Meeting Room Policy

The Oxford Free Library offers two meeting rooms, the Meeting Room located in the basement of the library and the Local History Room on the first floor.  This policy has been formulated to ensure that Oxford residents have the greatest possible access to educational and cultural opportunities. The Library meeting room is primarily for the use of the library, library related organizations, and library sponsored programs. When not required for the use of the library or library related organizations, they may be used by other groups.

The Library encourages events that are open to the public free of charge. Meeting rooms are made available 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. The Trustees of Oxford Free Public Library reaffirm the American Library Association’s Bill of Rights which states that facilities should be made available on an equitable basis, regardless of the beliefs or affiliation of individuals or groups requesting their use.

The Oxford Free Library does not charge groups or individuals for the use of its facilities.  Groups or individuals are in turn not allowed to charge participants to attend nor solicit donations.

Descriptions of the Rooms
The Local History Room is located on the First Floor. It measures approximately 8′ x 10′ and contains one table which will seat 2-4 people.  This room is suitable for  small groups only and may need to be accessed by the staff to obtain materials inside the room.  This is on a first come, first serve basis. 

The Meeting Room is located in the Basement. It measures approximately 22′ x 31′. Up to 8 conference tables and 50 chairs are available to furnish the room.

Eligible Organizations (in priority order):
• Library Programs
• Library Related Groups, such as Friends of Oxford Free Library
• Civic, School and nonprofit groups presenting meetings of public interest
• Other groups not included above, and not specifically excluded in the Oxford Free Library Meeting


Room Policy

Reservations

Reservations may be made, in person, or over the telephone with the Director, Assistant Director or Circulation Supervisor. A completed application, with a signature from one fo the listed staff member's above, confirms the reservation. The signer of the agreement will be held responsible for any damages to the facilities. Clean up charges will be assessed in cases of unusual wear and tear on the room.  Reservations must be made at least 24 hours in advance.

A non-Oxford Free Public Library sponsored group may use one meeting room no more than twice per month. 

Cancellation of a reservation must be reported 5 days (of Library operation) in advance. Failure to cancel or to appear for a reservation may result in forfeiture of room use privileges.

Questions about this policy should be directed in writing to the Assistant Director. The Assistant Director will interpret the room use policy.

Library audiovisual equipment may be reserved. Current equipment includes a large projector screen, projector/DVD player and laptop. 

Special Conditions for Use of the Local History Room

  1. No food or beverage is allowed in the room.
  2. All meetings are first come first serve and must be held during library open hours and the room must be cleared one half hour before library closing time.
  3. The Library will refuse space to individuals or organizations, which have previously failed to comply with stated conditions for use. This includes (but is not limited to) failure to allow staff to follow normal lock-up procedures, excessive noise which causes complaints from other Library users, or failure to make a reasonable effort to clean up after meetings.

Special Conditions for Use of the Meeting Room

  1. Groups sponsoring events are responsible for liability of the participants, both active participants and the audience, in any program on Library property.
  2. When reserving a room, specify the number of chairs needed and other equipment needed. The Library will provide chairs and tables assigned to each room and other equipment, as available. The event sponsor must set up equipment and chairs. After the event, the room must be returned to the condition in which it was found. Furniture from other rooms in the Library may NOT be used.
  3. All events, including clean up, must conclude one half hour before the library’s closing time.
  4. Use of the Meeting Room is not available outside of normal library hours.
  5. Sponsors of events serving beverages and refreshments are responsible for all clean up and other food arrangements. The Library does not provide flatware or serving dishes. Should cleaning be required after an event, the event sponsor will be charged the actual cost of the cleaning.
  6. Groups sponsoring events are responsible for liability of the participants, both active participants and the audience, in any program on Library property.
  7. The Library will refuse space to individuals or organizations which have previously failed to comply with stated conditions for use. This includes (but is not limited to) failure to allow staff to follow normal lock-up procedures, excessive noise which causes complaints from other Library users, or failure to make a reasonable effort to clean up after serving refreshments.


Meeting Room Use by Political Groups

The Oxford Free Public Library building and property are publicly owned by the City of Oxford and subject to restrictions set forth by the State of Massachusetts on the use of public buildings for political use.

The Oxford Free Library is committed to providing varied programming to our patrons and to respect and make available all viewpoints. The Assistant Director is in charge of programming and reserving spaces. The Library Director and Board of Trustees reserve the right to cancel an event if this policy is violated.

A political party or political group may use space at Oxford Free library for a program provided that:

• The event features a guest speaker on a theme or topic and is not a campaign rally
• The event is open to the public
• An admission fee is not charged
• It is held during open hours and staff are available and present
• No fundraising or collecting of money can take place in the building or on the property
• No distribution of campaign or party/group related buttons, flyers, posters, etc. in the building or on the property
• The event must be advertised as “Presented by group x” and “held at Oxford Free Public Library.” Oxford Free Public Library must not be listed as a host or sponsor on any flyers or advertising.

Snow Days—Bad Weather Guidelines

Library activities and services will be open as usual unless specific announcements are made to the contrary. Such announcements will be made on the library website https://oxfordmapubliclibrary.org/, the library's Facebook account, and on the Channel 7 WHDH website only.  Signs will be posted at the Library entrances if the Library closes after it has opened.

Rescheduling events: The Library staff will attempt to contact sponsoring organizations if the Library closes, forcing cancellation of a program. An attempt will be made to reschedule, based on space available. Organizations are allowed to reserve “snow dates” if they wish. However, it is the group’s responsibility to ascertain that the Library has not opened for the day by checking the above mentioned sources.

Reserve a Study Room or Meeting Room

You may request a room reservation in person, by phone or online, using the form below*.  **Submitting this form does not confirm your reservation. We will contact you by phone or e-mail to confirm.**