Building Use

Programming and Event Space Reservation Policy

The Field Memorial Library welcomes programming inquiries and offers; however, the library cannot accommodate all requests for use of its facilities.

The library does not hold for-profit programs or events. Events that entail complicated planning may not be feasible due to limited staff and resources. Event requests without at least four weeks’ notice cannot be accommodated.

Booking and Scheduling

Final decisions regarding booking and scheduling events are made by one or all three branches of the library team (Friends group, Trustees, and library Director).

We ask for at least four weeks’ notice when requesting use of the library space. Our team is small and mostly volunteers. Paid staff work no more than 12 hours per week. To keep the library functioning as it does, our daily routine takes priority.

We also request that events be spaced out on a two- to three-week timeline. Because our team is small, we want to make sure there is enough time to recharge after events. Flexibility with date scheduling is preferred.

Generally, only one event will be booked a day. If there is a need to host multiple events on the same day, prior approval is required from the library team, which consists of the Board of Trustees, Friends group, and library Director.

Booking exceptions can be made for town administrators, public officials, and school groups (per approval of the Trustees and Director). During our Fall and Spring book sales, the Friends group has priority use of the community room.

Event requests may be denied based on dates available, suitability of the event, cost to the library or Friends, and availability of staff to help with the event.

The library Director coordinates with the Friends group on event requests and maintaining the event calendar.

Payment and Donations

The Friends group often invites performers and event coordinators to apply for a Cultural Council grant to support the cost of a performance or program. More information on Cultural Council grants is available on the Town of Conway website at https://conwayma.gov/g/50/Cultural-Council. Proposals for Cultural Council grants are due on October 15, with notification of approval and award in February.

Because we do not hold for-profit events, we ask for donations toward use of the library space. While we have charged flat rates in the past, moving forward we will be asking for a donation. The amount of a donation will be negotiated depending on the length of time and staff support needed.

Furniture and Equipment

The library can offer use of some furniture and equipment, including chairs, tables, and a projector backdrop. Please inquire about equipment needs when booking. Access our Google Doc of our Building Use Application or email our director at director@fieldmemoriallibrary.org for a copy sent directly to you.