Below are the Community Room Policy, Community Room Request Procedures, Room Description, Applicant Responsibilities Checklist, and the Tilton Library Application for Community Room Use, with links to related policies and documents.
COMMUNITY ROOM POLICY:
The purpose of the Tilton Library Community Room is to support programs and functions that further the goals of the library. When not being used by the library, the Community Room is available to town boards, committees, non-profit groups, individuals and businesses, for educational, recreational, and civic purposes. The Community Room is made available as a public service. Use of this room in no way constitutes an endorsement of the program or philosophy of the group or individuals using the facilities. The Trustees reaffirm the American Library Association’s Bill of Rights, which states that facilities should be made available on an equitable basis, regardless of the beliefs or affiliation of individuals or groups requesting its use.
- Applicants must be at least 18 years of age.
- All events and meetings held in this room are open to the public and free of charge.
- Private meetings are not permitted, except for Deerfield Municipal meetings that must go into Executive Session.
- The Community Room, equipment, and furniture are not available for personal or family use.
- The Community Room, equipment, and furniture may not be used for entrepreneurial or commercial purposes; solicitation or development of business; fundraising; religious services or proselytizing; gambling or games of chance.
- For-profit companies may hold informational seminars up to two times per year. These sessions must be informational only and may not include a sales pitch. Speakers may share their expertise, and business cards may be made available to attendees.
- The Community Room does not include the front and back patio spaces and those spaces are not available for reservation for non-library events.
The Tilton Library is located at 75 North Main Street, South Deerfield, MA. Staff can be reached during open hours: Monday & Wednesday 10-4, Tuesday and Thursday 1-7, Friday 1-4, and Saturday 10-1 by phone (413-665-4683) or by email tiltoncommrm@cwmars.org.
Neither the Board of Library Trustees, the Library staff nor the Town of Deerfield shall be responsible for supervision of children, injury to persons or property, or loss or damage of property, that occurs while using any area of the library. The applicant will also indemnify and hold Trustees or Town harmless for any injuries sustained during the use of the Library.
Approved by Tilton Board of Trustees June 3, 2026
Community Room Request Procedures:
- A completed and signed application form must be submitted at least one week prior to proposed use.
- Space may be reserved up to 6 months in advance as space is available.
- Applicants may submit applications for no more than 13 reservations per 6 month period.
- The Community Room is available during library open hours. After hours programs/meetings must begin 30 minutes before the Library closes and end no later than 9:00pm on weeknights, and no later than 3:00pm on Saturdays.EXCEPTIONS TO THIS RULE MUST BE APPROVED BY THE LIBRARY DIRECTOR.
- The Library Director will review applications and confirm all room reservations.
- Library staff will enter approved room reservations on the calendar.
- Permission for use of the Community Room is not transferable.
- Cancellation of a reservation must be reported 5 library working days in advance.
Room Description:
- Dimensions: 30’ x 30’ = 900 sq. ft.
- Capacity:80 People
- Furniture and Equipment:
- Stackable chairs: 80
- Folding 6’ rectangular tables: 6
- Presentation Screen with Speaker and HDMI connections available, instructions provided
- Please bring your own laptop and HDMI cable
Applicant Responsibilities Checklist
- The applicant is responsible for monitoring children and the pick-up of all children.
- Smoking, vaping, tobacco use, drug use, the use of open flames, or any alcohol use (unless as part of a properly licensed program –(click here for the Deerfield Online Portal Instructions and Search for “One Day Liquor License”) are prohibited.
- Nothing may be hung on the walls without the permission of the Library Director.
- Refreshments may be served – SEE KITCHENETTE POLICY.
- Materials and refreshments may not be sold at the event without the permission of the Library Director.
- Furnishings, floor, and rugs should be covered with a plastic sheet when glue, paint or other potentially messy materials are to be used.
- A group is responsible for its own setup and breakdown. To prevent damage to the floors and furniture, please lift tables and chairs. Do not drag across floors or rugs.
- The Community Room must be cleaned if needed. All garbage and personal property must be removed from the premises.
- The applicant will be held responsible for any costs incurred by the Library or the Town for any damage to the spaces. Staff does check the state of the room throughout the day.
- If the event is held after regular Library hours, the event must begin 30 minutes before the Library closes and end no later than 9:00 on weeknights and no later than 3:00pm on Saturdays. EXCEPTIONS TO THIS RULE MUST BE APPROVED BY THE LIBRARY DIRECTOR.
- The applicant must be sure all doors are closed and people out of the building at the end of the event.
- Advertisements and notices for non-library programs must note that the Tilton Library is not a sponsor of the event and must clearly state who is sponsoring the program. Publicity must include a contact telephone number (not the library phone number). The Library Director must receive final copies of any publicity.
- The use of an amplification system of any kind must receive prior approval from the Library Director.
- When the Library is closed due to inclement weather on the event day, the event will be canceled as well. Consult with the Library Director at tiltoncommrm@cwmars.org to inquire about closings. Should the program be canceled, notices to the public are the responsibility of the applicant.
- No animals, other than service animals, are allowed, unless as a part of a Library-sponsored program.
- Groups showing movies or documentaries must provide proof of public performance rights to do so.
- All Library patrons, visitors, and guests are expected to comply with the Library’s Behavior Policy, a copy of which will be provided. Applicants are responsible for ensuring attendees comply with expectations established in the Behavior Policy.
- In case of emergency, dial 911. In case of fire, dial 911 and leave the building. In case of building issues contact the director. If the director is not on site please email them at tiltoncommrm@cwmars.org.
Failure to comply with the above will jeopardize the applicant’s future use of the room
Tilton Library Application for Community Room Use:
Please print, complete, and email the form below to tiltoncommrm@cwmars.org