own supplies and materials.
• The constituent/ organization may be responsible for the set up / arrangement of tables and chairs to meet the needs of the constituent and restoring them to the original set-up after the function.
• Tables, chairs, and podiums may be rearranged by the constituent while using the meeting room without staff notification.
• Occupancy may not exceed approved limits.
• No property belonging to the group may be stored at the Library.
• All facilities must be vacant and left in a neat and orderly condition. Each room should be left as the constituent found it upon arrival. Normal vacuuming and trash removal are provided. If the room requires additional cleaning after a meeting, the constituent is responsible for doing so or may be charged an additional fee.
• All clean-up must be completed within the time specified on the application and the space must be vacated no later than fifteen minutes prior to closing.
• If any damage to equipment, furniture or the room is assessed after a meeting, the constituent may be charged an additional fee, up to the cost of replacing and/or repairing any damaged materials.