Library Hours Mon, Tues, Wed: 9:00 a.m. - 8:00 p.m. Thursday & Friday: 9:00 a.m. - 5:00 p.m. Saturday: 9:00 a.m. - 2:00 p.m.
Meeting Room
The Brooks Room, located in the Wilbraham Public Library, 25 Crane Park Drive, is a valued and highly used community gathering space. The Library makes this space available for library programs, public meetings and events of a non-commercial nature. The Library Board of Trustees established this policy to ensure safe and equitable use of the meeting facilities by library staff, Town of Wilbraham Departments, and outside groups. This policy is in accordance with the policies for use of any town owned building.
- All meetings must be free to the public, with the exception of library fundraising efforts by
the Wilbraham Friends of the Library (WFOL) and similar organizations, with the approval of the Library Director. - All meetings must be open to the public, with the exception of Town of Wilbraham Boards
and Committees that may hold a portion of their meeting in private or executive session
unless otherwise disallowed by the Open Meeting Law. - Priority for booking the Brooks Room is given in the following order: library staff for
programming, Wilbraham Library Board of Trustees, Wilbraham Friends of the Library, non-profit groups. - All outside groups must submit a Brooks Room Registration Form to affirm acceptance of
this policy and establish a representative responsible for the preservation of the room and
equipment therein. - Reservations can be made up to six months in advance and are made through the Adult
Services Librarian either in person, by telephone (413-596-6141), email (reference@wilbrahamlibrary.org), or online. - Requests for any library equipment should be made at the time of the reservation, and the
responsible party should speak with a library staff member before the meeting to ensure
proper operation of the equipment. - In order to maximize Brooks Room access, outside groups are limited to one booking a
month (up to 12 bookings per calendar year). - The Brooks Room has a legal capacity of 150 people, although seating is available for only 55 people.
- Group members are responsible for setting up the room and returning it to the original
condition. - A group wishing to meet in the Brooks room may do so provided ten or more people will be in attendance. Groups attracting fewer than ten people on a regular basis will be asked to seek an alternate meeting place.
- The Brooks Room and kitchenette must be left in a clean, safe, and secure condition. Turn off lights, close windows and doors, pick-up trash and dispose of trash in receptacles.
- No smoking, vaping, or use of alcohol is allowed on library premises.
- Use of the Brooks Room will not ordinarily be permitted for the purpose of soliciting
business or participation in profit-making activities although incidental reference to
publications or services is not prohibited if the basic purpose is informational. - The Wilbraham Friends of the Library, and other non-profit groups that similarly support the library, may charge a fee for events held in the Brooks Room. Other non-profit groups may charge a nominal fee to cover the cost of materials or a speaker's fee with prior permission by the library director.
- Use of the Brooks Room is not permitted for meetings of a personal nature (like birthday
parties, weddings), by individual political candidates for campaigning purposes, or any for-
profit entity. - The Brooks Room may not be used when the library is closed except as follows:
- For meetings started before closing time on days the library is open to the public
- For library events and programs
- For town government purposes when a town employee or official is present at the
meeting - When a library employee is contracted in advance to open the building and remain while
the meeting is in session. (The library employee must be paid overtime by the contracting
group. Overtime rate is set by the town.) - If special security coverage is deemed necessary for any meeting or event by
determination of the Library Director and/or the Wilbraham Library Board of Trustees, the
group using the room will be financially responsible for that security. - Please note that while regularly scheduled town government business and informational
meetings are covered by the towns liability insurance, special events open to the public
are not covered unless sponsored by the library or town.
- Appeals to this policy may be referred by the Library Director to the Wilbraham Library Board of Trustees.
The Library Board of Trustees may grant permission for the use of the Brooks Room to any group or individual who does not meet the qualifications set forth in these Guidelines. Facility use requests that have been denied in accordance with these Guidelines may be referred to the Chairman of the Library Board of Trustees for appeal.
(Approved by the Wilbraham Library Board of Trustees, 11-18-2025)
Community Groups may request the use of the Brooks Room through our NEW BOOKING SYSTEM by clicking the button below. Reservations are not final until you receive a confirmation email.