2024 Meeting Room Use Agreement Form

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All individuals/organization wanting to use one of the meeting rooms at the Peabody Institute Library MUST fill out this form and submit it at least fourteen (14) days in advance of their event, but no more than three (3) months ahead of time. After submission, requesters can expect a response within four (4) days. This form MUST be updated every January.

Please refer to the Library's Meeting Room Policy and Patron Rights & Responsibilities for rules and procedures.

This form is NOT a room request. Once this form is completed, approved and on file with the Library, and you have been notified that your organization has been approved, you may request a room booking from our website.

As approved by the Board of Library Trustees the 3rd day of April, 2023.

Your name or name of your organization: *

Organization website (if applicable)

What is the nature of your organization?

See Meeting Room Use Policy for group definitions

Civic Group

Non-Profit or Charitable Organizaiton

Unincorporated Group

Other:

Will this meeting to be open to the public at all times? *

Yes

If your answer to the question above is "No," please explain:

Will this meeting or organization charge admission or entrance fees? *

Yes

If your answer to the question above is "Yes," please explain:

Name of person responsible for this meeting

This will be the person that the Library may contact in the event of emergency or change of circumstances. This person MUST attend the event. It does NOT need to be the same person as the resident sponsor. This person must be 18 years of age or older.

If the person submitting the room request will NOT be present at the meeting, contact information for a responsible person who will be in attendance MUST be provided, otherwise the room booking may not be approved.

Phone number of person responsible for the meeting *

Email address of person responsible for the meeting *

Are fees required by group members? Please describe *

I have read and agree to comply with the Library's Meeting Room Use Policy *

Yes

I have read and agree to comply with the Library's Patron Rights and Responsibilities *

Yes

I agree that the Meeting will be open to the public, including Library staff members, with door(s) open at all times *

Yes

I agree to leave the facilities exactly as we found them, in accordance with policy guidelines. *

Yes

I agree that we will not exceed the maximum occupancy as stated in the room description on the Library's website. *

Yes

I agree that the organization, not the Library, will supply any necessary equipment and supplies, and we will not store any equipment at the Library prior to or after the event. *

Yes

I understand that, while using the meeting room, no admission may be charged, and that only the PIL is permitted to use meeting rooms or other Library spaces for fundraising purposes. *

Yes

I will notify the Library 24 hours in advance for cancellation *

Yes

I understand that falsifying information on this form or violating any Library policies may result in the loss of use of the meeting facilities. *

Yes

By entering my name below, I agree, on behalf of myself/my group/organization, that I/my group/organization shall indemnify, defend and hold harmless the Peabody Institute Library and the City of Peabody, its officers, agents and employees from and against any and all claims, suits, and actions of any kind, arising and resulting in and accruing from any negligent act, omission, or error of the group/organization resulting in or relating to personal injuries, property damage, or any other claim arising from the group/organization's event or use of the Library's event spaces.

By entering my name below, I agree, on behalf of myself and my organization, that the information above is correct and up to date. *

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