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Meekins Library Meeting Room Policy

The Meekins Library is committed to providing varied programming to our patrons for both educational and recreational purposes.

Arrangements for use of meeting spaces and use of grounds and terraces must be made in advance.

Who can use the library meeting space?

Priority for using the spaces is as follows:

  • Library Programs, including those sponsored by the Friends of the
  • Williamsburg Libraries.
  • Williamsburg town boards and committees
  • Non-profit groups that are open to the public.
  • Non-profit groups that are closed to the public (held only while the library is closed.)
  • Other groups at the discretion of the director.

Use of the Hawks~Hayden Room is limited to 40 people.

The Williamsburg Board of Library Trustees reserves the right to limit the number of times a group may use the community room in a six-month period.

Use by political groups

The library subscribes to the equitable use of its facilities regardless of beliefs or affiliations of the individuals or groups requesting use. The use of any library meeting space does not constitute an endorsement of an organization’s policies or beliefs.

The Meekins Library building and property are subject to restrictions set forth by the State of Massachusetts on the use of public buildings for political use (Mass. General Laws: Part I, Title VIII, Chapter 55, Section 14). Elected officials can hold office hours and public forums at the library.

A political party or political group may use space at Meekins Library for a program provided that:

  • The event features a guest speaker on a theme or topic and is not a campaign rally
  • The event is open to the public
  • An admission fee is not charged
  • No fundraising or collecting of money can take place in the building or on the property
  • No distribution of campaign or party/group related buttons, flyers, posters, etc. can be done in the building or on the property
  • The event must be advertised as “Presented by [Group name]” and “held at Meekins Library.” Meekins Library must not be listed as a host or sponsor on any flyers, social media, advertising or town boards.

The Library Director and Board of Trustees reserve the right to cancel an event if this policy is violated.

What are the procedures for meeting room use?

Applications are available at the circulation desk and online and must be filled out by any group using the room. To allow for flexibility in the arrangement of library programs, we cannot accept bookings more than three months ahead.

The individual filling out the application acts as the representative of group. The group representative must be over 21 and be in attendance when the meeting room is in use. This person is responsible for the following:

  • Reading and signing off on the library’s application agreement showing they agree to the rules governing the use of the library meeting spaces.
  • Setting up and putting away all furnishings needed for the meeting, cleaning and straightening of the room immediately after use, and disposing of and removing all trash. No custodial services are provided in connection with the use of the room.
  • Paying any costs incurred by the library or the town as a result of the use. This includes any extra cleaning costs that occur as a result of use and any damage to the room or furnishings that result from use.
  • Responding to all inquiries concerning meetings.
  • Arranging in advance for audio visual equipment if needed and designating a member who is proficient with audio-visual aids who will be responsible for using the equipment appropriately.
  • Filling out the attendance form available in the meeting room. The number of people attending the program or meeting must be reported for statistical purposes.
  • Checking that all exterior doors are locked upon leaving. The doors to the patio should not be unlocked or used during programs.

When are the rooms available?

The Hawks~Hayden Community Room is available during regular library hours only if the meeting is free and open to the public or through special prior arrangements with the library director. We will not extend the period for use after hours if the group has not made prior arrangements.

Not-for-profit groups or individuals who hold closed door meetings that are not open to the public must sign up to use the space when Meekins Library is closed. The room must be vacated by 11:00 PM.

Is there a charge for using the room? Can a group charge admission or collect fees?

There is no charge for groups to use the library spaces. No program or admittance fees may be charged from the public except in the case of fundraising events for the library. A charge for cost of materials used by participants during certain programs may be made with prior approval. Non-profits may accept voluntary donations during the course of a program; however, such donations shall not be solicited in a manner that is the equivalent of an admission or participation fee. For profit entities and political groups may not accept donations.

Weather cancellations, parking, refreshments, keys, and other rules

The Library will make every effort to reach the representative of scheduled groups in the case of library property closing due to weather. The representative for the group is advised to call the library and/or check our website at meekins-library.org in the case of inclement weather.

Parking: those attending meetings may use the library parking area after the library is closed. During library open hours, attendees are requested to find alternative public parking due to limited parking spaces at the library that should remain available for library patrons.

No direct mounting of materials is permitted on the walls or windows of the Hawks~Hayden Room. Ask the library director about an easel or a white board.

No smoking or vaping is allowed on library property.

No alcoholic beverages are allowed on library premises without first getting permission of the Board of Library Trustees and then getting permission and an official liquor license from the Select Board. To get a liquor license, groups may be required to sign an agreement that indemnifies the town from liability by presenting proof of adequate insurance coverage for the event.

Light refreshments may be served with the permission of the library director.

Normal entry and exit to the Community Room is through the library foyer.

If your group is meeting while the library is closed, the library director will supply you with a key to the front door which will be checked out in your name and will need to be returned. This key will open the front door and the meeting room door. Access is available to the restrooms and water fountain. All access doors directly into the library will be locked.

Approved by Board 4/2026.