Policies

West Warwick Public Library’s Nash Community Room and Champlin Room, further referred to as meeting rooms, are available free of charge to organizations and community groups for meetings of an educational, cultural, or civic nature. Use of the library meeting rooms does not imply endorsement by the library staff or Trustees of the viewpoints presented. The Library encourages the widest use of library meeting rooms by organizations and community groups as long as this use does not interfere with the normal functions of the library. The library meeting rooms are not available for social, partisan or religious purposes; nor are they available for private meetings or commercial purposes. While the library promotes and defends issues of free speech, it equally upholds its role as a welcoming and safe space within the community: it is not, therefore, a venue for events or
programs that discriminate or promote hate against any individuals or groups of individuals in relation to issues of race, religion, creed, color, ancestry, national origin, sex, sexual orientation, gender identity or expression, age, physical or mental disability, military or veteran status, citizenship, or housing status.

General Rules
 Meetings shall be open to the public.
 Rooms may be used for informational, educational, cultural, or government/civic activities.
 Library programming takes precedence. Bookings are subject to cancellations with a two week notice if the room is needed for library programming.
 Programs involving the sale, advertising, or promotion of commercial products and services are prohibited except for those covered by the library policy which allows programs with pre-approval to sell sound recordings, videos and books related to their presentation.

 No admission fee, registration fee, donation or monetary solicitation may be sought from meeting attendees unless the Library co-sponsors the program.
 Rooms will not be used for personal or family purposes.
 Groups must reserve space at least one week in advance of the meeting date. Reservations for the meeting rooms cannot be made more than three months in advance of the meeting date.
 No single group may have more than two meetings in a one-month period, unless the Library is a co-sponsor.
 Users agree to abide by all regulations of the library relating to the use of the facilities and accept responsibility for all damages caused to the building and/or equipment beyond normal wear.
 Meeting rooms are scheduled on a first come, first served basis.
 Library staff should be notified in advance of cancellations. If the meeting is cancelled with less than 24 hours notice, the group may be disqualified from future use of the rooms.
 Smoking and the use of alcohol are strictly forbidden.
 Groups and individuals using the meeting rooms must also abide by the library’s Rules of Conduct.
 At the discretion of the Library Director, exceptions may be made to the General Rules noted above.
 Permission for use of the meeting rooms by any group is given by the Library Director or the Library Board of Trustees who reserve the right to review and deny any application.

Availability
Meetings may be held during regular library hours and must begin no earlier than 30 minutes after
opening and must end at least 30 minutes prior to closing. Meeting attendees must vacate the library prior
to the scheduled closing time.

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Reservations
Representatives of groups wanting to reserve the room may obtain an application in-person at the library or by contacting WWPL Administration at 401-828-3750 x11 or acapezza@wwlibrary.org to send out the policy and all applicable forms. Completed applications may be submitted in-person, e-mailed, mailed, or faxed to 401-828-8493. A copy of the Meeting Room Policy will always accompany an application. The application form must be signed by an adult representative of the organization and have a current telephone number for that individual.

Capacity
The Nash Room can accommodate up to 86 people. The Champlin Room can accommodate up to 28 people.

Refreshment Fee
There will be a $25 fee charged to any group intending to serve refreshments. The fee is non-refundable and is due at time of application. Groups must bring refreshments and any serving paraphernalia (utensils, plates, napkins, cups, etc.) with them.

Room Set-Up and Clean-Up
The library custodian will set the room up according to the description given in the application. Please be as precise as possible. The group is responsible for leaving the room neat, clean, and orderly. The group is responsible for unplugging any electrical equipment used. The library custodian will break down the room and put tables and chairs away. The library cannot provide storage space to groups-they must bring and take away any special equipment and materials each time they use the room, even if it is for the same purpose over a period of weeks.

Signs
 Signs, working papers or posters may not be attached to the walls of the meeting rooms.
 Signs or posters placed anywhere in the building must be approved by WWPL Administration.

Breakage and Damage
Groups are responsible for paying for any breakage or damage to library property, as well as for any
inordinate amounts of cleaning, which occur as a result of their use of the meeting. No signs or posters
may be affixed to walls or doors. The person who signed the application for the group assumes full responsibility, and agrees that the organization will pay all charges for damages or cleaning fees.

Equipment Available
The library has A/V equipment available for use by groups using one of the meeting rooms. Please indicate on the A/V request form whether any equipment will be needed. The section above on Breakage and Damage also applies to use of library A/V equipment.