Library Policies
Meeting Rooms

Library Board policy as of February 13, 1991. Revised October 28, 1999; January 10, 2001; January 19, 2011; March 9, 2011; February 11, 2015.

Policies > Meeting Rooms


  1. All groups, including nonprofit organizations, must fill out an Exemption Form annually, and be certified as exempt of payment by the Town Manager. All questions about the certification must be discussed with the Town Manager directly.
  2. There is no charge for any Town Board or commission, Library sponsored program, or Friends of the Library activity.
  3. Fees for the use of the rooms:
    • Large Meeting room cost: out of town groups $100 for whole day or $60 for up to ½ day; in town groups $80 for whole day or $50 for up to ½ day.
    • Board room cost: $40
    • All payments must be received in advance.


  1. The Library staff shall be responsible for scheduling the use of the board and meeting rooms.
  2. Reservations will be made on a first-come, first-served basis except that priority will be given to library programs.
  3. Any reservation for the meeting room must be made at least one week in advance and no more than 60 days (or 2 months) in advance.
  4. Any less than one week’s notice depends on both room and custodian availability.
  5. The meeting rooms may be used with minimal notice on an emergency basis provided that the room is available, the staff is notified, and the meeting ends before 10 PM.
  6. No group may use the meeting or board rooms more than 12 times a year.
  7. For the meeting room, information regarding room layout, number of chairs and tables and prior access is to be given at the time of the reservation. The custodian shall be responsible for setting up and putting away any chairs and tables.
  8. Use of the kitchen must be requested at the time the reservation is made. No food or beverage shall be left in the kitchen. No group (except the Friends of the Library) shall store items in the kitchen.
  9. Meetings may not be scheduled to start before 9:00 AM when the Library staff is available. Meetings must end before 10:00 PM on Monday-Tuesday-Wednesday-Thursday nights. Meetings may not be scheduled on days that the Library is closed.

General Rules of Use

  1. Use of the meeting room should be restricted to activities compatible with a library environment. Types of appropriate activities include, but are not limited to, speaker programs, panel discussions, seminars, debates, movies, slide shows, committee meetings.
  2. The rooms will be left in the same condition as they were found with the tables and chairs returned to the original set-up. The rooms will be left picked up and all trash shall be placed in garbage bags or other appropriate containers available for that purpose.
  3. The Town of Berlin is not responsible for any lost or damaged articles. The user group shall be responsible for any damage or loss of library property.
  4. Failure to adhere to any of these rules shall result in prohibition for future use of any room.
  5. Any activities and noise levels must not interfere with the use of the library or use of any other room.
  6. Smoking and alcoholic beverages are not allowed in any part of the library.
  7. Any promotional material or publicity should indicate the sponsoring organization’s name. Such publicity should clearly indicate that the Berlin-Peck Memorial Library is not affiliated with or responsible for the program content. Use of the library facilities does not imply endorsement by the Library of the group, the meeting, or the content of the meeting.
  8. A charity (nonprofit, non-political, and non-religious) that benefits the Town of Berlin may request to sell items to the public in the meeting room as long as the sale does not disrupt patron access and use of the library and is subject to the approval by the Library Director. The Friends of the Library may sell items during regular library hours.
  9. Leaders and attendees of meetings are responsible for the supervision of children attending the program including the time prior to and after the meeting time. Any groups using the rooms who bring children to the library may not leave the children unsupervised in other areas of the library.