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The Wilmington Memorial Library has three meeting rooms available for public use: the Conference Room, the Banda Room, and the Johnson Room. Priority use of library meeting rooms is for library programs and events, but when available, the meeting rooms may also be used for gatherings by the public subject to the following:

Eligibility. A Wilmington resident age 18 or older may book any of the meeting rooms on behalf of a local non-profit organization or local community group engaged in educational, cultural or civic activities. The Johnson Room may also be booked by individuals for conversational use and small meetings.  No rooms may be booked for private study or for tutoring; the Banda Room has set tutoring hours.

Equitable Use of Meeting Rooms. Library meeting rooms shall be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting use. Permission to meet at the library does not in any way constitute or imply endorsement of the users’ policies, beliefs, or programs by the Wilmington Memorial Library.

Restrictions. Meeting rooms cannot be used for commercial purposes, for the solicitation of or development of a business, or for profit, for religious services or proselytizing, for political campaigns, or for private social gatherings. Fund raising will be limited to the Friends of the Wilmington Memorial Library and library purposes. No use of meeting rooms will be allowed that is likely to disturb library patrons in entering and using library facilities, impede library staff in the performance of their duties, or endanger the library building or collection

Free and Open to the Public. All meetings must be open to the public and free of charge.

Fee for Room Use. There is no fee for use of the meeting rooms

Food & Drink. Non-alcoholic beverages in covered containers are permitted. Food is not allowed in the meeting rooms.

Publicity. In publicizing a meeting at the library, the sponsoring group must be clearly identified. Groups must not imply Wilmington Memorial Library endorsement or sponsorship in their publicity. The library’s phone number should not be listed on any publicity.

Parking and Check-in. The sponsoring organization should inform those attending a meeting at the library to park in the lower lot on Wildwood Street. A representative of the group that booked the meeting room must check in at the main desk on the first floor upon arrival for the meeting.

Table and Chair Setup. Custodial staff will set up the Conference Room as requested. The group and/or their representative are responsible for leaving the room in a clean and orderly condition.

AV Equipment. Meeting room AV equipment may be used with prior permission depending on the availability of staff. All equipment requests must be scheduled at the time the room request is submitted. Technical support by library staff is only available as staffing allows. It is strongly recommended that appointments be made in advance to become familiar with library equipment before a scheduled meeting.

Children. Children must be supervised at all times by a responsible adult and cannot be left unattended in the Children’s Room.

Noise. Meeting room activities and noise must not interfere with normal library operations.

Signs and Storage. Nothing must be attached to the walls or ceiling. Nothing may be stored before or after the meeting. All equipment and supplies must be removed after the meeting.

Cancellations.  The applicant should notify the library of a cancellation of a meeting room reservation as soon as possible.

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 should contact the library to ascertain whether the library is open.

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.

In all cases, the applicant is responsible for notifying potential attendees of any schedule changes.

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 Wilmington Memorial 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.

Failure to abide by this policy may result in denial of subsequent use of meeting room privileges.

Meeting Room Seating and Equipment

Conference Room. Table seating for 24, chair seating for 40, mobile white board, wireless access, overhead projector with laptop projecting capabilities, mounted wall screen and speakers, DVD player.

Banda Room. Conference room table that seats up to 12, whiteboard, markers, erasers, wireless access, TV with laptop projecting capabilities

Johnson Room. Table with six chairs.

Procedures for Booking a Meeting Room

  • An application must be submitted in order to book the conference room, the Banda Room or the Johnson Room.
  • Room availability and applications can be found at wilmlibrary.org. Please note that the conference room is only available for use on weekday evenings (Monday through Thursday) when it is not being used for library programs.
  • An application for use does not assure approval. Applicants will be notified of approval via email.
  • Meeting room applications are accepted up to 30 days in advance.
  • Only one meeting at a time may be booked. Subsequent meetings may not be booked until the date of the booked meeting has gone by.
  • Meeting rooms will be limited to 12 times per calendar year per organization, except by Library Director’s approval.
  • Meetings are limited to 2 hours per day, unless otherwise approved.
  • Meetings must adjourn 15 minutes before closing and the library vacated by closing time.

Adopted by the Board of Library Trustees   January 17, 2011
Revised and approved                                      April 16, 2019
Revised and approved                                       June 15, 2021 

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