Meeting Room Policy
The primary purpose of the Wilmington Memorial Library’s meeting rooms 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 made available to community groups and individuals. The primary purpose of this service is to provide space for educational and cultural enrichment and lifelong learning, and to support the Library’s role as a gathering place for all ages, creating a sense of community and providing a welcoming place for all residents.
Eligibility for Meeting Room Use
When meeting rooms are not in use for Library events, an individual may book a room on behalf of a non-profit organization or local community group for meetings or programs of an educational, cultural, or civic nature. Preference will be given to organizations whose primary clientele are Wilmington residents. The individual responsible for booking the meeting room must be 18 years of age or over.
All meetings must be open to the public and free of charge. Meeting rooms shall not be used for entrepreneurial or commercial purposes, for profit or for fundraising, for religious services or proselytizing, for individual political campaigns or partisan political recruitment, for gambling or games of chance or for private social gatherings.
Individuals may not book meeting rooms for private meetings. However, the Banda Room may be used on a first come first serve basis if available.
The Library has reserved the Banda Room for tutoring during specified times (see Tutor Policy).
In permitting use of its meeting rooms, the Library does not imply endorsement of the beliefs, policies, or activities of any group or individual.
Scheduling and Reservation Application Procedure
Reservations for all meeting rooms will be handled by the Library’s administrative office. Applications are available at the Library and on the Library website. Applicants are encouraged to use the Library’s online booking system to check room availability and submit reservation requests. All applications will be approved or disapproved by the Library at its sole discretion; an application for use does not assure approval.
Meeting room use applications may be made up to 60 days in advance. In order to ensure equitable access for all eligible applicants, use of library meeting rooms will be limited to twelve times per calendar year per organization, except by Library Director approval. Applications of approved groups will be kept on file for one year.
If an applicant must cancel a meeting room reservation, at least 24 hours notice should be given. Rescheduling will be at the discretion of the Library Director.
The Library may cancel a meeting room reservation due to building conditions, weather conditions, or other special situations. 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.
The Library will always have first preference for the use of the meeting rooms. This priority supersedes any other commitments. The Library reserves the right to schedule Library events 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.
Availability of Facilities and Equipment
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 are limited to 3 hours per day, unless otherwise approved. Meetings must adjourn 15 minutes before closing and the library vacated by closing time.
The following meeting rooms are available for non-Library booking:
Large Conference Room
In publicizing a meeting to be held in a Library meeting room, the Library phone number should not be listed for further information and the sponsoring group must be clearly identified. Groups must not imply Library endorsement or sponsorship of their program or organization in their publicity.
Posters and flyers for non-Library meetings may be posted on the Library’s community bulletin board. The Library will not list non-Library sponsored meetings and events in its online or print event calendars.
Use of Meeting Rooms
- Those attending a meeting at the library are requested to park in the lower lot on Wildwood Street.
- The meeting facilitator should check in at the Information Desk on the first floor upon arrival for the meeting.
- 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.
- The Library does not supply paper, pens, markers, (except for whiteboard in Banda Room) etc. Nothing may be attached to the walls or ceiling.
- Meeting room AV equipment, including the television in the Banda Room, is not to be used without prior permission.
- Beverages and light refreshments may be served in the meeting rooms.
- Nothing may be stored for a group before or after a meeting and all equipment, materials and supplies must be removed immediately after a meeting.
- Children must be supervised at all times by a responsible adult.
- Meeting room activities must not interfere with or disturb Library staff or users. Music and other noise must be kept to a level acceptable to the Library.
- Smoking and alcoholic beverages are prohibited in meeting rooms.
- Sale of merchandise, placing orders, or solicitation for later sales is not permitted in the meeting room. The Library reserves the right to allow fundraising sales by the Friends of the Library.
- The Library telephone will be available for emergency use only. Library staff will not take messages for those attending a meeting.
Liability and Responsibility
By signing the meeting room application or submitting the application electronically, the representative for the organization acknowledges the policies and regulations governing use of the meeting room and assumes responsibility for observing them.
The Library assumes no responsibility for lost, stolen or damaged items brought into a Library meeting room.
Any group that damages library property will be liable for costs incurred in connection with such damage and may lose the privilege of using meeting rooms in the future.
Any individual or organization using a Library meeting room agrees to indemnify and hold harmless the Library and its Board of Trustees and the Town of Wilmington and its officials for any and all liability which may arise from the use of the premises.
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.
The Library Director shall have the final decision on any meeting room use application and reserves the right to review, accept, or reject any and all applications for meeting room use, subject to appeal to the Board of Trustees.
Failure to abide by this policy may result in denial of subsequent use of meeting room privileges.
Adopted by the Board of Library Trustees 01/17/2012