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I. Background

The West Springfield Public Library has several meeting rooms and quiet study spaces.

The library encourages events that are open to the public free of charge. Meeting rooms are made available as a public service and booking a room in no way constitutes an endorsement of any groups’ policies, views, or beliefs by the Library, Library director, or its Board of Library Trustees, and any such representation is prohibited.

The Community Room, Rotary Conference Room, Learning Center, Small Conference Room and two quiet study rooms at the Library are primarily for use by the Library, and Library related organizations, such as Friends of the West Springfield Public Library and the Historical Commission, including Library sponsored programs. When not required by the Library or Library related organizations, these spaces may be available for use by non-profit organizations, civic groups, or other groups approved by the Library Trustees.

The Trustees of the West Springfield Public Library reaffirm the American Library Association’s Bill of Rights which states that facilities should be made available on an equitable basis, regardless of the beliefs or affiliation of the individuals or groups requesting their use.

Meeting rooms shall not be used for entrepreneurial or commercial purposes, for the solicitation or development of business, or for profit or fundraising (other than events sponsored by the Library or Friends of the West Springfield Public Library). No goods or services shall be promoted, sold or exchanged upon the premises by sample, pictures or descriptions, except if preapproved by Library director and the Board of Library Trustees. No rooms shall be used as a business office.

When a room is reserved by an individual or group, the Library will not charge participants a fee to attend. However, with pre-approval, the facilitator may charge a fee for those attending the event and may also collect fees for materials provided. Authors can sell their books. The group leader must collect all such fees; the Library will not be involved in the exchange of money.

Please note: Library parking can be limited. Please take this into consideration when planning an event for large numbers of attendees.

The library reserves the right to cancel meetings at the discretion of the Director.

II. Room Use:

The West Springfield Public Library charges some groups and individuals for the use of its facilities. Room rentals are paid to the Library and funds are deposited into the identified fund. The Friends of the West Springfield Public Library may use the rooms for library sponsored events without charge. There is also no fee for library agencies such as the Massachusetts Library System (MLS) and the Massachusetts Board of Library Commissioners (MBLC) and other professional library organizations.

A. Eligible Organizations (in priority order):

  • Library programs
  • Library related groups, such as the Friends of the West Springfield Public Library
  • Civic, school and non-profit groups representing meetings of public interest
  • Other groups not included above, and not specifically excluded in the West Springfield Library meeting room policy.

B. Room Use by Political Parties:

The West Springfield Public Library building and property are publicly owned by the Town of West Springfield and subject to restrictions set forth by the Commonwealth of Massachusetts on the use of public buildings for political use. The Library is committed to providing varied programming to our patrons and to respect and make available all viewpoints. The Library Director and/or Board of Library Trustees reserve the right to cancel an event if this policy is violated.

A political party or political group may use space at the West Springfield Public Library for an event that:

  • Features a guest speaker on a theme or topic that is not a campaign rally
  • Is open to the public
  • Does not include fund raising or collecting of money while on the property
  • Does not include the distribution of campaign or party/group related buttons, flyers, posters, etc. in the building or on the property.
  • Is advertised as “Presented by Group X” and “held at the West Springfield Pubic Library”. The West Springfield Public Library and the Town of West Springfield must not be listed as a host or sponsor on any flyers or advertising.

Exceptions to this policy may be made at the discretion of the Board of Library Trustees as it deems in the best interest of the Library and the community.

II. Facility Description

A. Introduction:

The meeting rooms at the West Springfield Public Library are available for public use during regular library hours of operation. The West Springfield Public Library is a City building and the use of the meeting rooms is under the auspices of the Board of Library Trustees.

The Community Room is the only room that can be used outside of regular library hours. It is available Monday through Friday only. Accommodation of hours outside current West Springfield Public Library hours is negotiable. The Board of Library Trustees and the Director shall determine availability.

Patrons can reserve a room by calling the Library directly at 413-736-4561, x1116 or x3, visiting the library in person, or emailing the library at This email address is being protected from spambots. You need JavaScript enabled to view it.. See more information under “Booking Procedures,” see “D. Details. 5.”
Restrooms are available on both floors of the library.

All rooms have Wi-Fi access. Any additional outside appliances, supplementary items and equipment must be approved by the Library Director prior to the event. (See Booking Form)

All room set-up will be done by staff according to the configuration indicated on the Booking Form. All equipment must be set up and taken down by user. Rooms must be left in the condition in which they were found. Replacement of furniture or other needs may be accommodated only with permission of the library director.

Wrapped food and beverages in covered containers are allowed in all meeting rooms. Clean-up of all food and beverages is the responsibility of those individuals using these rooms. All events and post-event clean-up must be completed by the end of the booking time.

Non-library related groups intending to provide food must contact the West Springfield Department of Health at 413-263-3206 to fill out paperwork.

Facilitators of groups using meeting spaces will inform library personnel of their presence upon arrival and when the meeting is adjourned.

Individuals meeting in these rooms must adhere to appropriate library behavior, including noise level.

More information on policies and practices regarding use of specific rooms is included below. (Section D; – Details)

B. Descriptions of rooms available for public use:

1. Community Room #115 (First Floor)

When not required by the Library or Library related organizations, this space may be available for use by non-profit organizations, civic groups, or other groups approved by the Library Trustees.

This room is located on the first level of the Library. It is the only meeting area in the library that may have earlier or extended hours of use if negotiated with the Library Director.

(Please note: Winter regular hours are 9:00 am to 9:00 pm, Monday through Wednesday; 9:00 am to 5:00 pm Thursday, Friday and Saturday. Summer hours are 9:00 am to 8:00 pm, Monday through Wednesday; 9:00 am to 5:00 pm on Thursdays and Fridays; the Library is closed on Saturdays. The library is closed on Sundays year round.)

This room has movable seating for approximately 150. This room is approximately 32’ x 49’ in size. It can be accessed from the library lobby and also from the outside.

The room has an adjacent pantry (room # 112) with a coffee maker, refrigerator, and microwave that may be used by groups reserving this room.
There are 24 (60’ x 24’) tables, a limited number of additional tables and 150 chairs available. There is one adjustable height podium with microphone; supporting HDMI and VGA projection. Both PCs and Macs can be accommodated through built-in connections. There are 2 hearing assist devices available.

Conference style seating with the tables and chairs will accommodate up to 80 people. Seating without tables will accommodate 150. There is proximity to rest rooms.

2. Rotary Conference Room #210 (Second Floor)

When not required by the Library or Library related organizations, these spaces may be available for use by non-profit organizations, civic groups, or other groups approved by the Library Trustees.

This room is approximately 25’ x 24 ½’ in size. Room capacity is 25. There are 8 tables (60” x 30”) set in a large open square. Four of the tables have an independent power supply. There are 25 chairs, 16 of which are at the tables. There is a short-throw projector with HDMI, VGA and RCA Video input. Both PCs and Macs can be accommodated but users must supply their own cables. A podium projector stand is located in this room.

To prevent damage to the power supply between the tables and the floor, tables cannot be moved. If a different configuration is required, please let staff know when booking the space.

Wrapped food and covered beverages are allowed in this room. Clean-up of all food and beverages is the responsibility of the individuals using these rooms.

3. Learning Center #211 (Second Floor)

The room may be reserved for small group events by non-profit organizations, civic groups or organizations approved by the Trustees. It will not be available when classes are being held or when use is required by the Library or Library related organizations.

This room is approximately 23 ½’ by 26 ½ ‘in size. There are 12 tables (54” x 24”) that can be moved, and 24 chairs.

There is an instructor table and chair. There is a short-throw projector available. If needed, cables are available at Adult Services.

Computer equipment in this room is not available for the public but patrons may bring in their own laptops or tablets. Both PCs and Macs can be accommodated but users must supply their own chargers.

Wrapped food and covered beverages are allowed in these rooms. Clean-up of all food and beverages is the responsibility of the individuals using these rooms.

4. Small Conference Room (Room #209, Second Floor)

The Small Conference Room is approximately 14' x 13' in size and contains a table (42" x 96") and 8 chairs. The maximum capacity for this room is 10, per the building code. If needed, staff will bring one or two additional chairs into the room on request.

This room will not be booked for groups larger than 10 people.

This room has wall and floor outlets.

5. Quiet Study Rooms #203 and #204 (Second Floor)

Quiet Study Room 1 (#203) and Quiet Study Room 2 (#204) are approximately 10’ x 15’ in size and each contains a table (42” x 72”) and 4 chairs.

These rooms have wall and floor outlets.

Wrapped food and covered beverages are allowed in these rooms. Clean-up of all food and beverages is the responsibility of the individuals using these rooms.

Be aware that conversations in these rooms may be overheard in abutting rooms or offices.

C. Rental Fees:

1. Category Descriptions:

Category 1: No rental fee

  • West Springfield Public Library and the related professional library organizations.
  • Town departments, boards, committees and commissions.
  • Donations for use of spaces are greatly appreciated.

Category 2: No rental fee

  • West Springfield Schools including St. Thomas Parochial School.
  • West Springfield Boys and Girls Club
  • Boy Scouts, Girl Scouts, PTOs (for regular meetings only with students and parents; does not include fund raiser or special events open to the public)
  • Support groups (e.g. Cancer, Diabetes, Grief, etc.)
  • Donations for use of spaces are greatly appreciated.

Category 3: Non Profit rental fee

  • In-town non-profit West Springfield groups or organizations.
  • NOTE: A 501c3 form as well as a certificate of liability insurance must accompany application.

Category 4: Full rental fee/profit and out of town non-profit groups or organizations:

  • NOTE: A certificate of liability insurance must accompany application.

2. Fees by category:

Table of fees for booking

 

D: Details:

Any applicable fees shall be paid in full by the day of use. All fees are flat for the time block indicated.

The Library reserves the right to refuse service to patrons with outstanding library bills of $10.00 and over.

Staff is not available to help with technology set up. Please consider this limitation when booking space. A CD is available on the projection system. Please review prior to booking room.

All events and post-event clean-up must be completed by the end of booking time.

The Library will refuse space to individuals or organizations which have previously failed to comply with stated conditions for use. This includes (but is not limited to) failure to allow staff to follow normal lockup procedures, excessive noise which causes complaints from other library users, or failure to make a reasonable effort to clean up after serving refreshments.

1. Availability:

The Community Room is available during the library’s normal hours unless arrangements for extended use are approved by the Library Director and the Board of Library Trustees. Rooms upstairs will not be available before or after regular library hours.

Library events have first priority for use of any rooms.

2. Service Priority:

The meeting rooms of the WSPL are available for educational and civic purposes provided that such use does not interfere with regular library services or programs and that those groups using facilities conform to Library practices.

3. Meeting in Series:

Community Room, first floor; the Rotary Conference Room, second floor; the Small Conference Room, second floor, and the Learning Center, second floor:

Groups may submit applications for no more than 26 reservations per 12 month period. Subsequent applications may be submitted after the expiration of the original application.

Note: The Rotary Conference Room, the Small Conference Room, and the Learning Center are available only during Library hours.

Quiet Study rooms, second floor:

Individual rooms can be reserved, in person, for a two hour block. If, after the two hours the room is free, it may be reserved for additional half-hour blocks.

4. Eligibility:

The Library Director and Trustees shall determine whether groups are eligible to use the West Springfield Library meeting rooms.

5. Booking Procedures:

Persons wishing to reserve a meeting room should contact the WSPL at 736-4561 x#3 or come to the library in person to complete the Room Reservation application process. Form must be completed in person or by staff over the phone before the event. Facilities are available on a first come, first served basis.

6. Notices:

All notices, petitions and publications for distribution within the library must have the prior approval of the Library Director or designee, and may only be displayed using approved methods. Tape or tacks or other fastening materials may not be used on the Library’s walls, doors, glass or other surfaces, including the sage green sound barrier fabric on the Community Room walls.

Notices and publications about events must use the wording "Presented by Group X" and "held at the West Springfield Public Library". The West Springfield Public Library and the Town of West Springfield must not be listed as a host or sponsor on any flyers or advertising, with the exception of library sponsored events.

7. Refreshments:

Wrapped food and drinks in covered containers are allowed in the meeting spaces only. Wrapped food is limited to light refreshments. Requests for more substantial foods require the library director's approval in advance and completion of the town’s Health Department paperwork. Please note that the Health Department's paper work must be completed 30 days in advance of the event.

The individual or group in charge of the event is responsible for these tasks.

Sponsors of the events serving food and beverages are responsible for providing the food and beverages and all consumables. Sponsors are also responsible for clean-up at the close of the meeting, including disposal of any trash in baskets provided. All food must be removed from the refrigerator.

Use of the pantry (Room 112) adjacent to the Community Room must be requested when the room is reserved. The room is equipped with a coffee maker, refrigerator, and microwave that may be used by groups reserving this room. If the pantry is not left clean after the event, the group will be billed for janitorial services, one hour minimum.

Alcoholic beverages are not permitted in the library or on library property with the exception of library sponsored events held in the library.

Smoking or vaping are not permitted in the library or on library property.

8. Storage of Materials:

The library is unable to provide storage for materials between meetings.

9. Set-up Limitations:

Staff is not available to assist with technology set up. Please consider this limitation when booking space.

The WSPL cannot set up the meeting rooms. Meeting rooms will be set up and returned to their original configurations by the booking organizations. Persons planning programs should arrive early to assure their set-up needs have been met. This includes use of technology. Should questions arise, contact the library director.

To assure that there will be no damage to Library premises, please follow these guidelines:

  • When booking space, indicate the preferred configuration of furniture on the Booking Form. Staff will set up the space according to your specifications.
  • Should the configuration of the space need to be changed during the time block booked (e.g. for break-out sessions or other needs), please indicate so on the Booking Form.

Persons planning programs should arrive early to assure these set-up needs have been met and to set up their technology, if necessary. Should questions arise, contact the Library Director.

Individuals who have booked a meeting space should let library staff know when they have arrived and also when the event is over and they are leaving the building.

10. Friends and Local History Rooms:

The Friends and Local History Rooms are two rooms in the building that may not be reserved for meetings. These rooms have special functions and are not intended for public meetings.

11. Any questions and concerns regarding policy guidelines may be addressed in writing to be submitted to the Board of Library Trustees.

E: Weather Policy:

Library activities and services will be open as usual unless specific announcements are made to the contrary. Announcements will be made on the library’s website – www.wspl.org and TV stations WWLP Channel 22 and WGGB Channel 40.

Signs will be posted at the Library entrance if the Library closes early.
Rescheduling events: The Library staff will attempt to contact sponsoring organizations if the Library closes early. If the Library has not opened for the day, it is the group’s responsibility to check the above-mentioned sources.

III. Indemnity and Release:

All presenters using the library hereby agree to indemnify and hold harmless the town of West Springfield, the Library, and Library staff and volunteers from any and all costs (including attorney's fees and expenses), damages, injuries, losses, claims, and expenses incurred, directly or indirectly, as a result of the presenters' use of the library. Such costs, damages, injuries, losses, claims and expenses shall include, without limitation, any damage to the meeting room and its contents or to any other part of the Library, building, grounds or collection; the cost of employees' overtime, if required by the use of the meeting room; the cost of police protection if required by the Library; and any claim asserted by any third person against the town of West Springfield, the Library, or any Library staff or volunteer on account of any alleged injury together with defense costs, including reasonable attorneys' fees.

The library is not responsible for personal belongings of or injuries to participants at the events. All presenters (including any organization and all of its members) using the Library hereby agree to remise, release, and forever discharge the Library, its staff and volunteers and the town of West Springfield from any and all debts, demands, actions, causes of action, suits, accounts, covenants, contracts, agreements, damages, and any and all claims, demands, and liability whatsoever of every name and nature, both in the LAW and in EQUITY, regarding their use of the Library.

Adoped June 7, 2016 by the Board of Library Trustees
Amended July 26, 2016 by the Board of Library Trustees
Amended November 28, 2017 by the Board of Library Trustees