Reserve the State Library Conference Room

State Library of Massachusetts 

Conference/Meeting Room Policy and Procedures

Overview

The primary purpose of the conference/meeting room at the State Library of Massachusetts is for State Library activities, including programs presented by State Library staff or programs by other organizations that are sponsored by the State Library. The conference/meeting room is available free of charge to state agencies or legislative offices for work-related purposes and is a qualified Future of Work site. The conference/meeting room is not available for meetings or other groups or individuals outside of this policy. The conference/meeting room is available during the State Library’s regular hours of 9 a.m. to 5 p.m. Monday to Friday. Agencies and legislative offices located within the State House have priority for conference/meeting room reservations; for other organizations, reservations are on a first come, first-served basis. Usage of the conference/meeting room is at the discretion of the State Librarian, who reserves the right to refuse the use of the conference/meeting room or cancel any reservation when that action is in the best interest of the State Library. The conference/meeting room will be inaccessible when not in use for a scheduled meeting and is not available to the public for quiet study purposes.

Conference Room Size

The conference room consists of a table with 10 permanent chairs and can accommodate a maximum of 25 people.

Equipment

The conference/meeting room is equipped with a large screen monitor with a video camera and may be used for teleconferencing. Conference room users must supply their own laptop and connect to wifi in order to use this equipment.

Scheduling

Reservations must be made using the State Library’s Conference Room Online Reservation Form. If you are experiencing problems with the online form, please email  library.reservations@mass.gov. The State Library reserves the right to limit the use of its conference/meeting room or to cancel the scheduled meeting. The conference/meeting room shall not be implied to presume State Library sponsorship.

Conference Room Use

The permanent table and chairs cannot be rearranged. The conference/meeting room must be returned to its original condition upon the meeting’s conclusion. No items may be affixed to the glass walls of the conference/meeting room. The conference/meeting room will not be available for use in the event the building is closed due to emergency conditions or inclement weather. Information on building closures can be found on http://www.mass.gov

User Responsibility

Refreshments are prohibited. Water is always permissible.

Users are responsible for leaving the conference/meeting room in good order and financially responsible for any damage to or loss of library property.

Users are responsible for ensuring that the scheduled meeting does not disturb State Library patrons or interfere with work-related activities of library staff.

Library Responsibility

The State Library is not responsible for accidents, injury, theft, or damage of personal items occurring in connection with the use of the conference/meeting room.

The State Library is not responsible for materials, supplies, or equipment not owned by the library.

The State Library does not provide publicity for meetings not sponsored by the State Library.

Users who fail to abide by these policies may be denied use of the conference/meeting room.

Conference Room Use

State Library staff will arrange the conference room, upon request, prior to the meeting. The permanent table and chairs cannot be rearranged; however, stackable chairs can be added to accommodate more attendees.

The conference room must be returned to its original condition upon the meeting’s conclusion and no items may be affixed to the glass walls of the conference room. The conference room will not be available for use if the State House is closed due to emergency conditions or inclement weather. Nor will the conference room be permitted to be reserved for use when there is a State Library-sponsored or special event in the main reading room area.

User Responsibility

• Refreshments may be served with prior approval from the State Librarian.
• Users are responsible for disposal of trash.
• Users are responsible for leaving the State Library conference room in good order and will be financially responsible for any damage to and/or loss of library property.
• Users are responsible for ensuring that the scheduled meeting does not disturb State Library patrons or interfere with work-related activities of State Library staff.

Library Responsibility

• The State Library is not responsible for accidents, injury, theft, or damage of personal items occurring in connection with the use of the conference room.
• The State Library is not responsible for materials, supplies, or equipment not owned by the library.
• The State Library does not provide publicity for meetings not sponsored by the State Library.
• Users who fail to abide by these policies may be denied use of the State Library conference room.