Meeting Room Use Policy

All meeting rooms are temporarily unavailable due to Covid safe distancing regulations

Meeting Room Registration Form             Meeting Room Reservation Form

The Meeting Room of the Wolfeboro Public Library is available for use by non-profit groups and organizations for civic, educational, cultural, intellectual or charitable activities. Guidelines for availability and conditions for using the public meeting room are set by the Library Board of Trustees. The Meeting Room is available on an equitable basis, regardless of the beliefs or affiliations of individuals, groups or organizations requesting usage of the room.

The Meeting Room shall not be used for entrepreneurial or commercial purposes, for the solicitation 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 to this policy may be made at the discretion of the Library Board of Trustees as it deems in the interest of the Library and the community.

All meetings shall be open to the public and no admission or other fee may be charged. Applications for use will be submitted at the Circulation Desk of the Library. Final determination of use rests with the Library Board of Trustees. Permission to meet at the Library does not in any way constitute or imply endorsement of the users’ policies, beliefs, or programs by the Library Staff or Library Board of Trustees. Failure to comply with the policies and rules established for the Meeting Room will result in suspension or termination of a group’s or organization’s meeting room privileges.

Registration & Reservations

  •  All organizations, groups, boards or committees wishing to use the Meeting Room must complete the Meeting Room Registration Form and receive approval of the Library Director or her designee prior to scheduling use of the Meeting Room. Annually a new application form must be completed or the registration form on file must be renewed even if no information has changed. A new application must be filed any time the person designated on the application form as the Responsible Party for the organization or group changes.
  • Reservations are made with the Staff at the Circulation Desk by submission and approval of a Meeting Room Reservation Form.
  • Any group or organization using the Meeting Room, with the exception of Town of Wolfeboro staff, Town of Wolfeboro boards and committees, or library-sponsored meetings, will pay a $25.00 service fee. The fee is due prior to the time the meeting is scheduled to begin.
  • Any one group, with the exception of town staff, town boards and committees, or library-sponsored meetings, may make no more than four reservations per calendar year. The Library Director may grant exceptions.
  • Should a meeting conflict with a library-sponsored program, the library program will receive priority.
  • Cancellation of meeting room reservations is required 24 hours in advance. Failure to notify the library of a cancellation may result in denial of future request.

Regulations for Use

  • No admission fee or other fees are permitted.
  • Beverages and light refreshments may be provided within the meeting room. No alcoholic beverages are permitted.
  • Smoking is not permitted.
  • The group or organization may rearrange the room, but before leaving, the room should be left in a clean and orderly condition with tables and chairs returned to the positions in which they were found.
  • Any publicity must include the following statement: “This event is free and open to the public.”
  • Neither the Library Board of Trustees for the Wolfeboro Public Library nor the Town of Wolfeboro shall be responsible for injury to persons or property that occurs while the Meeting Room is being used. The Library will not be responsible for items or equipment left in the building by users.
  • The person who signs the Meeting Room Reservation Form, (the “Responsible Party”), assumes responsibility for any personal injury or property damage resulting from the use of the meeting room and will be responsible for payment of claims resulting therefrom. S/he must be over 21 years of age and be in attendance when the room is in use. S/he shall be responsible for the conduct of the group or organization, payment of bills and for protection of Library property in connection with the meeting. The Library shall be promptly reimbursed by the Responsible Party for any expense or damage resulting from the use of the facility.
  • Equipment belonging to the Library may be used by the group or organization, but must be reserved at the time the room is reserved. By signing the reservation form, the Responsible Party agrees that a qualified person will be using the equipment and the Responsible Party will be responsible for any damages that may occur. A training session on the equipment must be scheduled with Library Staff prior to the meeting to teach proper usage. The Library is the sole determinant of whether damaged furnishings or equipment can be repaired or must be replaced. The library piano may be scheduled for use by groups or organizations using the Meeting Room; however the Library does not provide for tuning the piano.
  • Meetings must be conducted in such a way as not to disturb library operations. The group or organization that scheduled the meeting agrees to be responsible for any and all damages or costs caused directly or indirectly to the collections, equipment, facility or services by or during its use of the Library. Persons attending any meetings are subject to all Library rules and regulations.
  • There must be one adult for every fifteen children or minors in attendance at a meeting.
  • Attendance in the meeting room may not exceed the posted room capacity: 52 – tables with chairs; 113 – chairs only; 158 – floor space.
  • Groups using the Meeting Room shall secure any necessary performance licenses and indemnify the Library for any failure on their part to do so.
  • The applicant assumes responsibility for participant accommodations (e.g. assistive listening devices, etc.) and specific articles of compliance as required by the Americans with Disabilities Act.
  • Library personnel must have free access to the meeting room at all times. The Library retains the right to monitor all meetings conducted on the premises to ensure compliance with these regulations. Infringement of any of the regulations here stated shall be grounds for denial of future use of the Meeting Room.
  • The Meeting Room may be scheduled thirty minutes before the library opens until closing. Reservation time should include set-up before the meeting begins, and clean up after it ends. Meeting Room usage must begin before the library closes and may only continue after the library is closed if the Responsible Party is familiar with the proper procedures for securing the library facilities at the end of the meeting.
  • The Meeting Room is not available Sundays, holidays, or other times the library is closed.
  • The Meeting Room will not be available when the library building is closed due to emergency conditions or inclement weather.
  • If the form to reserve the Meeting Room cannot be filled out in person, the form may be faxed or mailed to the library. Reservations cannot be made via email. It is the responsibility of the applicant to be sure they are fully trained on any equipment and familiar with any closing routines prior to using the Meeting Room and its facilities.
  • The Library reserves the right to revoke Meeting Room privileges at any time.

Meeting Room Registration Form and Meeting Room Reservation Form can be printed and filled out. Return the forms to the library by mail, FAX or drop them off at the front desk.  If you do not have Adobe reader you can get it here for free.