Meeting Room Use

Meeting Room Application HERE

Dickinson Memorial Library Meeting Room Policy

The Dickinson Memorial Library offers two rooms for use by community groups. Although usage is open to all non-profit community groups devoted to education, cultural, civic and recreational activities, preference is given to Northfield-based organizations. Meeting rooms can also be requested by individuals for private meetings and study groups. Library-sponsored programs and meetings are given priority when scheduling the use of meeting rooms.

Meeting Room Rules

1. Meeting room use must be approved and scheduled through the Library Director. Applicants can fill out a form online, a paper form at the library, or answer the form questions via email or a phone call. The Trustees and Director have the right to deny the use of library facilities to any individuals or groups that fail to comply with the intent of this policy.
2. Priority is given to meetings that are open to the public, however meeting rooms can be reserved for private meetings or study groups. Private parties or receptions are not permitted.
3. All meetings at the library must be free to attendees. Meetings involving the sale, advertising, or promotion of products are prohibited.
4. All groups using the meeting rooms are responsible for the care and cleanup of the rooms and must agree to pay for any damage. The contact person for the reservation serves as the authorized representative of the group and assumes responsibility for the care of the meeting rooms.
5. Applicants must be 18 years of age or older.
6. State law prohibits smoking or use of alcohol or drugs in public buildings.
7. Use of the library’s meeting rooms does not constitute an endorsement of an organization’s policies or beliefs. No advertisements or announcements implying such endorsement will be permitted.
8. The library is not responsible for the promotion of non-library events. The community message board is available for use. Only library events are posted on the library calendar.
9. There is no charge for the use of the meeting room, but donations to the Friends of the Library are always appreciated.

Available spaces at the library

The Community Meeting Room:
This room has audio visual equipment, several tables that can be reconfigured, and chairs to seat up to 30 people. There is wifi available throughout the building. The Community Meeting Room is available during regular library hours or through prior arrangements, when the Library is closed.

Off hours Community Meeting Room Policies:

• There will be no use of any part of the building other than the designated meeting area.
• One person must be designated to accept responsibility for the Library while the group is using the building.
• Upon leaving, all lights must be turned off, doors locked, and heating and cooling returned to normal night settings.
• A key for the meeting room must be picked up within 24 hours of the reserved meeting time. The key must be signed out with keyholders contact information. The key must be returned within one working day of the completion of the meeting to the library circulation desk.

The Trustee Room:
The Trustee Room is only open during open hours. It has a table with 6 chairs, though a couple extra chairs can be pulled into the room. There is no audio visual equipment. There is wifi available throughout the building.

Other options:
Other spaces are available for study and small meetings throughout the library, but they cannot be reserved. If you need to come study, use the wifi, or have an impromptu meeting, please come by the library and we can show you what is available. Library grounds have wifi access all year. There is a tent, table, and chairs available in warmer months. These spaces are first come, first serve.

Written by Misha Storm, Approved by Trustees 5/3/2022