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Meeting Room Policy

The Hartford Library offers a meeting room for rent to individuals or groups for adult meetings or gatherings. The room is located upstairs in the building and is not appropriate for children’s parties for safety reasons. Meetings of a large number of individuals may not be allowed during library hours if it could be disruptive to the patrons of the library.

Use of the meeting rooms are by reservation only. An application form for each use of the room must be signed by a representative of the organization or by an individual at least a week in advance of the meeting or gathering. Reservations may be made up to 6 months in advance. Reservations will be accepted on a first come-first served basis, as long as the use conforms to library policy guidelines.

The library charges a fee of $35.00 for rental of the meeting space. Proof of insurance is required. Payment and proof of insurance must be presented before the time of the meeting or gathering.

All groups are required to leave the meeting area in a neat, clean, and orderly condition. This is not the responsibility of the library. A vacuum cleaner is available. If the room is not left in a clean and orderly condition, the group or individual will not be allowed to use the meeting room in the future.

Groups are required to dispose of all garbage before they leave.

Groups are responsible for any breakage, damage to library property, or any inordinate amount of cleaning resulting from the use of the meeting room.

Smoking is prohibited in the library.

Refreshments are allowed in the meeting rooms. There are limited kitchen facilities. Catered events are acceptable but arrangements are to be made between the individuals or groups using the room and the caterers; the library will not serve as refreshment brokers.

Use of the library’s meeting rooms does not imply endorsement of the event or its sponsor by the Hartford Library, Inc. Furthermore no announcement, press release, flyer or other promotional endeavor should state or imply the Hartford Library’s endorsement or sponsorship of the event or its sponsor. Such promotional endeavors should clearly state that the library is merely the location of the meeting. Groups may not use the library’s name or address as their own address or headquarters.

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