Community Center Meeting Rooms

(not including Greatroom / Kitchen)

 

In keeping with the Town's mission to create welcoming spaces that serve as public commons and encourage civic engagement by offering people opportunities to connect and interact, the Upton Community Center’s meeting rooms are available at no charge for use by community groups and individuals for informational, educational or cultural meetings and programs when not needed for municipal purposes.

 

As of May 1, 2023, the Upton Community Center has the following meeting rooms which can be reserved for use by the public:

 

1. Quiet Study A.6’ by 8’, 48 square feet furnished with desk, two chairs, internet connected desktop computer and whiteboard.Maximum occupancy 2.

2. Quiet Study B.6’ by 8’, 48 square feet furnished with lounge chair and laptop stand.Maximum occupancy 2.

3. Quiet Study C.8’ by 8’, 64 square feet furnished with table, four chairs and whiteboard.Maximum occupancy 4.

4. Conference Room.12’ by 14’, 168 square feet furnished with conference table, 8 chairs, 55’ display screen with videoconferencing set up, clickshare system for screen connection, sink.Maximum occupancy 8.

5. Classroom. 17’ by 28’, 476 square feet furnished with 6 tables, 24 chairs, 65’ display screen with videoconferencing set up, clickshare system for screen connection, sink.Seating for 24, maximum occupancy 31.

 

Reservation Process

Municipal departments, committees and support organizations may reserve rooms up to 365 days in advance by contacting the Library Director or Director of Elder and Social Services.

 

Local non-profit groups and activities which are free and open to the public may reserve rooms up to 90 days in advance by contacting the Library Director or Director of Elder and Social Services.

 

General public for all other uses may reserve rooms up to 60 days in advance for a maximum of 5 hours per week by using our online reservation portal at:

https://uptonlibrary.assabetinteractive.com/meeting-and-study-rooms

or by calling the library service desk at 508-529-6272.

 

Meeting rooms are available only during the Community Center’s open hours.

 

Each reservation must include the name, address, and phone number of a contact person, and a description of the intended use.  The reservation is not complete until the Library Director or Director of Elder and Social Services confirms that the request is approved.

 

Regulations for Use

The contact person for each reservation shall be responsible for compliance with the rules and regulations of the community center, for the conduct of attendees, for the care and cleanliness of the room and any equipment used, and for any setup required.  All facilities must be restored by the contact person to their original condition.  If the facility is not left in its original condition, the contact person may be charged for cleaning or repair services.

 

No program or meeting shall interfere with or disturb the normal operation of the community center. 

 

Town employees may verify the identity of the contact person and guests before allowing access to the reserved meeting room.

 

No direct sales of goods or services are allowed in meeting rooms without the prior approval of the Library Director or Director of Elder and Social Services. 

Groups and individuals in the following categories are eligible to request approval for sales activity:

1. Registered non-profit organizations selling goods as part of a fundraising effort.

2. Presenters at events that are free and open to the public selling goods or artworks, or advertising services that are directly related to the topic of the presentation.

 

The contact person may advertise and publicize events that are held in community center meeting rooms, but such advertisements shall in no way state or imply that the Town approves, sponsors, endorses or is affiliated with the event or group.

 

Other policies, such as but not limited to the Policy on Unattended Children, Policy on Young Adults, and Public Service Policy shall be in effect during all meeting room use.

 

Wireless internet access and municipal equipment in the meeting rooms are available for public use, but availability of equipment is subject to change without notice.  Equipment specifically owned by the library may be made available at the discretion of the Library Director. Any additional equipment used must be approved by the Library Director or Director of Elder and Social Services.

 

Any equipment or possessions left behind in meeting rooms after the reservation ends will be considered abandoned.

 

In the event of an emergency or weather related closure of the community center facility, the meeting rooms will also be closed.

 

Food and drink are allowed in meeting rooms, but the contact person is responsible for cleaning any spills or replacing any damaged equipment.

 

Alcohol, marijuana, tobacco products and “vaporizers” are prohibited in the community center and meeting rooms.

 

Balloons, candles, open flames, smoke machines or any similar device are prohibited in the community center and meeting rooms.

 

Use by groups or individuals for the purpose of conducting a political campaign or advocating an issue before the electorate is welcome as long as: the community center can meet state requirements for provision of equal access, no political fundraising activities occur, and the contact person is responsible for complying with regulations of the Massachusetts Office of Campaign Finance.

 

Use of the meeting rooms by any group in no way implies endorsement of that group's policies or activities by the Library, Library Director, Board of Library Trustees, or the Town of Upton.

 

The Library Director and Director of Elder and Social Services reserve the right to reject any application for use of the meeting rooms, or to cancel any reservation without notice.

 

 

 

Event Advertisement

 

The contact person for an event which is free and open to the public may request that the Town, Department of Elder and Social Services, and/or Library publicize the event.

 

The Town will only consider publicizing an event which meets the following criteria:

• Event does not charge admission fees or dues

• Event is open to the general public

• Event is not religious, political or commercial in nature.

• Event is not intended to make a profit or promote a business

• Event is not intended to influence a political campaign or promote political action.

• Event and its organizers do not discriminate based on age, race, religion, gender or sexual orientation.

 

At the discretion of the Library Director and Director of Elder and Social Services, an event meeting all criteria can be publicized in press releases, on the Town of Upton website and social media sites, on the digital and printed events calendar, and/or in material posted inside the Community Center.

 

All publicity material used by the Town in support of an event will be edited by the Library Director and/or the Director of Elder and Social Services and become the intellectual property of the Town of Upton.

 

Advertising decisions made by the Library Director and/or the Director of Elder and Social Services may be appealed to the Town Manager.

 

Approved  March 13, 2023 by the Library Board of Trustees.

Approved  April 4, 2023 by the Board of Selectmen