Merrill Memorial Library Meeting Room Application
THIRD FLOOR MEETING ROOM USE POLICY and APPLICATION

Background: The Board of Trustees and the staff of MML are very appreciative of the support offered by the Yarmouth community to the library during the 2014 Capital Campaign. After a year or more of hard work, we are eager for the community to enjoy the spacious and beautiful third floor, as well as all the dramatic improvements on display throughout the historic building.

Intent: Our goal is to encourage and welcome the community, in all its diversity, to use the building for activities related to non-profit, literary, cultural, educational and community events by individuals and groups. We understand and celebrate the diverse functions now sponsored by libraries, and wish to be challenged by the community to respond to its needs and wishes. In general, MML is guided by the “Use of Meeting Room Space” of the town of Yarmouth.


Procedures: Requests for use of either third floor room must be made by application. These will be available both online and at the library. An up-to-date calendar of room availability will also be online shortly. Until then inquiries as to availability should be made to the library’s Director. Completed applications should be submitted to library staff who will verify room availability, and whether the event fits with our guidelines. All applications must be approved by the Director of the library. MML sponsored programs will take precedence over programs sponsored by outside organizations.

Please note, applications for monthly reservations can be submitted only 60 days ahead of time.

Hours: Weekdays 8.00am – 10.00pm.

Room Charge:
Non-Profits No Charge
For-profit businesses $50 1/2 Day; $100 for a full day
Yarmouth businesses (20% discounted rate) $40 1/2 day; $80 for full day
(1/2 day = up to 3 hours; full day is 3-6 hours)

Room Specifications:

Lewis Hall
Capacity – 20-80 people
Format – lecture hall with chairs
AV equipment - drop down video screen, microphones, computer connectivity for
presentations, etc. The requesting organization must receive instruction during library
hours on usage prior to event. Materials and equipment may not be stored at MML in
advance or following any event.

Trustees’ Meeting Room
Capacity – 12-15 people
Format – large table and chairs
AV equipment - drop down screen & portable projector

Notes:
Advertising for an event must show the organization’s contact phone number, not the MML phone number.
For larger groups, no more than 6 cars may park in the Library parking lot. Attendees are encouraged to park on Main Street, at Town Hall or at the Log Cabin.
The sponsoring organization must have a representative at the front door if the event is held during non-library open hours.
Children’s programs require parental/adult supervision. Children may not be unattended in the library while adults attend an event.
The kitchenette can be used for the serving of non-alcoholic beverages and light snacks, but must be left as it was found. It should be noted that there is a town rule that prohibits the serving of alcohol in all municipal buildings.
At the conclusion of an event, sponsoring organizations are responsible for returning the room(s) to the state in which it/they were found. Chairs should be put back, trash removed etc. A fee will be assessed for clean up and any damages.

Organization Name
Your answer
Contact person name
Your answer
Type of Organization
We ask that Non Profit organizations make a donation to the Merrill Memorial Library Capital Campaign
Contact person phone/email
Your answer
Event date and time
Your answer
Room Request
Please choose one.
Type of Function
Your answer
Estimated number of attendees
Your answer
Audio/Visual Equipment Needed
Please check all that apply.
Kitchenette needed?
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