The Springfield Library has meeting rooms at the Central Library and at the *Brightwood, Forest Park, Mason Square, and Sixteen Acres Branch Libraries that are available to the public on application when these rooms are not needed for library purposes. These rooms may be reserved for use by educational, civic, cultural, and governmental groups. They are not available for the benefit of private individuals or commercial concerns. Library meeting rooms may not be used in any way that materially interferes with the operation of the library or which threatens the safety of library property, patrons, or staff. Merchandise, other than items sold to benefit the Springfield City Library, may not be sold.
* Because of its location in the Chestnut Accelerated Middle School, other restrictions may apply.

Reservations and Applications

Reservations must be made at least one week in advance and only one reservation may be made at a time. Additional reservations can be made only after the applicant’s last scheduled meeting has been held. Reservations for meetings in a series are exceptional and require the approval of the a Branch Library Manager or the Library Director.

Applications are available at the Circulation Desks at the Central Library; at any branch library; and online (open with Adobe Reader). Print out and complete.

No admission fees may be charged. This regulation may be waived for library-sponsored events held at times other than normally scheduled hours of opening. The Friends of the Springfield Library, Inc. may charge admission for programs held to benefit the Library. If there is a charge to enter a program during hours that the library is open, this activity may not restrict access to regular library services.

Permission to a group to meet at the library does not constitute or imply an endorsement of its policies, beliefs, or program by any library personnel or by the Springfield Library Commission. For additional information, call the Community Relations Coordinator at (413) 263-6828, x422.

Regulations and Requirements

The applicant is expected to adhere to the stated purpose of the meeting and to conduct it accordingly. All notices for distribution within the library, must have prior approval of the Library Director at least one week prior to the meeting date. Press releases and meeting notices must comply with the program description as listed on the application and must state sponsoring agency.

Coffee and light refreshments may be provided by the applicant organization. The Library must be advised in advance. No alcoholic beverages may be served.

Public Inquiries

The application form includes permission to release the group contact person’s name and phone number in the event of public inquiries.

Penalties and Appeals

Failure to comply with the meeting room regulations may result in denial of future use of a library meeting room, financial liability for damages, and/or immediate removal from the room. Any question of interpretation of eligibility for meeting room use will be referred to the Library Director. Appeals for exceptions to these policies must be made in writing to the Chairman of the Springfield Library Commission.

Equipment Use

The library does not offer equipment for video, music, and computer presentations, however each meeting room has power and data connections for the applicant’s own equipment.

Room Availability and Fees

While meeting rooms are available at no charge during normal library hours, donations will be gratefully accepted. Groups may use the rooms only for the hours reserved in advance. All set-up and clean-up must be accomplished within the reserved time.

When meetings are scheduled to run when the library is not open, the organization using the room is responsible for paying overtime costs of security and custodial personnel at the rate of $75 per hour. Meeting rooms are not available beyond normal operating hours between Memorial Day and Labor Day. Sunday use of the Central Library meeting room is restricted to hours that the Library is open.

Organizations must notify the Library at the time of booking that the program will extend beyond normal hours of Library operation. Payment must be received within one week of the meeting. Checks should be made out to the Springfield City Library and addressed to the Library Director’s Office, 220 State Street, Springfield, MA 01103.

Room Descriptions

All library meeting rooms are wheelchair accessible.

Central Library Community Room

Location: Street Level.
Accessible directly from State Street or from the Quadrangle via elevator.
Capacity: Seats 75 in auditorium style or chairs may be arranged flexibly to seat fewer people.
Set-up: Applicant is responsible for setting up room and returning to original set-up.
Equipment: Wall whiteboard.
Parking: In State Street parking lot.

Brightwood Branch Library Community Room

Location: Street Level.
Accessible from Plainfield Street.
Capacity: Seats 100 in auditorium style, or tables and chairs may be arranged in various ways.
Set-up: Applicant responsible for setting up room and for returning room to original set-up.
Equipment: Screen.
Parking: In Chestnut Accelerated Middle School parking lot; parking is limited during school hours.

Forest Park Branch Library Community Room

Location: Basement level.
Capacity: Seats 75 auditorium style; 50 chairs available. Three eight-foot tables are also available, and room can be arranged as needed.
Set-Up: Applicant responsible for setting up room and for returning room to its original condition.
Equipment: Wall screen.
Parking: On-street parking only.

MS Community Room2Mason Square Branch Library Community Room

Location: Street Level.
Capacity: Seats 50 in auditorium style or chairs may be arranged flexibly to seat fewer people.
Set-up: Applicant is responsible for setting up room and returning to original set-up.
Equipment: wireless internet, pull down screen.
Parking: In library parking lot.



Sixteen Acres Meeting Room

Sixteen Acres Branch Library Community Room

Location: Street Level.
Capacity: 25
Set-up: Tables and chairs are available. Applicant must set-up room and return it to its original condition.
Equipment: Kitchen with sink and refrigerator; television; DVD player; wall mounted screen.
Parking: Ample parking in adjacent lot, shared with Greenleaf Community Center.



Applications are available at the Circulation Desks at the Central Library; at any branch library; and online (open with Adobe Reader). For information on any library Community Room, call Janet Stupak at (413) 263-6828 ext. 422 or e-mail jstupak@springfieldlibrary.org.

Approved by Springfield Library Commission September 1, 2010