The public meeting rooms are NOT to be used for private events which would be likely to interfere with normal library operations, including, but not limited to:

• Loud, amplified music
• Food preparation or substantial food service
• Use of public facilities like restrooms which would tend to exclude use by the public
• Consumption of alcoholic beverages
• Unsupervised minors
• Weddings or wedding receptions

By reserving a meeting room, one certifies that such prohibited activities will not be part of the scheduled event.

The library reserves the right to seek the assistance of law enforcement to immediately terminate any event which staff deems to interfere with normal library operations.

The following rules apply:

• Access to the room starts at the beginning of your reserved time. Early access to the room or building is not allowed unless prior authorization is given from the Director.
• 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 on a first come, first serve basis. 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 Agreement.
• Cancellation requests must be made 24 hours in advance.
• No group may assign its reservation to another group.
• 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
• 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.

Please Note:

• The Library does not assume responsibility for the security of personal items.
• 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.
• Each group must furnish their own supplies and refreshments.
• If a room is divided and 2 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.
• Failure to vacate the meeting rooms by the time specified on the reservation form will result in loss of meeting room privileges.
• Use of long-lasting flames is prohibited. This does not apply to candles on a cake.
• If additional security is deemed necessary by the Library, it is the responsibility of the reserving group to pay for it.
• If there is a problem, the group should contact library staff.

Parts of these policies 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, please see the Peabody Library Policies Manual found here.

Meeting Room Liability Agreement

Meeting Room Policy

PLEASE NOTE: Meeting room users 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 a user damage the facilities and/or equipment of the Peabody Public Library, they shall be responsible to pay the cost of repair or replacement and/or cost of cleanup. Should a user fail to pay and the Peabody Public Library must resort to the court to collect any debt owed, they shall be responsible for reasonable attorney fees and all court costs incurred.

The following rooms are available for public use:

AUDITORIUM 1, 2 & 3 (Stage)

• 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)
    • Dimensions: 26’ x 36

COMMUNITY ROOMS A & B

• 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

COMPUTER LAB

• Includes (10) ten student stations, (1) one instructor’s station, a color printer, a projector and a projection screen. Additional stations are also available for seating with a laptop or other portable device.

Fees are charged in 2 hour increments and include 7% sales tax.

• Auditorium 1: $32.10
• Auditorium 2: $32.10
• Auditorium 1-3 (All): $74.90
• Community A: $32.10
• Community B: $21.40
• Community A & B: $58.85
• Computer Classroom: $90.95

The following specifications also apply:

• Rooms will be available only during library hours or at the discretion of the Director.
• 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, including, but not limited to:
  • City governmental units
  • County governmental units
  • State governmental units
  • Public schools
• All not-for-profit organizations will be requested to give a donation for the use of a meeting room, however it is not required. See the fee schedule listed above for suggested donations.

The following equipment may be reserved with the meeting rooms.  All equipment is subject to availability.  Please call (260) 244-5541 if you are unable to request the desired equipment on line.  All AV equipment should be scheduled when reserving the meeting room.

All Rooms have access to:

• Laptops
• Flip chart stand/dry-erase board
• 46" TV
• Portable LCD Projector,
• DVD/Blu-ray player (must be reserved with TV or Projector)
• Podium (not recommended in the Computer Lab or Study Rooms)

Auditoriums 1, 2, and 3 (Only when reserved together)

• Projection screen
• LCD Projector (Ceiling Mounted)
• Blu-Ray/DVD player
• Wireless Microphones
• Stage Microphones
• Sound Booth

Auditorium 1 or 2

• Each have a 60"  Plasma TV

Community Room A

• Ceiling mounted DLP Projector
• Projection Screen
• Blue-ray/DVD Player
• Wireless Microphones
• Sound System
• Cables to connect your laptop to the projector

Community Room B

• Projector Screen
• Portable DLP Projector (may be available
• Wireless Microphones
• Sound System
• Computer Lab
• 10 Student Desktops
• 1 Instruction Desktop
• LCD Projector
• Projector Screen
• Color printer/copier

PLEASE NOTE: 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.