Mamaroneck Public Library District Meeting Room Policy & Procedures

The Library has 2 Study Rooms at no charge that can be reserved for patron use. Arrangements to use either room can be made with the
Reference Department at 914-630-5888.

Statement of Policy

● The Mamaroneck Public Library regards the availability and use of its Meeting Rooms as an
integral part of its service to the community. Priority for use is given in the following order, with
Mamaroneck residents taking precedence:

● Library activities.
● Activities jointly sponsored by the Library with other organizations.
● Mamaroneck non-profit organizations engaged in activities consistent with the Library’s mission
to help community residents meet their educational, personal, recreational and professional needs.
● Village of Mamaroneck boards and commissions.
● Non-profit organizations outside Mamaroneck engaged in activities consistent with the Library’s
mission.
● For-profit organizations engaged in activities consistent with the Library’s mission.

When:

All Meeting Rooms are available for use when the Library is open. Library hours are as follows:

Monday and Wednesday 10 a.m. to 8 p.m.
Tuesday and Thursday 10 a.m. to 6 p.m.
Friday and Saturday 10 a.m. to 5 p.m.
Sunday CLOSED

Activities must conclude 15 minutes before the Library’s scheduled closing, unless prior written approval
has been granted.

What’s Available:
2 Study Rooms (seats 2-8 people)

Study Rooms

The Local History Room and the Study Room may be used for personal study at no charge. The rooms
may be booked for a one-hour period, with an additional hour permitted if no one else has reserved the
space; maximum of two hours per day. For use of the Local History Study Room, please register at the
Circulation Desk at 914-630-5884. For use of the Reference Study Room, please register at the Reference
Desk at 914-630-5888.

Scheduling a Session and Checking Out a Study Room Key

● Patrons may sign up in person or on the phone and have their own Library card or ID with them to
use Study Rooms.
● Library Staff will schedule patrons in first come; first-served order.
● Each session is one hour long, and patrons may ask to extend their session for an additional hour if
there are no other patrons waiting or scheduled to use the Study Room in the next hour.
● Patrons are not permitted to schedule two hours in each location.
● Patrons are permitted to use a different location if the study room they are using is not available
for a second hour and there is space in another location.
● All sessions will start and end precisely on the hour referenced on the Library clocks in the
Circulation and Reference areas.

Responsibility of Patrons Using Library Study Rooms

● The Library patron who schedules the use of a Library Study Room is responsible for returning
the Study Room Key to the Library desk from where it was checked out upon its due time.
● The Library patron who schedules the use of a Library Study Room must assume financial liability
for any damage incurred during its use. Patrons using Library Study Rooms will be responsible for
any damage done to the Library premises, its furnishings or equipment, and for any cleaning
required.

Financial Responsibility, Waiver of Negligence, and Indemnifications

Any person, group or organization sponsoring use of a Meeting Room must assume financial liability for
any damage incurred during its use. The Mamaroneck Public Library District, its employees and Trustees,
assume no responsibility whatsoever for personal injury or damage to personal property in connection
with a program; and the organization agrees that the Library District is expressly released and discharged
from any and all liability for negligence or tort causing any loss, injury or damage to persons or property
which may be sustained during or by reason of a program held on the Library’s premises; and the person,
group or organization agrees to indemnify the Library District and hold it harmless against all loss,
including attorney’s fees.

Other Terms

● Authors and performers who are invited or permitted to appear at the Library and wish to sell
books, tapes, compact disks or other materials may do so, subject to prior permission of the
Library Director.
● Use of the Library’s audio-visual equipment by outside groups is permitted with advance
approval.
● Refreshments are allowed for scheduled events in the Community Room with advance approval.
Alcoholic beverages—limited to beer and wine—may be served at the discretion of the Library
Director.
● Smoking is not permitted anywhere in the Library or on Library grounds.
● The fact that a group is permitted to use the Community Room does not in any way constitute an
endorsement of the group’s policies or beliefs by the Library.
● Program publicity is the applicant’s responsibility. Non-Library groups and individuals may not
use the Library’s address and phone number as their own. Advance approval by the Library
Director is required for any publicity or any items that will be distributed at a public meeting.
● For meetings of minors, applicants must agree to have an authorized adult representative in
attendance who shall supervise all persons upon the premises to ensure that the event is conducted
in a safe and orderly manner and that no one engages in unlawful or improper conduct. Library
Director reserves the right to waive this requirement.
● Rooms must be left neat and in good order, with all trash bagged for removal. The applicant is
liable for any damage done to the premises, its furnishings or equipment.
● In case of emergency building closure, the program will be canceled, and the applicant will be
offered the opportunity to reschedule or to have room fees refunded.
● The Library Director is authorized to determine the appropriate use of the Meeting Rooms. In case
of denial of use, appeal may be made in writing to the Library Board of Trustees. The decision of
the Board of Trustees will be final.
● The Board of Trustees reserves the right to cancel or suspend any meeting held by a group or
organization that violates the rules and regulations, or for any other reason.

Adopted by the Mamaroneck Public Library District Board of Trustees on July 27, 2011
Amended May 26, 2016
Amended February 7, 2023