Meeting and Study Rooms
Meeting Rooms
The Library building offers two meeting rooms for use by the library and its affiliated groups, the Town of Hopkinton, and nonprofit community groups. There is no charge for the use of the rooms. Events in the library must be free and open to the public unless an exception is made by the library director.
If you would like to reserve a meeting room, please review our full Meeting Room Use Policy. You may then reserve meeting rooms online using the widget below.
The Rooms
The Betty Strong Room is also called our Large Event Room. It comfortably seats up to about 80 people when chairs are arranged auditorium-style, or about 40 people for standing/moving events. This room has a flatscreen TV mounted on the front wall. A Google Meet TV can be provided upon advance request. Please read the Technology section for more.
The Ellsworth Room is a conference room that comfortably seats about 8 people around a rectangular table. The room has a Google Meet TV mounted to the wall, which can also be used as a flatscreen for electronic display. Please read the Technology section for more.
Technology
Available for loan during your meeting is our Google Meet TV (both rooms) or our Flatscreen TV (Strong Room Only). PLEASE NOTE that library staff are not able to assist with audiovisual/technological troubleshooting during the course of an event. Groups planning to use the library’s equipment are strongly encouraged to schedule a time for an orientation to the equipment prior to their event. Orientations may be arranged by contacting Danielle Cook at dcook@hopkintonma.gov or 508-497-9777 at least a week prior to your event as we cannot guarantee that a librarian will be available for a training on short notice.
Policies
If you would like to reserve a meeting room, please review our full Meeting Room Use Policy. You may then reserve meeting rooms online using the widget below. If you have additional questions, please call the Library at 508-497-9777 and you will be routed to someone who can assist you.
Some of the most common questions concern:
-Free and Open to the Public: All events in Meeting Rooms must be free and open to the public. You cannot charge, accept monetary donations, or accept donations in kind during the event or while in the Library.
-Event Promotion: You may promote your event, but the Library does not promote events that are not sponsored by the Library.
-Closing Time: The room must be completely vacated and tidied 15 minutes before the Library’s closing time. We recommend a half an hour clean-up buffer for most programs, though you may wish to reserve more if you are serving food, doing arts and crafts, or any other sort of activity that might require additional cleaning.
Food in the Meeting Rooms
Food is permitted in the Strong Room (Large Event Room) only with the permission of the Library Director. Please indicate that you intend to serve food on your reservation request (using the widget below), then fill out the Food Request Form and submit it to hopkintonlibrary@hopkintonma.gov.
Food is not permitted in the Ellsworth Room.
Study Rooms
The library has three quiet study rooms on the lower level that can be used for tutoring, private study, or small meetings (fewer than 6 people). Individuals or groups may book one reservation per day, for between half an hour and two hours. After the initial booking period is over, groups or individuals may continue to use a room if there are no additional bookings or walk-in appointments.
If you would like to reserve a study room, please review our full Study Room Policy. You may then reserve study rooms online using the widget below (library card required), by calling the library at 508-497-9777, or by walking in and speaking with a librarian at the Reference Desk on the Lower Level of the library.
The Rooms
There are three study rooms on the lower level. Study rooms 1 and 2 have a capacity of 4, and Study Room 3 has a capacity of 6 people. Since these capacities are Fire Code, under no circumstances are the rooms permitted to be over capacity. If you need a room for more than 6 people, we recommend reserving the Ellsworth Room (see “Meeting Rooms” information).
How often you can reserve
Each person or group may reserve 1 appointment per day. An appointment may be up to 2 hours in length. After the initial booking period is over, groups or individuals may continue to use a room for “bonus time” if there are no additional bookings or walk-in appointments. “Bonus time” cannot be booked and is not guaranteed.
Groups may not reserve multiple appointments per day under different names. Individuals may not use the names of friends or family members to reserve multiple appointments per day. Doing so may result in being banned from making in-advance appointments.
Appointments for tutoring should be made under the name of the tutor.
Other Reservation Rules
Study Rooms can be reserved up to a week in advance, by using the widget below, calling the library at 508-497-9777 and speaking to the Reference Desk, or on a walk-in basis.
The reserver must be aged 14 or older.
Reserved rooms will be held for up to 10 minutes after the start of the reservation. After 10 minutes, the reservation will be canceled and the room made available to other patrons.