Guidelines 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. Our meeting room policy has recently changed.  We will require all non-profit organizations to provide a copy of their 501(c)(3) letter before any meeting room reservation is approved.  Kindly send in a copy of your 501(c)(3) letter to Lisa Frank or Ben Prestianni at the Wilmington Library via mail PO Box 2303, Wilmington DE 19899 or via email Lisa.Frank@lib.de.us or Ben.Prestianni@lib.de.us.   Also please review ourType of Meeting Roomspage before making a reservation.  Thank you.

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 reserve a meeting room please click the “Reserve a Room” or the link on the left hand side of the page under meeting rooms. For tips on reserving a meeting room click “Tips: Reserving a Meeting Room” 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 to participants. Meeting rooms may not be used for social purposes, commercial purposes, political campaign activity, illegal activity or religious activity. Public use of meeting rooms may not interfere with the Library’s operation. Library policies regarding patron behavior apply to meeting room use.

Rooms are allocated according to the following priorities:

  • 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

What are the facility use requirements?
Meeting room requests may be made either in person or online via Reserve a Room Link.  Requests are confirmed on a first-come, first-served basis.  Customers must adhere to the room capacity limitations.  Customers must read and accept this Wilmington Library Meeting Room Policy before requesting a room.

Immediate Confirmation:
Immediate confirmation is for meeting planners who wish to reserve Library meeting space, have full details of their events, and are prepared to forward any fees, if applicable.

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. Library staff will not operate the equipment during meetings.

Please come prepared with your own laptop and projector to use in the meeting room when making a reservation. The Wilmington Library does not provide laptops to use for meeting room presentations.  Built in projectors are available for use in the P.S. duPont and Jacob Broom Meeting Rooms.  

When are the meeting rooms available?
Meetings and programs must be held during the library’s hours of operation and must conclude 15 minutes prior to closing time to allow adequate time to clean up and vacate the meeting room prior to the library’s closing hours. 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 5:00 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 before hours use must be approved in advance by the library director.  After library hours meeting rooms use is no longer an available option.

Groups or organizations who have not complied with this policy may be denied the right to reserve future Library meeting room use.  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.

Complaints:
Problems or complaints related to this policy may be made in writing to Larry Manuel, Library Director, Wilmington Library, PO Box 2303, Wilmington DE 19899.

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.  Multiple meeting room dates can be made by going to the Library’s Reserve a Room page and completed online.  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.

If a meeting, program, or class is cancelled, the group’s contact person 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. 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. 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.

Groups and individuals are responsible for leaving meeting rooms in good order after use including:

  • Return all tables and chairs to the original setup
  • Wipe down tables
  • Empty the refrigerator (if applicable)
  • Remove any and all decorations and tape from the walls
  • Place all trash in receptacles provided by the library
  • Report any spills immediately to staff in the Administrative office or Reference desk
  • Remove 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 kitchenette. A kitchenette facility is are available for a $25.00 fee. All food and drink must be prepared in advance. The kitchenette is not equipped with utensils or 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 or landscaping 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.

Fees:
Non-Profit Organizations:
Non-Profit Organizations will not be charged for the use of the meeting rooms with appropriate 501(c)(3) documentation provided.  However, donations to the Wilmington Library are appreciated in order to maintain this free service.  Payments are accepted in the form of: Cash or Check: made payable to the Wilmington Library Foundation, PO Box 2303, Wilmington De 19899. Please reference the date of your meeting room reservation on the check memo.

For-Profit Organizations:
For-Profit Organizations will be charged for the use of the meeting rooms as indicated below.  The entire balance of the meeting room fee or kitchenette fee is due 1 week prior to the meeting. Payments are accepted in the form of: Cash or Check: made payable to the Wilmington Library Foundation, PO Box 2303, Wilmington De 19899. Please reference the date of your meeting room reservation on the check memo.

*Meeting Room Fees:
P.S. duPont & Jacob Broom Meeting Room Rate: $100.00 per date reserved
John Dickinson & William P. Bancroft Meeting Room Rate: $50.00 per date reserved
Gunning Bedford and Rodney Square Meeting Room Rate: $25.00 per date reserved
The Commons Room Rate: $200.00 per date reserved
All Meeting Room Cleaning Charge Rates: $25.00 per date reserved

Kitchenette facilities are available for use.  A $25.00 charge will be applied to all individuals and organizations (non-profit, for-profit) for use of the Kitchenette.

Publicity:
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.

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.

Music/Entertainment/Performance Groups:
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.

Indemnification:
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.

Disclaimer:
By using this website you consent to the Wilmington Library’s Meeting Room Policies in the manner described in this policy.  This policy may be modified from time to time without notice and at the discretion of the Wilmington Library Director.

Revised 12.15.14