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MEETING ROOM POLICY & PROCEDURES

1.         OVERVIEW: The meeting rooms at the Berkshire Athenaeum, Pittsfield’s Public Library, are available for public use.  The Athenaeum is a City building and the use of the meeting rooms is under the auspices of the City’s Building Maintenance Department. 

PITTSFIELD CODE: Use of City buildings is governed by The Code of the City of Pittsfield, Massachusetts, which provides for the use of the rooms as follows:

                                                                              Per one rental

                                                                          Profit                    Nonprofit
Rental of Berkshire Athenaeum:
Auditorium ................................................... $200.00                    $75.00
Conference Room  ......................................    100.00                      50.00

There will be no charge assessed to supervised youths and civic organizations. 
A civic organization for purposes of this section shall mean an association
formed for purposes beneficial to the community as a whole or one in which
the members cooperate to accomplish community goals.

There will be a charge of 1.5 per cent per month for any overdue rental fees
(after the regular 30-day billing period), and such overdue party will not be
allowed to book the use of any room until all back rentals are paid.

2.         FACILITY DESCRIPTION:

2.1.      Auditorium: Located on the basement level of the Athenaeum, the auditorium may be divided into two spaces by a movable partition.  The largest space (Auditorium East) measures 48' wide by 44' long, and the smaller end (Auditorium West) measures 40' wide by 24' long.  There is a raised stage at the east end of the auditorium that measures 30' wide by 15' deep.  The auditorium has movable seating for approximately 175, and fifteen 6’ folding tables.  Audio-visual facilities for this space include a ten foot pull-down projection screen, overhead projector, slide projector, video player/projector, microphone, piano, and wireless access to the Internet.  Floor and table lecterns are also available.  Kitchen facilities are adjacent to the auditorium (see REFRESHMENTS section below).

2.2.      Athenaeum [conference] Room: Located on the balcony level of the library, the Athenaeum Room measures 32' long by 16' wide.  There are twenty chairs around the perimeter of two large tables grouped in the center of the room.  To prevent damage to their legs the tables should not be moved.  Additional chairs are available for perimeter placement by request.  Audio-visual facilities for this space include an overhead projector, slide projector, video player with color monitor, and wireless access to the Internet. While no projection screen is available for this room, the light-colored walls permit projection directly onto the wall.

3.         AVAILABILITY: Meeting rooms are available during the library’s normal hours unless arrangements to the contrary are made with the Building Maintenance Department.

4.         SERVICE PRIORITY: The meeting rooms of the Berkshire Athenaeum are available for educational and civic purposes provided that such use does not interfere with regular library services or programs and that those groups using facilities conform to library policy.

5.         MEETINGS IN SERIES: Because they interfere with the Athenaeum’s ability to schedule library programs or events, reservations for meetings in series are discouraged.

6.         ELIGIBILITY: The Building Maintenance Department shall determine whether groups are eligible to use the Athenaeum meeting rooms.

7.         BOOKING PROCEDURES: Persons wishing to reserve a meeting room should contact the Building Maintenance Department at 499-9476 to complete the City’s application process.  Facilities are available on a first come, first served basis.

8.         NOTICES: All notices, petitions and publications for distribution or posting within the library must have the prior approval of a library supervisor, and may only be displayed using approved methods.  Tape or tacks must not be used on the library’s walls.

9.         REFRESHMENTS: Food and drinks are allowed in the meeting rooms only and are restricted to light refreshments (cookies, pastries, soda, coffee, etc.). Requests for more substantial foods require the director’s approval in advance. The signee is responsible for supplying all consumables (cups, napkins, flatware, etc.) and should at the close of the meeting dispose of any trash in baskets provided. The kitchen facilities adjacent to the auditorium must be requested when the room is reserved.  Alcoholic beverages and smoking are not permitted in the library.

10.       LIABILITY: The individual who signs the application form assumes the responsibility for accidents or damages which occur to the building or equipment made available as part of any room reservation.  The signee will be responsible for payment for all repairs which must be made as a result of any damages.  Accidents or damages which occur during the use of a library meeting room must be reported to library staff upon the conclusion of the scheduled event.  The City may require the signee to sign a release or “hold harmless” agreement prior to using library space.

11.       STORAGE OF MATERIALS: Unless there are special arrangements made to the contrary, the Athenaeum will not accept the responsibility for storing materials owned by booking organizations between meetings.

12.       SET-UP LIMITATIONS: The Athenaeum cannot guarantee the meeting rooms will be set up according to the requirements of the booking organization.  Persons planning programs should arrive early to assure their set-up needs have been met.

13.       MELVILLE AND MORGAN ROOMS: The auditorium and Athenaeum Room are the only two rooms in the building that may be reserved for meetings.  The Melville and Morgan rooms house special collections and are not intended for public meetings.

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Updated February 2010.