Guidlines For Wilmington Library Meeting Room Rentals
Thank you for your interest in utilizing one of the meeting rooms at the renovated Wilmington Library! A staff member will work with you to make your meeting effortless and successful.
We have developed the following guidelines to make your guests’ experience at the Wilmington Library comfortable while assuring that the Library can continue to offer a clean, professional environment for our members as well as our other guests.
To schedule a meeting please click the “Reserve a Room” here or the link on the left hand side of the page under meeting rooms. For tips on reserving a room click “Tips: Reserving a Meeting Room” here or the link on the left hand side of the page.
Who may use the Library’s meeting rooms?
Meeting rooms are available at no charge to individuals, associations, community groups, higher education institutions and non-profit groups engaged in educational, civic, cultural, and charitable activities. Meeting rooms are also available to local and area businesses to use for a nominal fee that will help support the Library. All meetings held at the Library must be free of charge. Meeting rooms may not be used for commercial purposes or religious activities. Public use of meeting rooms may not interfere with the Library’s operation. Library policies regarding patron behavior apply to meeting room use.
- Library programs
- Official meetings, programs or activities sponsored by the State of Delaware, New Castle County or City of Wilmington
- Other approved programs or meetings by non-profit, civic, educational and cultural entities
Meeting Rooms may not be reserved and/or used if:
the meeting poses Illegal, potentially hazardous, health or safety risk
the meeting interferes with the functioning of the Library
if the applicants fail to comply with the meeting room policies
if the meeting room application is not complete
What are the facility use requirements?
Meeting room requests may be made either in person or online http://wilmington.lib.de.us/meeting-rooms/ by filling out a meeting room application. Requests are confirmed on a first-come, first-served basis. A meeting room application must be received in order to guarantee the meeting room reservation.Customers must read and accept this Wilmington Library Meeting Room Policy before requesting a room.
Immediate confirmation is for meeting planners who wish to reserve Library space, have full details of their events, and are prepared to forward any fees, if applicable. After filling out the meeting room application, the planner or group representative must confirm the pertinent information to the Library staff member.
Conditional confirmation is for meeting planners who wish to reserve Library space on a tentative basis, but do not have full details of their events. The date and times for your meetings will be held after the initial communication with a Library staff member. If, however, the Library has not received emailed confirmation and all pertinent information (including fees payments for meeting room reservations when applicable) within 2 weeks prior to the event, the “hold” will be released and the date will no longer be reserved.
Library staff may accept or reject requests for meeting rooms under this established policy. In the event that questions arise as to the eligibility of any group or individual requesting the use of meeting rooms, library staff may need to ask additional information from the group or individual. Reservations may be made up to 3 months in advance. Long term sequential meeting room reservations are permitted for civic groups that meet regularly and must be
approved by the library director in advance.
May outside equipment be brought into the Library for meeting room use?
Yes, however, the Wilmington Public Library is not liable for injuries to individuals or for damages to or the loss of personal property of individuals or groups using a meeting room. Any damage, loss, theft or misuse of library equipment or facilities is the responsibility of the group or individuals reserving the room. A library staff member will set up library-owned equipment and ensure it operates properly. Library staff will also store equipment after use. Library staff will not operate the equipment during meetings.
When are the meeting rooms available?
Meetings and programs must be held during the library’s hours of operation and conclude 15 minutes prior to closing time. Library hours are Monday – Wednesday, 9:30 a.m. to 8:00 p.m. Thursday 9:30am to 5:00pm. Friday, 9:00 a.m. to 8:00 p.m., Saturday, 9:00 a.m. to 5:00 p.m.
Meetings (including set up time and tear down time) may not begin before the library open or extend beyond library closing. However, requests for after hours use due to special circumstances must be approved in advance by the library director.
Groups or organizations who have not complied with this policy may be denied the right to reserve future Library meeting room use. Failure to show for a scheduled meeting or cancel a schedule meeting may result in denied access to reservations in the future. Failure to abide by this meeting room policy or to cooperate with the staff of the Wilmington Public Library may result in loss of meeting room privileges. Public use of meeting rooms may not interfere with the library’s operation. Library policies regarding patron behavior apply to meeting room use. Cancellations must be made two weeks prior to the event.
How can I request a meeting room?
Reservations for all meeting rooms are scheduled by order of request received. Reservation requests for meeting rooms may be made in person, online, or by phone by filling out an application. Groups and organizations interested in additional information may visit the Library or call (302) 571-7401 / (302) 571-7416 email during library hours Monday through Friday. You may download a meeting room application from the Library’s webpage by going to http://wilmington.lib.de.us/meeting-rooms-request.
If a meeting, program, or class is cancelled, the group’s contact person or coordinator should notify library staff at least 24 hours in advance so that the room can be made available to others. Failure to notify the library of a cancellation may result in the denial of future meeting room privileges and any set up or equipment fees will be charged. The person coordinating the meeting room is also responsible for contacting the individuals scheduled to participate in the meeting to notify them of the cancellation.
Requests less than twenty-four hours may be granted based on meeting room availability. However, all fees are still required to be paid prior to the meeting room being confirmed.
What if the library is closed due to bad weather of an emergency?
The Library is not responsible for the cancellation of meetings due to inclement weather or emergencies. If the Wilmington Library closes because of a facility or weather related emergency, all efforts will be made to notify the contact person of groups scheduled to use a meeting room. During adverse weather conditions, groups should call the library, listen to 93.7FM, 99.5FM or check the Wilmington Library’s webpage for closing information.
Who sets up the rooms or makes furniture arrangements?
Set up and special arrangements of chairs and tables are the responsibility of the customer. No special room set up is provided by the library. Nothing may be taped or affixed to any part of the room except to the white board. Groups and individuals scheduling the meeting rooms are responsible for protective coverage of library carpet and furniture if craft items such as glue, paint, ink, etc. will be used. No tape, adhesive, nails, screws, metal hooks, etc. may be placed on or driven into any wall or surface of the Library.
- Returning all tables and chairs to the original setup
- Wiping down tables
- Emptying the refrigerator (if applicable)
- Wiping down the white board and return to the original setup
- Removing any and all decorations and tape from the white board
- Placing all trash in receptacles provided by the library
- Reporting any spills immediately to staff in the Administrative office or Circulation desk
- Removing of all personal effects
- Special cleaning requirements or damage caused to library property or equipment will be charged to the group or person reserving the room
Can refreshments and food be served?
Light refreshments may be served in the meeting rooms which include: juice, coffee, soda and water. Snacks and light meals such as hors d’oeurves may be served. No heating equipment, hot plates or electrical appliances may be used in any of the meeting rooms or kitchen. Kitchen facilities are available in the duPont and Broom meeting rooms. However, food and drink must be prepared in advance. The kitchen is not equipped with utensils or pre-preparation type equipment (e.g. coffee makers, blenders, stove, microwave, etc). A refrigerator is available for meeting room use and must be emptied upon vacating the room. All supplies for refreshments and food must be supplied by groups and/or organizations using the meeting room. Alcoholic beverages may not be served in the library unless you have valid a liquor license.
No unused refreshments or foods can be poured in the sinks (kitchen or bathrooms), drinking fountains, landscaping or grass areas of the library. All food and beverages must be removed from the library immediately following the conclusion of the event and/or meeting by the group or organization using the meeting room.
Any costs incurred by library staff in the removal of un-disposed of food and/or beverages will result in a cleaning fee being charged to the group or organization responsible for requesting the room.
The entire balance of the meeting room fee or kitchen fee is due two weeks prior to the meeting. Payments are accepted in the form of: Cash or Check: made payable to the “Wilmington Library Foundation.” When presenting payment please bring a copy of the completed and approved Meeting Room Request Application to our Administrative Office.
*Meeting Room Fees:
duPont & Broom Meeting Room Rates: $100.00 per date reserved
Dickinson & Bancroft Meeting Room Rates: $50.00 per date reserved
Bedford and Rodney Square Meeting Room Rates: $25.00 per date reserved
All Meeting Room Cleaning Charge Rates: $25.00 per date reserved
Kitchen facilities adjacent to the Dickenson and Broom meeting rooms: $25.00 per date reserved
*Non-profits will not be charged a meeting room rate to use the meeting rooms in the library. However, all renting groups will be charged at $25.00 cleaning fee for the use of kitchen adjacent to the duPont and Broom Meeting Rooms.
There is no charge to use the equipment in the meeting rooms.
There is a $20.00 fee per hour, up to three hours, to rent the meeting rooms after regular library hours (in addition to Meeting Room Rate).
Groups and Individuals (for-profit and non-profit) organizations are responsible for their meeting or event’s publicity. The library staff is not responsible for marketing any non-library sponsored meetings or events. Directional or promotional signs must be approved by the Library Director one week prior to the event.
No signage or materials may be attached to the walls, windows, doors or library furnishings. Each group or organization using the library’s meeting rooms are responsible for their own reservations and RSVP’s for their respective meeting. Program publicity may indicate the location and time of the scheduled meeting, but may not state or imply that the Wilmington Library is a sponsor or co-sponsor unless specifically agreed upon by the Library Director.
Any music, entertainment or performance groups schedule in any of the library’s meeting rooms must comply with the City of Wilmington ordinances and must be pre-approved by the library director. The music, entertainment or performance groups must not interfere, disrupt library patrons or other library programs. Any groups or organizations showing movies must secure all necessary performance copyright licenses.
The group or organization reserving and/or using the Wilmington Library’s meeting room shall hold harmless, defend or indemnify the Wilmington Library and its employees from and against any claims, loses, judgments, damages, bodily harm, illnesses disease, death, destruction of property or expenses incurred while utilizing the Wilmington Library’s meeting rooms.