Greenwood Meeting Room Policy

General Information

The Board of Trustees allows the use of the Greenwood Meeting Room for civic, educational, philanthropic, and recreational purposes having a substantial connection to the Gardner community. The Board of Trustees and Library Director will not discriminate on the basis of political or religious beliefs or any other constitutionally or statutorily prohibited basis.

The provision of meeting room space is not the primary mission of the library and must remain subordinate to the need to provide a safe, peaceful, and respectful environment for reading and study. Use of the meeting room may not disturb library patrons, interfere with library staff duties, or endanger the building or collections. Library use of the Greenwood Meeting Room takes precedence over all other uses.

The meeting room may not be used for entrepreneurial or commercial purposes, business solicitation, or profit-making activities. Political campaigning is prohibited. Goods or services may not be promoted, sold, or exchanged on library premises. Fundraising activities are limited to the Friends of the Levi Heywood Memorial Library Association.

Meeting Room Reservations

Reservations for the Greenwood Meeting Room must be made through the office of the Library Director. Groups requesting use of the room must complete and submit an approved application form and agree to follow the terms of the policy.

The applicant’s signature serves as a release of claims against the Board of Trustees, the City of Gardner, and library staff for injury or property damage resulting from use of the meeting room. Any damage to or loss of library property caused during a meeting or program will be the responsibility of the reserving individual or organization and may result in cancellation or denial of future reservations.

Reservations may be made up to three months in advance and are accepted in the order received.

Groups paying a fee for room use are limited to twelve meetings within a twelve-month period.

Failure to notify the library of cancellations may result in loss of future reservation privileges.

Minors may not reserve a meeting room or serve as sponsors of a meeting.

Rules for Use

The Greenwood Meeting Room has a maximum occupancy of 125 persons.

Groups are responsible for obtaining all licenses and permits necessary for their meetings and must comply with all applicable laws. The applicant is responsible for any injuries or damages resulting from use of the room. The library may require proof of insurance, licenses, or permits for special events.

Wireless internet service is available in the meeting room. Audio-visual equipment is not provided.

Groups may rearrange tables and chairs as needed but must return all furniture to its original location after the meeting.

Smoking is prohibited in the building and on library property. Open flames are not permitted in the meeting room.

The kitchenette adjacent to the meeting room may be used for food preparation. Light refreshments may be served with prior approval from the Library Director. Alcohol is prohibited unless prior written approval is granted by the Board of Trustees. No food may be left on the premises, and users are expected to remove excess trash after meetings.

All persons using the meeting room must follow the library’s Patron Behavior Policy.

Publicity

Use of the meeting room does not imply endorsement of a group by the Board of Trustees or library staff.

Groups may identify the library and include its address in publicity materials but may not provide the library’s telephone number or direct attendees to contact the library.

Flyers, signs, brochures, and similar materials must remain within the meeting room unless approved under the library’s Bulletin Board Policy.

Parking

Limited off-street parking is available on library property and at nearby municipal lots, subject to posted restrictions.

Hours and Fees

The Greenwood Meeting Room is available only during library operating hours and must be vacated fifteen minutes before the library closes.

There is no charge for use of the meeting room by:

• 501(c)(3) nonprofit organizations based in the City of Gardner or serving Gardner residents
• Departments of the City of Gardner

Proof of nonprofit or municipal status may be required.

All other groups must pay:

• $50 for the first 1–3 hours
• $15 for each additional hour

Checks for room use must be made payable to the Levi Heywood Memorial Library Association and submitted before the meeting begins.

Policy History

Adopted by the Levi Heywood Memorial Library Board of Trustees on November 10, 2004.

Revised:

• November 8, 2006
• April 13, 2011
• December 4, 2013
• September 10, 2025