HOLYOKE PUBLIC LIBRARY MEETING ROOM RESERVATION

Meeting Rooms are made available to be used by Massachusetts' educational, civic, cultural or other non-profit groups for activities that do not conflict with Library's mission and function as a public service; and booking a room in no way constitutes an endorsement of the program or philosophy of the group or the individuals using the facilities.

Meeting Rooms are available during hours that the library is open.

From September-May: Monday-Thursday, 9:00 AM - 8:00 PM; Select Fridays and Saturdays, 9:00 AM - 3:30 PM.

From June-August: Monday-Thursday 9:00 AM - 5:30 PM; Select Fridays and Saturdays, 9:00 AM - 3:30 PM.

All meetings must be free of charge for those attending.

There is no access prior to the requested time for preparations (no earlier than 8:30 AM) and the room must be vacated thirty (30) minutes before the library closes (no later than 8 PM Mon.-Thurs. from September-May, 5:30 PM Mon.-Thurs. from June-August, or 3:30 PM Fri. & Sat.). Events in the Community Room must also conclude thirty (30) minutes before the library's closing time. Please allow time for setup and cleanup in addition to program time.

The act of filling out this application does not guarantee the room for your organization. Please do not notify members of your group or consider the room booked until you have received confirmation.

Name of your Organization:*

Purpose of your meeting:*

Is the meeting free of charge for those attending?*

YesNo

Date of your meeting:*

If this is a recurring program, please include all future dates for the current calendar year:

MM/DD/YYYY

What time does your meeting start? (no earlier than 9:00 AM, as per above)*

Hour Minutes

AM/PM Option

What time does your meeting end? (no later than 30 minutes before closing, as per above)*

Hour Minutes

AM/PM Option

How much time do you require to prep the room? (minimum of 30 minutes)*

Which room would you like to reserve?*

Board Room: 1st floor. The room is arranged with 1 table and chairs for groups with 15 or less participants, whiteboard, dry eraser markers. No food or drinks allowed.Community Room: Main entrance, Ground floor. The room has 6 tables, podium, AV System, and a small kitchenette for groups with more than 15 participants and up to 75 participants.

Estimated attendance (NOTE: We offer hybrid capabilities for more attendants)*

Cold light snacks may be possible. Full meals may not be served. No supplies are furnished by the Library

Do you need these items provided? (Select at least one option)*

Dry erase markersProjectorHybrid meeting equipmentNo supplies needed

If you would like the Library Community Room to be set up before your arrival, please fill this Community Room Set-Up instruction section. The Library's Community Room has the following equipment available at your request:

1. Tables (approximately 6ft long, up to 6)

2. Chairs (Up to 75)

3. Small kitchenette area with sink and small refrigerator

4. Audio-Visual system with Overhead projecter

5. HDMI and VGA Connecting cables for Laptop to connect to AV System/projector

6. Hybrid meeting equipment (the OWL Pro)

Individual groups are responsible for ANY item listed below that the Library DOES NOT provide:

1. Apple laptop VGA or HDMI adapter

2. Coffee maker

3. Cups, utensils, plates, bowls, napkins, paper towels, tablecloths, cleaning wipes, etc.

Please select the applicable options below to make it easier for Library Staff to set up the Room prior to your Group's arrival. Include the specific number of chairs and tables when prompted:

A. The AV System/projector*

My Group will use the AV System for music onlyMy Group will use the AV System/projectorMy Group will use HDMI Connecting CableMy Group will use VGA Connecting CableMy Group will use the hybrid meeting equipment (the OWL Pro)My Group will not need any equipment

B. Tables and Chairs Set-up (Up to 75 chairs for Assembly Setup, 35 for Classroom Setup, and 20 for U-Shape Setup)*

How many chairs? (Up to 75 for Assembly Setup, 35 for Classroom Setup, and 20 for U-Shape Setup)*

How many tables? (Up to 6)*

C. Food and Kitchenette*

A table for foodAccess to the kitchenetteNo food or kitchen access needed

Please tell us any additional room set-up requests not already covered:

The undersigned, on behalf of the above named organization, hereby indicates that they have read, and agrees to comply with, the policy and procedures governing the use of the library meeting rooms. The undersigned assumes all and exclusive responsibility for the preservation of order and the sole responsibility for any injury to persons, damage to Library facilities or personal property, or loss of Library or personal property that may result from this use. The Holyoke Public Library will not be responsible for any materials, equipment, or personal belongings left in the building. The Library Board encourages that any group utilizing the meeting rooms comply with the provisions of the Americans with Disabilities Act, which require that meetings or materials be provided in an accessible format in response to participants' requests.

I, the undersigned, have read and agreed to the policies and procedures governing the use of the library meeting rooms.*

I Agree

Name*

First NameLast Name

Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Contact Phone #*

Email*

example@example.com

Thank you for using the Holyoke Public Library. We look forward to serving you.

Please leave the Room in the same condition as when you arrived.

The signed individual or group they represent WILL BE RESPOSIBLE for ANY AND ALL DAMAGES to the Library's Meeting Rooms.

Application for Meeting Room Reservation/Use

If you plan to serve snack/beverages, please describe what you will be serving: