Meeting & Study Rooms

Room Use at the Library

Use of Meeting and Conference Rooms
As a public service, the Library welcomes the use of its meeting and conference rooms for non-profit groups or organizations of a civic, cultural or educational character.  All meetings are open to the general public if they wish to attend. Rooms are not available for the benefit of private individuals (including but not limited to parties, private functions, play dates, etc.) or commercial enterprises.

In general:

  • Application must be made at least 7 days in advance.
  • Rooms will not be confirmed until the form is received and availability of staff for the requested time is determined.
  • Room set-ups should accompany the application.
  • Any changes must be submitted at least two weekdays in advance of your meeting.
  • Groups may reserve up to 4 times in any fiscal year. (from July 1st-June 30th)

Please use the applicable application form(s).


Library Meeting Room (First Floor)

Meeting Room Application Form

Maximum capacity of the Meeting Room is 60-65.meetingrm3

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

  • Conditions of use: No fees for admission or services rendered may be charged nor items sold by any group using the Library. It is also understood that the public will be welcomed at all meetings.
  • Group’s Responsibilities: Food may be brought in for group meetings/events as long as it is prepared elsewhere. Each group is expected to leave the room as found, to clean up the kitchen after use, and responsible for the replacement of lost or damaged equipment.
  • Availability: The Meeting Room is available during regular library hours, except Sundays when the room is reserved for library use.
  • Fee: After 3 pm weekdays and anytime on weekends (*), the fee is $25 per hour with a minimum fee of $50. The fee will be calculated from time of access to the room through the end of the meeting. No prorating 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; group leaves at 9:00 pm; total time for fee calculation is 3 hours.
  •  Payments: All payments should be made by check, payable to the Bedford Free Public Library, and either mailed to the attention of the Office Manager or hand delivered to the Library at the time of the meeting.
  • Changes to meeting: Changes must be submitted at least two weekdays in advance of your meeting. Cancellations should be made the day before, except in the case of weather or illness, then day of meeting is acceptable.
  • Set-ups: Seating, tables and/or equipment needs should be specified on the application. If there are questions, you should contact the Library directly.

    Library Conference Room (Flag Balcony/Third Floor)

    Conference Room Application Form

    Maximum capacity of the Conference Room is 8-10.conferencerm1

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

    • Conditions of use: No fees for admission or services rendered may be charged nor items sold by any group using the Library. It is also understood that the public will be welcomed at all meetings.
    • Food: Food is not allowed in the Conference Room. Beverages in covered containers are allowed (bottled water, take-out coffee cups with lids, etc.).
    • Availability: The Conference Room is available during regular library hours including Sundays.
    • Fee: No fee for the use of the Conference Room.
    • Set-ups: Room is equipped with a conference table, 8 chairs (with 2 spare chairs), TV with laptop connectivity and a white board.
    • Changes to meeting: Cancellations should be made either the day before or day of the meeting.

    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.
    No usage fee will be charged when the program is presented by the Library, Friends of the Library, or official committees and departments of the Town of Bedford.

    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. Revised 2/25/2016.


    Use of Study Rooms 1 & 2

    The library has two study rooms available for non-commercial public use.

    Study Room 1 accommodates up to six people and may be booked for individuals and study groups up to six.

    Study Room 2 accommodates up to 2 people. It may be booked for no more than two users at a time.

    Rules for Using Our Study Rooms

    • Study Rooms shall not be used for commercial purposes or for profit.
    • Rooms may be reserved online, by phone or in person at the Circulation Desk. Appointments are made on the half hour only.
    • Sign-up for either room is available up to one month in advance.
    • A reserved Study Room will be held 15 minutes only, and then offered to others unless staff is notified in advance.
    • Study Rooms 1 & 2 may be used up to 2 hours per day with a maximum of 6 hours per week (Sunday-Saturday) for both rooms combined.
    • Use by two or more people constitutes a use that day for each person present.
    • Users must leave promptly at the end of their reserved time, so that the room is available for use by another patron.
    • Any damage should be reported immediately.

    Book a Study Room


    Any failure to comply with the above policy may result in the loss of study room privileges.

    Concerns about this policy should be addressed to the Library Director.

    Policy adopted by the Library Trustees 10/12/99.
    Revised 2/10/04, 6/20/12, 4/16/14, 2/25/2016