Reserve the State Library Conference Room

Conference Room Policies and Procedures Agreement

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 to non-profit organizations. The conference/meeting room is not available for for-profit organizations or 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 first priority on 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 Director of the State Library of Massachusetts, who reserves the right to refuse the use of the conference/meeting room or cancel any reservation when that action is considered to be in the best interest of the State Library. Any and all non-State Library or Massachusetts state agency or legislative office usage of the conference/meeting room must be open to the general public. 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 up to a maximum of 15 people.

Equipment

The conference/meeting room is equipped with a large screen television/monitor. The library also has a projector and screen available for use. This equipment must be set up by State Library staff. WiFi is available for those who prefer to bring their own equipment. Requests for use of library equipment by non-library sponsored users must be made in advance of the scheduled meeting.

Scheduling

To reserve a room or equipment, call (617) 727-2590, fill out our Online Reservation Form, or 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. Use of the conference/meeting room requested without a reservation is permitted at the discretion of the Director of the State Library of Massachusetts. The State Library does not endorse the viewpoints of any group or individual and use of the conference/meeting room shall not be implied to presume State Library sponsorship.

Conference Room Use

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

User Responsibility

• Refreshments may be served with prior approval from the Director of the State Library of Massachusetts.
• Users are responsible for disposal of trash into the proper receptacles.
• 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.

Approved by the State Library of Massachusetts Board of Trustees on May 12, 2015