To reserve a meeting room, see: Reservations | Meeting Room Scheduler | Meeting Room Fee Schedule

Forbes Library offers three meeting rooms: the Friends of Forbes Community Room, the Watson Room, and the Bak Study Room. The Library meeting rooms are used for library sponsored programs and may be used by other groups when available.

The Library encourages events that are open to the public free of charge. Meeting rooms are made available as a public service and booking a room in no way constitutes an endorsement of the program or philosophy of the group or the individuals using the facilities. The Trustees of Forbes Library affirm that facilities should be made available on an equitable basis.

The Forbes Library charges some groups and individuals for the use of its facilities. Room rentals are paid to the Forbes Library and funds are deposited into the Library’s Programming Fund.

Descriptions of the Rooms

The Bak Room is located on the second floor. It is approximately 12′ x 11′ and contains a table and several chairs. Use of the study room is limited to groups of 2 to 6 people.  

The Watson Room is located on the Mezzanine level. It is approximately 18′ x 10′ and contains one 6′ x 4′ conference table. The table seats eight. With extra chairs, the room itself can accommodate 12 to 15 people. 

The Friends of Forbes Community Room is located on the Basement level. It measures approximately 22′ x 31′. Up to 8 conference tables with 25 chairs, or 50 chairs (with no tables) are available to furnish the room.

Eligible Groups (in priority order)

  • Library programs and meetings
  • Library related groups, such as Friends of Forbes Library
  • Civic, school and nonprofit groups presenting meetings of public interest
  • Other groups not included above, and not specifically excluded in the Forbes Library Meeting Room Policy

Reservations

Individuals and informal groups may have up to five reservations at a time, in order to accommodate the largest number of people. In the event of a cancellation, notify the library as soon as possible. Cancellation of a prepaid reservation must be reported 5 days in advance in order to receive a refund of half of the paid fee. Failure to cancel or to appear for a reservation may result in forfeiture of room use privileges. In case of damage to the facilities or excessive clean-up requirements, the person reserving the room may be charged for the costs incurred.

Room Use Requirements

  1. Groups sponsoring events are responsible for liability of the participants, both active participants and the audience, in any program on Library property.
  2. The Library will refuse space to individuals or organizations which have previously failed to comply with stated requirements for use. This includes (but is not limited to) failure to allow staff to follow normal lock-up procedures, excessive noise which causes complaints from other Library users, or failure to make a reasonable effort to clean up after serving refreshments.
  3. All events, including cleanup, must conclude 15 minutes before the library’s closing time. 
  4. Should extra cleaning be required after an event due to unusual wear and tear, the event sponsor will be charged the actual cost of the cleaning.

Grounds Use

The library’s grounds are available for enjoyment of the general public. Open wifi is available to use and seating is provided seasonally. A trashcan is available for individual use. Groups are welcome to gather on the grounds as long as the walkways and driveway are not obstructed. If a gathering is announced as “open to the public” and more than 10 people are expected to attend, advance notice is requested. Groups should plan to remove their own trash unless prior arrangements are made.

Use by Political Groups

The Forbes Library building and property are subject to restrictions set forth by the State of Massachusetts on the use of public buildings for political use. Elected officials can hold office hours and public forums at the library.

A political party or political group may use space at Forbes library for a program provided that

  • The event features a guest speaker on a theme or topic and is not a campaign rally
  • The event is open to the public
  • An admission fee is not charged
  • It is held during open hours and staff are available and present
  • No fundraising or collecting of money can take place in the building or on the property
  • No distribution of campaign or party/group related buttons, flyers, posters, etc. in the building or on the property
  • The event must be advertised as “Presented by [Group name] ” and “held at Forbes Library.” Forbes Library must not be listed as a host or sponsor on any flyers or advertising.

The Forbes Library is committed to providing varied programming to our patrons for both educational and recreational purposes. The Assistant Director oversees programming and reserving spaces. The Library Director and Board of Trustees reserve the right to cancel an event if this policy is violated.

Approved by Board of Trustees 5/22/2006. Updated 4/25/2019. Updated 4/21/2011. Updated 10/22/2021. Updated 5/25/2023.