Community Spaces
Meeting Rooms
The Worcester Public Library offers meeting rooms to the public to be booked for non-commercial purposes and are open to organizations or individuals engaged in educational, cultural, intellectual, civic or charitable activities. Programs with the purpose of informing attendees of other programs or services for which fees are charged are not eligible.
• Reservations must be made at least two weeks in advance and no more than three months in advance. Only one reservation may be made at a time.
• Reservations are not approved until you receive a confirmation email from Worcester Public Library.
• All meetings must be open to the public. No fees may be charged in any form at any time.
• The library may not be identified as a co-sponsor of a meeting without prior approval.
• Permission for a group to meet at the library does not in any way constitute or imply an endorsement of its policies, beliefs or program by the City of Worcester, any library official, or the Board of Library Directors.
• The applicant must cancel a reserved space at least 24 hours prior to the scheduled time. The library reserves the right to cancel for unforeseen circumstances such as adverse weather conditions, utility outages, or other unforeseeable circumstances.
• Read the full Meeting Room Policies and Guidelines here.
Failure to comply with the meeting room regulations or these guidelines may result in denial of future use of a library meeting room, financial liability for damages, and/or immediate removal from the room.
See additional Meeting Room Policies and Guidelines for more information.
Study Rooms
The Main Branch of the Worcester Public Library has two study rooms available for use by a maximum of four people. These rooms are designated for quiet discussion, tutoring, or studying. Reservation is required for access. You may reserve a study room online (see link below), call the library at 508-799-1655, ext. 3 or by stopping at the Newspapers and Magazines desk on the first floor. Users who sign up online will receive a confirmation email and a link to cancel the reservation if needed.
All study rooms must be reserved prior to use. Patrons are not allowed in the study rooms without a proper reservation. Each room is equipped with a TV connected to an HDMI cable. If your device is not equipped with an HDMI slot, you will need to bring a converter/adapter to screen mirror your device.
To ensure equitable access, individuals and groups are allowed only one continuous session per day, for a maximum of two hours. Please note that if a group books the room, it counts as a single session, and members of the same group cannot reserve the room under different names to extend the session. Additionally, patrons are allowed to reserve either a study room or a study pod for only one session per day. You cannot reserve both a study room and a study pod on the same day.
• Users must arrive at least five minutes before the scheduled start of their session and must check-in at the Newspapers and Magazines desk using a valid library card or ID.
• A session may last anywhere from 30 minutes up to two hours.
• Rooms will be held for 15 minutes beyond the scheduled start time, after which they will be made available to others.
• Lights must be turned on when the room is in use.
• Sleeping in study rooms is not permitted.
• Absolutely NO FOOD is allowed in the study rooms.
• Doors must remain unlocked, and users may not leave their personal belongings unattended in the study room. The library is not responsible for your items.
• Users must plan to allow enough time for cleanup and leave the room in good condition for the next user.
• Users must abide by the library’s Patron Behavior Policy and will be asked to leave the study room if they fail to comply with the rules.
• Users must leave promptly at the end of their session.
• The use of the study rooms is a privilege. Violation of the study room rules will result in the loss of this privilege.
Users who violate these rules three times will receive a minimum 30-day ban from using these spaces. The library reserves the right to extend the ban beyond 30 days if necessary.
Study Pods
The Main Branch of the Worcester Public Library has five study pods located on the third floor for quiet discussion, tutoring, virtual appointments, or studying. Study pods are available for same-day booking only. Reservation is required. Study pods can be reserved at mywpl.org (see the link below), from the kiosk on the third floor, or by calling the library at 508-799-1655, ext. 3. A library card is required to book a study pod. Users who sign up online will receive a confirmation email and a link to cancel the reservation if needed.
All study pods must be reserved prior to use. Patrons are not allowed in the study pods without a proper reservation. Each study pod is equipped with one outlet, one USB port, one USB-C port, two benches, and a table.
To ensure equitable access, individuals and groups are allowed only one continuous session per day, for a maximum of two hours. Please note that if a group books a study pod, it counts as a single session, and members of the same group cannot reserve a study pod under different names to extend the session. Additionally, patrons are allowed to reserve either a study room or a study pod for only one session per day. You cannot reserve both a study room and a study pod on the same day.
• Study pods can accommodate a maximum of two people.
• Users must arrive at the scheduled time of their reservation. Late arrivals are not guaranteed a reservation.
• Users must abide by the library’s Patron Behavior Policy and will be asked to leave the study pod if they fail to comply with these rules.
• Absolutely NO FOOD or OPEN BEVERAGES are allowed.
• Sleeping in the study pods is not permitted.
• Users may not leave their personal belongings unattended in the study pod. The Library is not responsible for your items.
• Excessive vacancy of the study pod during your session will result in the cancellation of your session.
• Users must plan to allow enough time for cleanup and must leave the study pod in good condition before the end of their session.
• Users must leave promptly at the end of their session.
• The use of these study pods is a privilege. Violation of the study pod rules will result in the loss of this privilege.
Users who violate these rules three times will receive a minimum 30-day ban from using these spaces. The library reserves the right to extend the ban beyond 30 days if necessary.
Meeting Room Policies and Guidelines
What is included?
Reservations must be made at least two weeks in advance and no more than three months in advance. Only one reservation may be made at a time. If a subsequent reservation needs to be made, you may do so on the day of the first scheduled meeting. Reservations for meetings in series are exceptions and require approval of the Executive Director.
To make a reservation, fill out the online form . Please note, reservations are not approved until you receive confirmation from Worcester Public Library.
Open Access
All meetings must be open to the public. No fees may be charged in any form at any time. The Board of Directors may waive this regulation for library-sponsored events held at times other than normally scheduled hours of opening. The Board of Directors may permit the Friends of Worcester Public Library or the Worcester Public Library Foundation to charge admission for programs held to benefit the library. If there is a charge to enter a program during hours the library is open, this activity may not restrict access to regular library services.
Permission for a group to meet at the library does not in any way constitute or imply an endorsement of its policies, beliefs or program by the City of Worcester, any library official, or the Board of Library Directors.
Study rooms, which can accommodate up to 4 people, and study pods, which can accommodate up to 2 people, may be used at no charge on a walk-in basis or by reserving online or calling the library at 508-799-1655 option 3 depending on availability.
Regulations and Requirements
The applicant is expected to adhere to the stated purpose of the meeting and to conduct it accordingly. All notices, petitions and publications, for distribution within the library, must have prior approval of the Executive Director. Press releases and meeting notices must comply with the description as listed on the application and must state sponsoring agency. The library may not be identified as a co-sponsor of a meeting without prior approval.
The applicant is responsible for obtaining any necessary permits for the activities it is planning for the room and must provide documentation at least one week prior to the event. The applicant must comply with any and all applicable laws and is responsible for any injuries or damages that may occur as a result of its use of the room. The library reserves the right to require the applicant to obtain insurance coverage for any special events. Public performance rights are the responsibility of the applicant. The library reserves the right to request this documentation.
Coffee/refreshments may be provided and served by the applicant organization. Alcohol is strictly prohibited. Groups may not conduct financial transactions on library property. The library has the right to preempt any event for library use. In such rare instances, the library will make every reasonable effort to assist the group in reserving another date, library facility or meeting room.
Public Inquiries
The application form includes permission to release the group contact person’s name and phone number in the event of public inquiries.
Penalties and Appeals
Failure to comply with the meeting room regulations or these guidelines may result in denial of future use of a library meeting room, financial liability for damages, and/or immediate removal from the room. Any question of interpretation of eligibility for meeting room use will be referred to the Executive Director. Final determination rests with the Board of Library Directors. Appeals for exceptions to these policies must be made in writing to the Library Board.
If the meeting runs after the time the library closes, the organization using the room is responsible for paying overtime costs of the custodians and staff who must remain to close the building, in addition to the after-hours rental fee of $250.00.
Program Publicity Material Within the Worcester Public Library
The Worcester Public Library promotes Worcester Public Library and Worcester Public Library Cooperative Partner events only. Outside organizations are responsible for promoting their events.
Fees for Special Events
Organizations must notify the library at the time of booking that the program will extend additional hours. The library reserves the right to reject requests beyond regular library hours if it is unable to staff the premises.
Special Event requests may be submitted by emailing: meetingroombook@mywpl.org.
Special events hosts will be charged a rental fee of $250 in addition to paying overtime costs of the custodians and staff
Make a Payment for a Special Event
Payment must be received one week prior to meeting or event. Mail a check or money order made payable to the City of Worcester, along with a copy of your confirmation to:
Office of the Executive Director Worcester Public Library
3 Salem Square
Worcester, MA 01608
Cancellations
The applicant must cancel a reserved space at least 24 hours prior to the scheduled time. The library reserves the right to cancel for unforeseen circumstances such as adverse weather conditions, utility outages, or other unforeseeable circumstances.
Parking
Metered parking is available at the Main Library in the McGrath parking lot in front of the library’s main entrance. Handicap parking is available in the McGrath lot. For fees or more information, please visit: https://www.worcesterma.gov/parking/municipal-lots.
Contact
For additional questions, please email: meetingroombooking@mywpl.org.
Approved
Revised and Approved by the Library Board of Directors February 2016.