Meeting Room Policy
Purpose
The primary purpose of the Wilmington Memorial Library’s meeting room is to further the Library’s public service mission through library sponsored activities. When the meeting rooms are not being used for this purpose, the space is available for public use subject to the provisions of this policy.
Background
In ensuring that meeting rooms are made available “on an equitable basis, regardless of the beliefs or affiliations of individuals or groups," this policy reflects the Board of Library Trustees endorsement of the Library Bill of Rights as set forth by the American Library Association.
Use of the meeting rooms does not imply endorsement, support, or co-sponsorship by the Wilmington Memorial Library. No group shall imply such sponsorship or endorsement in any of its publicity.
Use of the meeting rooms by the Wilmington Memorial Library and the Friends of the Library is not subject to limitations of this policy.
The Board of Trustees reserves the right to amend this policy at any time. On behalf of the Board of Library Trustees, the Library Director may waive any meeting room regulation or deny any reservation of meeting room space deemed to be not in the best interest of the Library.
Priority of Use
The Library will always have first preference for the use of the meeting room. This priority supersedes any other commitments. The Library reserves the right to schedule Library programs or meetings and to change a scheduled meeting room booking which conflicts with a Library sponsored event. In the rare circumstance that a conflict occurs after a meeting room has been booked, the Library will contact the applicant as early as possible to reschedule. The applicant is responsible for notifying potential attendees of any schedule changes.
Who May Use the Facility
The Library’s meeting rooms are available for activities of a civic, cultural, educational, intellectual, or recreational nature conducted by Wilmington residents, non-profit groups based in Wilmington, other non-profit groups whose applicant is a Wilmington resident willing to take responsibility for the group, and non-resident non-profit groups providing services to the residents of the Wilmington area.
Children or teenage groups may book the meeting rooms if an adult agrees to be responsible for the group by completing and signing the Meeting Room Application Form.
Description of Meeting Rooms
The Library has a large meeting room that seats approximately 60 people. This room has four tables 8 feet by 30 inches and a pull down movie screen for use by groups. There is also a small meeting room that seats 12 to 20 people. Both are located on the second floor accessible by elevator. Assignment of rooms will be made by the Library based on availability and need.
Wireless access to the Internet is available in both meeting rooms.
Hours/Availability
A meeting room may be booked during the hours the library is open, Monday-Thursday 9-9 and Friday-Saturday 9-5 (The Library is closed Saturdays in the summer beginning the last Saturday in June through Labor Day). Meetings must adjourn 15 minutes before closing and the library vacated by closing time.
In case of inclement weather, the applicant responsible for the meeting or program should contact the library to ascertain whether the Library is open. Notifying the attendees of meeting cancellation is the responsibility of the applicant.
Conditions of Use
Those attending a meeting at the library are requested to park in the Wildwood Street parking lot.
Meetings or programs must be open to the public free of charge.
Meeting rooms shall not be used for entrepreneurial or commercial purposes, for the solicitation of business, for profit or for fundraising. No goods or services shall be promoted or sold.
Light refreshments are permitted provided the group cleans up. No food is to be left on the premises.
Smoking and drinking of alcoholic beverages are not permitted anywhere within the Library.
The library does not supply paper, pens, tapes, markers, etc. Nothing may be attached on walls in the meeting rooms.
Each group is responsible for set-up and break-down of the meeting room and is required to leave the space in a neat and orderly condition.
Meeting room AV equipment, including the television in the small meeting room, is not to be used without prior permission
Liability and Fees
The Library is not responsible for loss of any personal property by those attending the meeting.
The group will be held responsible for any damage which results from use of its space.
There is no fee charged for use of the meeting room except on Saturdays when the group or organization may have to pay a custodial fee that is charged by the Public Buildings Department.
Failure to abide by this policy will result in denial of subsequent use of meeting room privileges.
Booking a Meeting Room
In order to give the library flexibility and priority for use and equal access to all groups, the meeting room cannot be booked more than 60 days in advance. In addition, a group or organization is limited to twelve bookings in a calendar year.
Booking a meeting room is done through the office of the Library Director. A Meeting Room Application form must be completed and signed by a representative for the group. This form incorporates by reference this policy and that the applicant by signature attests to have received this policy and agrees to abide by the terms and conditions of this policy.
Meeting Room Application forms are available at the library and on the library’s web site for printing. After completing the Meeting Room Application form, the applicant should drop off the form or fax it to the library. You will be contacted regarding approval and confirmation of the booking request.
Applications of approved groups will be kept on file for one year. Approved groups wishing to book throughout the year simply need to phone the library for room availability.
Approved by the Board of Library Trustees 09/09
Revision approved by the Board of Library Trustees 03/10
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