Plainfield Public Libraries
Meeting Space Policy
The meeting rooms in the Plainfield Public Libraries (PPLs) are available for use by nonprofit, educational, civic, cultural, charitable, and social organizations in Plainfield. Whenever they are not being used for library programs or by library organizations, the library makes these meeting rooms available to persons and groups, subject to the following conditions and procedures:
1. Priority is given to events that are free and open to the public in the following order:
● Library and library-sponsored
● Foundation or Friends of the Library
● City or government agencies
● Community organizations or clubs
2. Use of the meeting spaces is for nonprofit, educational, cultural, charitable, and social organizations that are free and open to the public. Publicly advertised meetings or programs must be open to all.
3. Meeting spaces are not available for private events or celebrations such as parties or receptions.
4. Permission for groups composed of minors (under 18 years of age) to use the library meeting rooms will be granted only to adults who accept responsibility for supervising them throughout the activity on the premises. A minimum of two responsible adults over the age of 21 must accompany a group of persons under the age of 18.
5. Library staff is not available to change the meeting space arrangement or to provide support services such as carrying equipment or materials into or around the library, operating audio-visual equipment, or making photocopies.
6. While using the PPL meeting rooms, no groups or individuals may charge attendees, solicit donations, or sell items or services.
7. Authors and artists hosted by the PPLs may offer their works for sale incidental to a lecture or performance. The Library Director may allow exceptions for seminars, lectures, and programs held in cooperation with the library or for adult education courses sponsored by an established educational nonprofit institution.
8. The library staff reserves the right to cancel or suspend, at their discretion, any activity that disregards the library’s rules and regulations and /or eject any participant engaging in disruptive, destructive, unruly, or illegal behavior/conduct.
9. Groups are prohibited from making statements in their advertising or meeting announcements that suggest library sponsorship or endorsement.
10. The libraries cannot provide storage areas for groups using the rooms on an ongoing basis.
11. Meeting rooms are a library resource and should be left the way they were found. All supplies, food, drinks, and trash should be placed in the appropriate receptacle at the completion of room use. For groups not using the kitchen, there is a “pack it in, pack it out” policy. A cleanup fee may be charged for rooms left in a disorderly condition. The individual listed on the application form will be held responsible for damage. No tape of any type may be used on the walls.
12. No alcoholic beverages are permitted anywhere on library property.
13. Per State law, smoking is prohibited anywhere within or on the library premises, as is burning materials or open flames.
14. Groups holding reservations must notify the library of any cancellation at the earliest possible date in order to free the meeting space for other groups. The library staff reserves the right to limit the overuse of meeting rooms by one group.
15. The library will not be responsible for lost or damaged materials used in exhibits or programs.
16. An application form must be completed at least 72 hours prior to the use of the meeting room.
17. By order of the fire department, each meeting space has a maximum capacity. Specific information will be provided by the Library Director when the application is approved. Open aisles must be maintained within seating arrangements to provide clear egress.
18. The Library may occasionally make exceptions to this policy on a case-by-case basis
Facilities:
Philip Read Memorial Library: The Meeting Room at Philip Read Memorial Library has a capacity of 48/chairs only, 32/tables and chairs. The maximum capacity without furniture, according to fire safety rules, is 69. Wireless access, a projection screen, and a portable easel are available.
Meriden Library: The Meeting Room at the Meriden Library has a capacity of 61/chairs only, 41/ tables and chairs. The maximum capacity without furniture, according to fire safety rules, is 88. Wireless access and a projection screen are available.
Equipment:
Individuals or groups planning to utilize the library’s projection or sound equipment must schedule an appointment with staff to preview the meeting area and sound/technology accommodations before the scheduled meeting time to confirm setup options and compatibility of Library equipment/spaces with personally owned devices.