Meeting Rooms

Meeting Room Policy

Use of Meeting Rooms

As a public institution dedicated to free expression and free access to ideas and information, the Meriden Public Library provides meeting room space to groups, organizations and individuals when the rooms are not needed for library activities.

The library encourages all points of view and makes no effort to censor or amend the content of any meeting, but reserves the right to enforce guidelines outlined in the Meeting Room Policy as well as applicable city, county, state and federal regulations.

Children and youth groups may use library meeting rooms provided they are sponsored and supervised by one or more adults. All use of meeting rooms is granted on a first-come first-served basis.

Application

Applications for use of a meeting room must be submitted in writing at least 2 weeks before requested date of use. Conference rooms may be reserved for a total of 12 times a year from July to June.

Contact the Community Services Department by phone at (203) 630-6349 or email comsvc@hotmail.com for the availability of the date(s) requested before submitting the meeting room reservation form.

Applications must have an authorized signature and a check for any required fees or the reservation will not be confirmed.

Fees

Non-Profit Organizations – no fee.

Business/Condominium Associations – $50 fee for each date requested.

Cleaning Deposit   (if refreshments are served at meeting) – $25 refundable upon room inspection.

Damage – Organizations booking a meeting room will be responsible for damages incurred during their meeting.

Projector use – $25 fee for each date.

Guidelines

  • All meetings must be open to the public and held during regular library hours.
  • No admission or fees may be charged nor may contributions, collections or gifts be solicited at any meeting. This includes collection of money to cover cost of meeting or printed material.
  • No alcohol and no smoking.
  • Organizations using meeting rooms should not leave children unsupervised in the library.
  • Behavior disruptive to normal library activities will not be permitted.
  • Library DOES NOT provide audiovisual or special equipment such as cables, laptops, pointers, etc.

The person signing the meeting room application is responsible for notifying Security or the Information Desk of arrival and departure, supervising the meeting, maintaining orderly conduct, and for any damage to the building, room or contents within. This person  must also assume the responsibility for seeing that the meeting is adjourned and the room cleared 15 minutes before closing or by the end time specified on the application.

Food Services

Light refreshments are allowed but must be confined to the meeting room. Cooking is strictly prohibited. All food service equipment, including cups, plates, silverware, tablecloths, etc. must be provided by the organization reserving the room.

Room must be cleaned up before leaving or cleaning deposit will not be refunded.

Meeting Rooms Available

Griffin Room: seating capacity 80 OR Griffin Room A or B: seating capacity 30

Seminar Room: seating capacity 6

Equipment provided by library

  • Tables and chairs (you may move them into the desired setup)
  • Projection screen (Griffin Room only)
  • Podium (Griffin Room only)
  • Projector may be rented from the library for a $25 fee. Organizations wishing to use the projector MUST SCHEDULE an “audio visual walk through” at least 2 weeks before requested meeting date.

The Library is NOT responsible for equipment, supplies, materials or other items owned by a group or organization that are used in the library and assumes NO responsibility for damage to such equipment by fire, theft, mutilation, vandalism, flood or other form of destruction.

Refusal of Use and Cancellation

The Library reserves the right to refuse or revoke permission for the use of meeting rooms to any group, organization, or individual. Falsifying information on the meeting room application will result in the immediate revocation of library meeting room privileges.

Public meetings are subject to possible cancellation or date/location change in the event of a library program or for public voting purposes. Every effort will be made by the Meriden Public Library to avoid this occurring.

MPL Meeting Room Application  (PDF)

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