Hotchkiss Library of Sharon
Meeting Room Policy
The Hotchkiss Library of Sharon (Library) welcomes the use of its meeting rooms by non-profit and community organizations, including those engaged in educational, cultural, intellectual, charitable, civic and humanitarian activities. No commercial or profit-making activities are to be conducted in the meeting rooms. No fee is charged for using the meeting rooms but donations to the Library are gratefully accepted.
The Library has two meeting rooms (Meeting Rooms) available:
Hayes Family Community Room on the lower level is accessible via our wheelchair lift and is a multi-purpose room. It contains four tables and 16 chairs. More chairs are available upon request. There is an accessible restroom on the same level, as well as a kitchenette. Light non-alcoholic refreshments may be served, with prior Library approval. The room has teleconferencing equipment that can be used for a Zoom meeting and/or a PowerPoint presentation. Maximum Occupancy is 21 with tables and chairs; 46 with chairs in rows and no tables.
The William F. Buckley Family Conference Room is located on the second floor of the Library, at the top of the main staircase. This level is not accessible to those who cannot walk up the stairs. This room has two conference room tables which can be connected to make a single table, twelve conference chairs, and a banquette that seats five. More chairs are available upon request. No refreshments are allowed, except drinks in covered containers. The room has teleconferencing equipment that can be used for a Zoom or other video conference meeting and/or a PowerPoint presentation. Maximum Occupancy is 17.
How to Reserve a Meeting Room and Terms of Use of Meeting Rooms
A group requesting a Meeting Room (User) must submit room reservation requests by following these steps:
1. Read Meeting Room Policies
2. Click “Book a Space” button at the bottom of this page
3. Enter Requested Date and Time
4. Submit the required book form (Form) and accept all terms and conditions.
5. A reservation is not final until the Application is approved and confirmed by Library staff.
Room Availability, Hours and Cancellations
Availability of a Meeting Room generally shall be on a first-come, first-served basis. The following priorities shall prevail in case of conflict:
- A group affiliated with or sponsored by the library
- A Sharon-based non-profit organization
- Other groups
Library reserves the right to pre-empt the use of a Meeting Room for Library purposes upon two weeks notice to the User prior to a meeting.
To allow for the most access for the most organizations, the number of meetings by any User shall be limited to one per month.
Application for reservation may be made up to four (4) months prior to and no later than 48 hours before the requested date(s) of use.
Either Meeting Room may be used during regular open hours:
● Monday: 10 am to 5 pm
● Tuesday: 12 noon to 7 pm
● Wednesday 12 noon to 5pm
● Thursday 12 noon to 5pm
● Friday: 10 am to 5pm
● Saturday: 10 am to 4 pm
● Sunday: 12 noon to 3 pm
The Hayes Family Community Room is also available weekday evenings until 9pm. If a User has requested use of this room for evening hours outside of the Library’s regular open hours, a representative of the User must complete training with the Library staff on the Library’s access control system and use of the vertical platform lift with Library staff before using the room. The User will be responsible for all ADA requests made by meeting participants.
If the Library is closed because of a holiday or inclement weather the Meeting Rooms will also be closed (including the evening hours for the Hayes Family Community Room). In the event of inclement weather, it is the responsibility of the User to contact the Library for information on whether the Library will be closing. The Library will not initiate contact with the User about a closing.
Notice of cancellation of a room reservation by the User must be given to the Library staff 24 hours in advance of a scheduled meeting. It is the responsibility of the User to notify the public of a change in a date, time or cancellation of a scheduled meeting. Failure to notify the Library of cancellation may result in denial of future requests.
