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Peabody Public Library Meeting Rooms

The Peabody Public Library has a number of meeting rooms available for public use. You now have the ability to reserve any of the above rooms online. You are responsible to read and agree to the meeting room guidelines below before reserving a room. Please note that, as of January 2013, rooms will be available only during library hours.

Meeting Room Policy

Parts of this policy have been modified to include hyperlinks, extra information, and other web-friendly additions. For our current library policy wording as approved by the library board, see our Library Policies page.

Room Descriptions | Fee Schedule | Process of Scheduling | Approved Uses & Priorities | Non-endorsement Policy | Equipment & Telephone Use | Responsibility of the Users | Smoking, Beverage & Food Restrictions | Liability Clause

Room Descriptions

As a community gathering place, the library is pleased to make the following meeting rooms available to the public.

  • The Auditorium: When used as one room, the Robert E. Brittain Memorial Auditorium has approximately 2500 square feet of floor space. When used as separate meeting rooms, the room capacities are as follows:
    • Auditorium 1 (required for access to sound booth)
      • Dimensions: 20’ x 36’
      • Chairs only: 118
      • Tables and Chairs: 55
    • Auditorium 2 (required for access to ceiling projector)
      • Dimensions: 27’ x 36’
      • Chairs only: 154
      • Tables and Chairs: 72
    • Auditorium 3 (Stage; required for access to projection screen): 26’ x 36’
  • The Community Room: When used as one room, the community room has approximately 1500 square feet of floor space. When used as separate meeting rooms, the room capacities are as follows:
    • Community Room A
      • Dimensions: 30’ x 31’
      • Chairs only: 124
      • Tables and Chairs: 58
    • Community Room B
      • Dimensions: 17’ x 31’
      • Chairs only: 66
      • Tables and Chairs: 31
  • The Study Room has a seating capacity of 10.
    • The study room may be reserved for personal or group use during regular library hours.
    • If the study room has not been reserved, it must remain accessible to other users.
  • The Computer Classroom: The computer classroom has (17) seventeen student stations, an instructor’s station, a color printer, a projector and a projection screen. Three stations are also available for seating with a laptop or other portable device.

Fees

The following fees are charged in 4 hour increments and include 7% sales tax:

  • Auditorium 1: $21.40
  • Auditorium 2 (does not include stage): $21.40
  • Auditorium 1-3 (All): $53.50
  • Community A: $21.40
  • Community B: $16.05
  • Community A & B: $37.45
  • Computer Classroom: $80.25
  • Study Room: $10.70

The following specifications also apply.

  • Rooms will be available only during library hours or at the discretion of the Director.
    • Monday: 9 AM to 6 PM
    • Tuesday - Thursday: 9 AM to 8 PM
    • Friday: 9 AM to 6 PM
    • Saturday: 9 AM to 5 PM
    • Sunday: 1 PM to 5 PM, closed during the summer between Memorial Day and Labor Day
  • Except where proof is presented of non-profit status, sales tax will be charged for meeting rooms.
  • Fees must be paid within a week of making the reservation. If the reservation is made within a week of the event, fees must be paid no later than 24 hours prior to the reserved time.
  • Fees are non-refundable.
  • All tax-supported institutions may use the library meeting rooms at no charge. This would include, but not be limited to, city governmental units, county governmental units, state governmental units and the public schools.
  • All not-for-profit organizations will be requested to pay a donation for the use of a meeting room. However, if they cannot pay the requested donation, they will not be required to pay. See the fee schedule listed above for suggested donations.
  • Groups deriving commercial gain will be charged following the standard fee schedule.

Process of Scheduling

  • Must be 18 years of age and present a valid photo ID to reserve a meeting room or any equipment.
  • You may reserve up to one year in advance of the intended date of use, unless an exception is made by the Director or the Librarian in charge. Reservations are first come, first served. Reservations must be scheduled at least 2 days in advance, unless an exception made is by the Director or the Librarian in charge.
  • Reservations may be called in, made in person at the library, or completed online. To complete the reservation process, the responsible party must come to the library and sign a meeting room liability statement.
  • Cancellation requests must be made 24 hours in advance. A fee of $15.00 will be charged if cancellation is not within 24 hours. However, the fee may be waived at the discretion of the Director.
  • No group may assign its reservation to another group.

Approved Uses & Priorities

  • Certain types of meetings will have scheduling priority over others as indicated below:
    • Library business or activities, such as Board meetings, staff meetings, story times, summer reading program activities, and seasonal parties.
    • Non-library groups will be scheduled on a first come, first serve basis

Non-endorsement Policy

  • Publicity for a meeting of a non-library group must not be worded in a manner that would imply library sponsorship or endorsement of the group’s activities.
  • Groups may not use the Library’s address, phone number or FAX number as their own.
  • A copy of any press release, handbill, invitation, etc. referencing a library meeting facility must be placed on file with Peabody Public Library.
  • Misrepresentation of these facts will result in the loss of use of the library meeting facilities for the offending group.

Equipment & Telephone Use

  • All AV equipment should be scheduled when reserving the meeting room.
  • Peabody Public Library is not responsible for the storage, loss and/or damage of any AV equipment belonging to any group or organization using the meeting rooms.
  • Telephones in meeting rooms are restricted from long distance calls.
  • If additional costs are incurred in the use of technology (i.e. long distance/teleconferencing), the reserving group shall pay all charges incurred for non-library events.
  • Equipment available with meeting rooms is as follows. (All equipment is subject to availability. Please call 244-5541 if you are unable to request the desired equipment online.)
    • All rooms have access to the following portable equipment: laptop (with or without Internet access), flip chart stand/dry-erase board, 46" TV, Portable LCD Projector, DVD/Blu-ray player (must be reserved with TV or LCD projector), Overhead Projector (for transparencies) and Podium with Microphone (not recommended in Study Rooms or Computer Lab)
    • Auditoriums 1, 2 and 3 have the following equipment available only when reserved together: projection screen, LCD projector (ceiling mounted), Blu-Ray/DVD or VHS player (in sound booth), two wireless microphones and two stage microphones. Please inform us if you will need access to the sound system or wish to connect your own laptop to the projector.
    • Auditorium 1 and Auditorium 2 each have a 60" Plasma TV. Please inform us if you have any equipment to be connected to one of these televisions.
    • Community Room A has a ceiling-mounted LCD projector and projection screen, Blu-ray/DVD player, VHS player, tape/CD player, and three wireless microphones. A cable is provided for connecting a laptop to the projector. Please inform us if you wish to connect into the sound system as well.
    • Community Room B has a built-in projection screen (a portable LCD projector may be requested).
    • The Computer Classroom comes with 20 student computers, 1 instructor station, a ceiling-mounted LCD projector and screen, and color printers.

Responsibility of the Users

  • The Library does not assume responsibility for the security of personal items.
  • The Library does not assume responsibility for personal injuries due to an act of God.
  • If additional security is deemed necessary by the Library, it is the responsibility of the reserving group to pay for it.
  • Individual groups are responsible for returning the meeting rooms to the state originally found.
  • Groups will be responsible for turning off lights, utilities and moving trash bags to the dumpster.
  • If there is a problem, the group should contact library staff.
  • Each group must furnish their own supplies and refreshments.
  • If a room is divided and two groups are meeting at the same time, each group is expected to respect the rights and comforts of the other.
  • It is the responsibility of the user to notify the library of cancellation of event at least 24 hours in advance. A fee of $15 will be charged for failure to do so.
  • Failure to vacate the meeting rooms by the time specified on the reservation form will result in loss of meeting room privileges.

Smoking, Beverage & Food Restrictions

  • Smoking is neither permitted in the Peabody Public Library building nor within 8 feet of any door.
  • The use of alcoholic beverages is not permitted in the Peabody Public Library Building.
  • No red, orange, grape or dyed drinks are permitted.
  • All food and related refuse must be removed from the Library premises immediately after the event. No food may be left or stored in the meeting rooms for future meetings.

Liability Clause

Applicants are responsible for damages to facilities and equipment and for provision of clean up. Any damage to Library property is the responsibility of the meeting room user. Should an applicant damage the facilities and/or equipment of the Peabody Public Library, such applicant shall be responsible to pay the cost of repair or replacement and/or cost of cleanup. Should an applicant fail to pay and the Peabody Public Library must resort to the court to collect any debt owed, the applicant shall be responsible for reasonable attorney fees and all court costs incurred.

Online Meeting Room Reservations

***You must click the box to indicate your agreement before continuing.***

I have read the Guidelines for Meeting Room use and I agree to the terms.

I understand that my application is considered "Pending" until I receive confirmation from the library and have paid my fees, if applicable.

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