Conference Room Policy
The library makes available its conference room for use by non-profit groups and organizations for programs of a cultural, educational or civic nature. In ensuring that meeting facilities 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 conference room by the Wilmington Memorial Library and the Friends of the Wilmington Memorial Library is not subject to the conditions and limitations of this policy.
CONDITIONS AND LIMITATIONS
- Use of the conference room for any library purpose always takes first priority.
- Committees or organizations affiliated with the Town of Wilmington, local non-profit groups and non-profit groups serving Wilmington residents will be given priority in use of the conference room in respective order.
- The library may not be used as the regular meeting place for any organization.
- Meetings or programs must be open to the public free of charge; no collection may be taken or articles sold unless for profit of the library or Friends of the Library by prior arrangement.
- The conference room may not be used for entrepreneurial or commercial purposes.
- The conference room may not be used for private social functions.
- The conference room can only be scheduled during hours the library is open.
- Use of the room may not interfere with the normal operation of the library.
- Meetings must adjourn 15 minutes before closing and the library vacated by closing time.
- Light refreshments may be served and must be confined to the conference room. The group must provide a coffeepot if so desired. Water may be obtained from the kitchen in the Staff Room; however, the staff refrigerator and supplies may not be used.
- Smoking and drinking of alcoholic beverages is not permitted anywhere with in the library.
- Groups are requested to bring their own materials and supplies and any specialized equipment not available at the library (see attached list). The library will not supply paper, pens, tapes, markers, etc. Nothing should be hung on walls except on the picture rail.
- Telephone messages for those attending a program or meeting will not be taken by library staff except in the case of emergency.
- Children or teenage groups may use the conference room if they are supervised by one or more adults.
- The conference room may not be reserved for more than a three hour period.
- The library is not responsible for loss of any personal property by those attending the meeting.
- The library custodian will set up the room as requested. The group using the room is responsible for leaving the room in a clean and orderly condition.
- Use of the conference room by a group or organization does not constitute or imply endorsement by the Library. No group shall imply such sponsorship or endorsement in any of its publicity.
- Seating capacity is limited to 55.
- Those attending a meeting or program at the library are requested to park in the Wildwood Street parking lot not the library parking lot.
- In order to reserve the conference room for a specific time and day, a conference room application must be completed and be approved by the Library Director. A copy of this application indicating approval or disapproval will be returned to the applicant.
- Applications cannot be made more than one month in advance in order to give the library flexibility and priority for use.
- There is no fee charged for use of the conference room except on Saturdays when the group or organization must 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 privileges.
- The Board of Library Trustees reserves the right to amend these regulations at any time.
- On behalf of the Board of Library Trustees, the Library Director reserves the right to refuse use of the conference room to any group that does not meet the conditions of this policy or that might disrupt library service or not be in the best interest of the Library.
OTHER INFORMATION
AVAILABLE EQUIPMENT:
A pull down screen for films
A podium
Tables and chairs
White board/easel (supply own markers) (Paper size =23 x
38?)
LIBRARY HOURS:
Monday, Tuesday, Wednesday, Thursday 9-9
Friday and Saturday 9-5
Closed Saturdays in Summer
WEATHER
In case of inclement weather, the person responsible for the
meeting or program should contact the library to ascertain whether the
library is open.
Approved Board of Library Trustees
April 28, 1998
Revised and approved January 18, 2005
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