Meeting and Study Room Policy

The Wilmington Memorial Library has two meeting rooms available for public use: The Stewart Room and the Banda Room, both on the second floor of the Library. A small meeting/study room, the Johnson Room, is located on the first floor and is available for small meetings and/or study. A Privacy Booth is also located on the second floor of the Library and is available for study, phone calls, or virtual meetings.

Small Meeting/Study Rooms

The small meeting room areas are available for individuals to book for study or for small meetings. Limited to four hours per week per patron. Rooms must be vacated 15 minutes before closing time.

Please see the Tutor Policy for booking of tutors.

• Johnson Room (limit six)
  • Table seating for up to six
  • Wireless access
  • TV with laptop projecting capabilities
• Privacy Booth (limit one)
  • Table seating for one
  • Wireless access
  • Laptop and headset available upon request

Meeting Rooms

The Stewart Room and the Banda Room are available for use by local non-profits and community organizations only. These meeting rooms are limited to one reservation per month per organization, except by Library Director’s approval. Meetings are limited to two hours per day, unless otherwise approved.

Meetings must adjourn 15 minutes before closing and vacated by closing time.

• Banda Room (limit 12)
  • Conference room table that seats up to 12
  • OWL Cam
  • Whiteboard
  • Wireless access
  • TV with laptop projecting capabilities
• Stewart Room (limit 40)
  • Table seating for 24, chair seating for 40
  • Mobile whiteboard
  • OWL Cam
  • Wireless access
  • Overhead projector with laptop projecting capabilities, mounted wall screen and speakers, DVD player.

Booking Priority

The first priority for meeting rooms is to serve the community through library programs and functions that further the work of the Library. Next priority will be given to town agencies, and organizations directly affiliated with those agencies. Third, Wilmington non-profit or local community groups may reserve the use of the meeting rooms as the schedule permits.

The Library reserves the right to re-schedule confirmed reservations to accommodate library-sponsored programs and events.

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.

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, 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. However, if the Director and Board of Trustees of the Wilmington Memorial Library determine that police protection will be reasonably necessary, the group seeking to reserve the use of a meeting room shall be required to pay in advance the anticipated cost of such police protection.

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

Publicity. Press releases and meeting notices must comply with the description as listed on the application and must state the sponsoring agency. 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, email address or website should not be listed on any publicity.   The applicant is expected to adhere to the stated purpose of the meeting and to conduct it accordingly. All notices, petitions and publications, for distribution within the library, must have prior approval of the Library Director.

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 Stewart Room as requested using the provided set up options at booking. 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. If AV equipment is needed, 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 any area of the library.

Disruption of Service. Meeting room activities and noise must not interfere with normal library operations. If the group or individual in attendance is being disruptive, the group or individual may be asked to leave the premises by Library staff.

Signs and Storage. Nothing may be attached to the walls or ceiling. Nothing may be stored before or after the meeting. All outside 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 Director reserves the right to cancel the use of a Meeting Room for good cause and shall promptly notify the event organizer of such cancellation.  “Good cause” shall include, but not be limited to, new information about actual public safety concerns, unforeseen library closings, etc. The Library is not responsible for cancellations due to emergencies (e.g. inclement weather, power failure). 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 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, its Board of Trustees, the Town of Wilmington and its officials for any and all liability which may arise from the use of the premises.

Exceptions to this policy may be made only by the Library Director.  Failure to abide by this policy may result in denial of subsequent use of meeting and study room privileges.

Adopted by the Board of Library Trustees                          January 17, 2011
Revised and approved by the Board of Trustees                April 16, 2019
Revised and approved by the Board of Trustees                June 15, 2021
Revised and approved by the Board of Trustees                February 19, 2023
Revised and approved by the Board of Trustees                March 18, 2025
Revised and approved by the Board of Trustees                February 17, 2026