Meeting Room Use

1. A request for use of the Logan Auditorium must be filed at the main library, 798 Washington Street, at least seven (7) days in advance of the date of use. All requests will be processed within three (3) days of submission. Each request is reviewed to determine meeting room availability, equipment needs and compliance with Library policy by the Library Director or his/her designee. In case of denial of use, appeal may be made to the Library Board.
2. Reservations are accepted on a first-come, first served basis. Logan Auditorium reservations are made online or by telephone at 781-848-0405 ext. 4419.
3. People attending meetings held in Logan Auditorium are asked to park on the street or in the Town Hall parking lot across Washington Street.
4. The Logan Auditorium may be booked up to three (3) months in advance. We cannot accept bookings beyond the 3-month period in order to allow flexibility in the arrangement of Library programs.
5. To encourage use of the room by a variety of groups, no single group may have more than three (3) meetings scheduled at one time. Additional reservations may be made only after the applicant’s first scheduled meeting has been held. Availability for meetings in series is an exception and requires the approval of the Director and the Board of Library Trustees. While the Library may allow meetings in series, it will not accept reservations which would designate the Library as the regular meeting place for any organization. Room use is also limited to time blocks not to exceed 3 hours. Over 3 hours needs specific approval by the Library Director.
6. The Meeting rooms are available for use on days when the library is open. All meetings must end 15 minutes prior to the Library’s closing time.
7. Payment in advance by check should be made payable to Thayer Public Library upon library approval of the requested time and event.
8. Meeting rooms can not be used for invitation only private parties.
9. Meeting rooms shall not be used for political campaign activities, including but not limited to, fundraising and solicitation telephone calls.
10. The Library reserves the right to cancel any previously scheduled use of the meeting rooms when necessary. Twenty-four hour notice of cancellation will be given by the Library whenever possible but is not guaranteed.
11. Storage of materials before or after the reserved time is prohibited. The Library assumes no responsibility for materials belonging to the organization / individual or liability for loss or damages. Personal insurance is suggested for valuable property brought into the Library.
12. The library will provide seating and tables, but Meeting Room set-up is the responsibility of the applicant. Items to be displayed can not be taped or tacked to the walls or moldings.
13. The Logan Auditorium digital projection system and drop down screen use can be arranged.
14. Organizations are responsible for bringing their own supplies and utensils if refreshments are served. Alcoholic beverages may not be served. Smoking and all drug use is prohibited.
15. Groups using the rooms are required to have adult supervision at all times.
16. Use of the piano is not included in the use of Logan Auditorium. Separate permission must be given for its use. The sponsoring group or performing artist is responsible for the room rental fee and the $25.00 fee for the use of the piano. Tuning is done once a year by the Friends of Thayer Public Library. If additional piano tuning is desired, only the piano tuner authorized by the Friends of Thayer Public Library may be used and payed for by the sponsoring group or performing artist.
17. Library staff is not responsible for relaying messages to individuals in the meeting rooms.
18. All rooms used must be left in their original condition. A “maintenance” and/or “cleanup fee” of $35.00 will be charged for damage to the room as a result of use as determined by the Library Director.
19. The Library Board and the Town of Braintree or their employees or agents are not liable for any claims rising out of the use of this facility.
20. In the event that the Trustees of the Thayer Public Library and/or Library Director determine that presence of a police officer is advisable, the group using the facility will hire one (or more) at its own expense.
21. Any questions of interpretation of this policy will be referred to the Library Board of Trustees, and no meetings will be booked until that Board renders a decision.
22. Any infraction of these guidelines may result in loss of facilities use privileges for the group or association.
23. The Library Board of Trustees and Library Director reserves the right to reject a reservation request if the meeting may be disruptive to our regular library functions, too large for the applicable room capacity, disorderly to persons or property, or not compliant with usage terms and conditions.
24. The Board of Trustees have the final decision regarding interpretation of the Meeting Room Policy.