Use of Meeting and Conference Rooms

As a public service, the Library welcomes the use of its meeting and conference rooms for public exhibits or gatherings of a civic, cultural or educational character.  Rooms are not available for the benefit of private individuals or commercial enterprises.


  • Application must be made at least 7 days in advance .
  • Rooms will not be confirmed until the form is received and availability of a custodian for the requested time is determined.
  • Room set-ups or equipment requests should accompany the application
  • Any changes must be submitted at least two weekdays in advance of your meeting.
  • Rooms are available during regular library hours. (Sundays are reserved for Library programs.)
  • New Groups may reserve up to 4 times in any given year.
  • There is a fee for use of the Meeting Room after 3 pm weekdays and anytime Saturday. The fee is $25 per hour with a minimum fee of $50(*). No prorated fees for partial hours.

    (*) If after 3 pm weekdays or anytime on Saturday, the fee will be calculated on the access time through end of meeting time. Ex: access room at 6:30 pm; meeting ends 9:00 pm; total time for fee calculation is 3 hours.

  • No fee is charged for use of Conference Room


Library Meeting Room (First floor) or Conference Room (mezzanine)

The following regulations must be observed in the use of the Library Meeting Room:

  • No admission fee may be charged nor items sold by any group using the Library.
  • It is understood that the public will be welcomed at all meetings.
  • Each group is expected to be responsible for leaving the room as found, for cleaning up the kitchen after use, and for the replacement of lost or damaged equipment.
  • The responsibility for opening and closing the Library meeting rooms is reserved to the employee in charge of the Library.
  • All payments for the time the group is in the building should be made by check, payable to the Bedford Public Library and delivered to the Library at the time of the meeting. 
  • No fee will be charged when the program is presented by the Library, Friends of the Library, or official committees/departments of the Town of Bedford.

 

Additional notes:

Parking spaces are provided at the rear and sides of the building. 

No literature may be distributed at a meeting without the permission of the Director. 

A representative of any group or organization planning to use the Library meeting room must contact the Administrative Assistant with the arrangement of furniture and equipment needed at least two weekdays in advance of the meeting. 

Prompt notice of cancellations is requested. 

Upon adequate notice and for adequate reasons, the Library reserves the right to revoke permission to use any meeting room. Interpretation of this policy is at the discretion of the Director.

 

Revised by Board of Trustees 1/1/72, Updated 2/12/74, 12/15/75, 5/9/78, 12/9/80, 1/1/87  Rev. 2/9/99  Revised. 2/8/00.  Revised 12/10/02. Revised 5/11/2010.