Program Policy

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Purpose of policy
This Program Policy upholds the mission and goals of the Maynard Public Library by setting guidelines for the planning and operation of Library programs. It is also used to inform the public about standards and principles that are applied to the program selection and management process. It is approved by the Board of Library Trustees.

Definition and purpose of programs
The Maynard Public Library defines a program as a live or recorded activity or event intentionally planned or co-planned by the Library and held in a group setting that may be on-site at the Library, off-site at another location, or online. It may be provided by a Library staff member, a volunteer, or a paid presenter. The Library offers programs to further its mission. The Library functions as an informational, recreational, and cultural resource for the community. Programs are a means through which the public can share experiences, explore ideas, appreciate special interests, exchange information, and connect with one another and with the Library.

Program and presenter selection
Program planning and facilitating is delegated to staff members by the Library Director based on their job responsibilities and areas of expertise. Programming staff members are guided by this Program Policy and utilize professional skills, collections, equipment, facilities, and feedback from the community in planning and delivering programs. Final decisions on what programs are offered are made by the Library Director.

When making decisions regarding program content, presenters, and related resources, Library staff will evaluate the following:

● Community needs and interests, including feedback and suggestions from the Maynard community

● Relevance to the Library’s mission, strategic plan, and service goals

 

● Potential to promote, supplement, and encourage the use of Library collections and resources

 

● Presentation quality as determined by presenter’s background, record of presentation, and qualifications in content area

● Historical, cultural, or educational significance

● Space required, and the availability of that space

● Budget

● Staffing

● Balance of current programs being offered by the Library

● Connection to other community programs, exhibitions, or events

 

● Safety and security of patrons and staff

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The Library welcomes community-member opinions and suggestions for programs. These opinions and suggestions should be communicated to Library staff responsible for programs for the relevant audience (adults, teens, or children). Contact information is available on the Staff page of the Library website.

The Library will not respond to all unsolicited program proposals from presenters due to the volume of such requests. The Library reserves the right to decline a program for a variety of reasons including, but not limited to, community needs or interests, staffing, budgetary constraints, space, or scheduling.

The offering of a program does not constitute an endorsement by the Library of the content of the program or the views expressed by participants. Program topics, speakers, and resources are not excluded from programs because of possible controversy. The Library will strive to offer programming which reflects a range of perspectives and opinions.

Program partnerships
A partnership is a relationship between Maynard Public Library and an institution, non-profit organization, or community group. These relationships involve an effort to provide and/or promote activities and services for the public. Partnerships can range from a one-time collaboration to a long-term arrangement. The Library welcomes partnerships that promote civic engagement and support its mission and strategic goals and may choose to co-host programs with these partners. Partners must comply with all Library policies.

Program location and format
Programs may be held on site at the Library, off site, or online. Decisions related to whether a program is in person, hybrid, or virtual are made by the coordinating staff in collaboration with the presenter. An in-person program may be converted to virtual as needed in cases of weather issues, presenter issues, etc.

Program attendance will not exceed the capacity of its assigned space as determined by the fire code. Attendance at virtual programs cannot exceed the capacity of the Library’s webinar platform account.

Cost and funding
Library programs are open to the public and offered free of charge. The Library receives funding for programs in a variety of ways, including support from the Friends of the Maynard Public Library, state aid, municipal appropriations, and grants. The Library may also partner with other institutions, organizations, or individuals who have received funding to offer Library programs.

The Friends of the Maynard Public Library may hold fundraising events at the Library for which attendees are charged a fee.

Marketing
The Library is responsible for marketing only those programs it has organized or co-organized. Patrons holding meetings in a reserved meeting room are responsible for their own advertising. If time and space allow, the Library may share community program information. A community bulletin board and policy are in place for this purpose.

The Library will use such marketing methods as the Library newsletter, online and print calendars, social media, flyers, and local news publications. Partners that participate in co-hosting a program receive acknowledgement in marketing materials.

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Registration and waiting list
Some events may require registration. This is done to maintain correct room or venue capacity, allow the presenter to prepare for the number of people attending, and aid the Library in deciding if the program should be held or rescheduled/canceled. Registration typically begins at least two (2) weeks before the program. All registered attendees will be emailed a reminder about the upcoming program at least 24 hours in advance.

Registered individuals are asked to notify the Library as soon as possible if they are unable to attend so other individuals have a chance to register. In cases of high-demand programs, if a patron does not show up for two (2) or more events and has not provided prior notification to the Library, they may be placed at the end of the registration line for these types of programs for up to six (6) months.

For some programs, late arrivals may not be admitted. The decision will be up to the discretion of the staff supervising the event, with input from the presenter. Even in the event of pre-registration, the Library does not guarantee seating once a program has begun. Seats of registrants who are late may be given to walk-ins.

For high-demand programs, the Library may create a wait list in lieu of allowing walk-ins. The wait list will be activated as soon as registration is full. Should spots become available, the Library will make every effort to notify wait-listed patrons in time for them to attend. If there is still space at the time of the program, walk-ins may be admitted.

Decisions concerning a program’s audience, registration, capacity, late arrivals, and allowable walk-ins will be made by the Library staff supervising the program, with input from the presenter. Patrons will respect decisions made by Library staff.

Resident-first programs
If the Library offers a program for which space is limited and demand is expected to be high, Maynard residents may be given preference for a specified period of time. If, after that time, there is space available, non-residents will be approved to attend in the order in which they registered. Where Maynard residents are given preference for program registration, it will be indicated in the event’s calendar listing, along with the registration time periods for residents and non-residents. In the case of resident-first programs, registrations will be pending, and if and when they are approved, registrants will receive an approval confirmation email.

Accessibility
In compliance with the Americans with Disabilities Act (ADA), the Library will make reasonable accommodations to people with disabilities in order to provide an equal opportunity to enjoy and participate in the Library’s programs. Requests should be communicated to Library staff no later than two (2) weeks prior to the program for any accommodation. Staff will respond to the patron in advance of the program to inform them if the accommodation request can be fulfilled.

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Obligations of and to presenters
Library staff will work with presenters to make sure they have the setup (technology, seating arrangement, supplies, etc.) that is needed. Presenters are asked to provide a list of their requirements to the staff member responsible for the program at least two (2) weeks before the program.

The Library respects attendee capacity limits and age limits required by presenters. Presenters must inform the Library staff member responsible for the program of any limits at the time the program is booked so registration can be set up accordingly. Presenters should also inform staff if they have a preferred minimum number of attendees.

For those presenters receiving payment, the Library requires an invoice in order to provide the payment. Due to municipal requirements, payment cannot be made to presenters before the date of the program. The Library will provide payment either at the time of the event or within thirty (30) days thereafter.

Presenters are expected to arrive a minimum of 20 minutes prior to the scheduled start of a program. They are asked to allow sufficient time for travel and to contact the Library as soon as possible if they expect to be late. The Library reserves the right to cancel or reschedule a program if the presenter is going to arrive 15 minutes or more beyond the scheduled start time. The Library cannot pay for the program until it has been delivered.

Solicitation by presenters
Library programs are non-commercial in nature. Programs are not used for the solicitation of business. Presenters and performers, whether individual or organizational, shall not use a Library program to petition, advertise, or recruit members or customers unless authorized by the Library Director. While the Library welcomes professional experts to present at its events,
Library programs cannot be used to directly further commercial, religious, political, or partisan purposes. Presenters are permitted to have business-related brochures, flyers, or other information available for attendees to pick up if interested. Presenters cannot distribute such materials as part of the event. As part of a Library program, authors or booksellers may sell
books, and musical performers may sell merchandise. Events sponsored by the Friends of the Maynard Public Library may include the sale of merchandise as a fundraiser to benefit the Library. Sale of any other products at Library programs is not permitted unless authorized by the Library Director.

Program cancellations
Programs may be cancelled for several reasons, including severe weather, absence of the presenter, or low registration. Cancelled programs are not automatically rescheduled. When possible, advanced notification of program cancellations will be made on the Library’s online calendar of events and by other appropriate communication channels.

Intended age ranges of attendees
Programs may be designed for and limited to a specific audience age or grade level. Patrons are expected to respect age listings and restrictions.

Child supervision
Caregivers are responsible for their children’s conduct. Caregivers may not leave their children ages 9 and under unattended in any area of the Library. In some programs, adult supervision may be required for children 10 or older, as indicated by Library staff or by program listings.

Photography at programs
The Library frequently engages in photographing programs for its own publicity and promotional purposes. Library staff will make every effort to notify members of the public when photography is taking place. Patrons are asked to notify a Library staff member if they do not wish to be photographed by staff.

Recording of programs
Programs will be recorded if the Library deems it to be appropriate and the presenter grants permission for the recording. If a program is recorded, all who registered will receive the video link when it is available.

Attendee disruptions
Attendees causing a disruption of an in-person program may be asked to leave by the staff supervising the program or by the Library Director. Attendees causing a disruption of a virtual program may be muted or removed from the session. Attendees who repeatedly cause a disruption may be prohibited from attending future Library programs, as decided by the Library Director.

Program reconsideration
The Maynard Public Library adheres to and supports the American Library Association’s Library Bill of Rights, the Freedom to Read Statement, and the Freedom to View Statement, which state that the choice of library materials for personal use is purely an individual matter. An individual or group cannot restrict the freedom of other persons to read, access, or use library resources.

 

Concerns about programs currently offered at the Library may be expressed by filling out a Request for Reconsideration form and submitting it at least two (2) weeks prior to the program. Forms may be submitted in writing to the attention of the Library Director in person, by email, or c/o Maynard Public Library, 77 Nason Street, Maynard, MA 01754. Submissions will not be
accepted from individuals not currently residing in Maynard. Anonymous submissions and incomplete request forms will not be considered.

During the reconsideration process, the program will remain available in the Library. The request for reconsideration will be reviewed by the Library Director or their designee, who will consider the Library’s mission and objectives when making a decision and respond in writing to the patron initiating the request. For one-time programs, the decision of the Library Director or their designee will be final. For ongoing programs, the patron may choose to appeal the decision in writing to the Board of Library Trustees. In these cases, the decision of the Board of Library Trustees will be final.

Approved by the Maynard Public Library Board of Trustees: March 17, 2026