Policy For Use of the Meeting Room

The primary purpose of the meeting room is to provide a place for Library-sponsored programs. When not being used by the Library, the room may be made available for public meetings in accordance with New York State Education Law. The meeting room can be used by groups from the Westbury and Carle Place School Districts. All meetings must be open to the public. The room is not available for commercial purposes, fundraising or solicitation.

A request for the room, for meetings only, can be made as follows:

• January and February reservations – email the last week of December.
• March and April reservations – email the last week of February.
• May and June reservations – email the last week of April.
• July and August reservations – email the last week of June.
• September and October reservations – email the last week of August.
• November and December reservations – email the last week of October.

The programming department can only provide “available” dates after the completion of the bi-monthly newsletter. The department can be reached by phone or e-mail. A meeting room form must be filled out by the group using the room to indicate set-up. If a meeting is cancelled, the programming department should be notified immediately. Reservations may not be made on a permanent basis and groups can only book for a maximum of four (4) times per year, if space is available.

Groups are expected to finish their meeting and leave the Library at closing time. Groups using the meeting room are responsible for leaving it clean and in an orderly condition. Alcoholic beverages and smoking are not permitted.

Programs Conducted at the Westbury Library by an Outside Organization

The Meeting Room should be used for programs that educate or entertain and for the free and open exploration of ideas. If may not be used for partisan purposes by any group, political, religious or civic, that seeks solely to advance its own point of view.

A meeting room form must be filled out by the group using the room to indicate set-up. If a program is cancelled, the programming department should be notified immediately. Groups are expected to finish their program and leave the Library at closing time, 9:00 pm or a $50 overtime fee will be incurred. Alcoholic beverages and smoking are not permitted. All programs are subject to revisions at the discretion of the Director.

Any publicity materials must be approved by the Library before the program. The sponsoring organization must provide a copy of all promotional literature they will distribute two weeks prior to the event. Do not forward calls to the Westbury Library for program information.

Cleaning fee of $50 will be charged to groups that bring in food.
Tech fee of $50 will be charged for the use of Tech equipment and staff to set up.
All fees are payable to WMPL, two weeks before scheduled date of the program along with the required set-up form.

Revised: 11/15/12