Reserve a Room

In order to reserve a room at the  Derby Neck Library, please fill out a meeting room reservation form: DNL Meeting Room Reservation Form. If you have difficulty filling out the form on your own, feel free to call and speak with the Head Librarian.

 

DERBY NECK LIBRARY MEETING ROOM POLICY

Statement of Purpose

The Derby Neck Library Association Board of Directors considers the use of the meeting room as an extension of library services.  The room is available to the library community and reflects the educational, cultural, social and recreational role the library plays.

The Board subscribes to Article VI of the Library Bill of Rights which states that the facility should be made available to the public served by the library on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting its use.

Availability and Application for Use

A.    There is one meeting room available for the public with seating capacity of 100.  Occasionally space may be made available around a table in the Reading Room for small groups.

B.     The meeting room is generally available for use during library hours.  Special requests for before or after hours use should be made at least four weeks in advance.  (See schedule under General Rules, Section J)

C.     An application must be completed by the person who will be held responsible for the group.

D.    Library sponsored events receive priority in scheduling.  Availability of the meeting room at all other times will be on a first come first served basis.

E.     The fact that a group is permitted to use the meeting room does not in any way constitute an endorsement of the group’s policies or beliefs by the Derby Neck Library Association.  Groups may not use the meeting room more than 4 times during each calendar year, unless given special permission by the Head Librarian.

F.      The meeting room is not available for private parties or social gatherings, unless given special permission by the Head Librarian.

G.    Written application for each requested date must be signed and returned to the library for approval.

H.    The Head Librarian or his/her designee is authorized to determine the appropriate use of the room.

I.       There is no fee for the use of the meeting room by nonprofit organizations during library hours.  For other approved times, a fee will be imposed (See fee schedule under General Rules, Section J).  Donations to the Derby Neck Library, a 501C(3) organization, are welcomed.  For-profit companies may use our facilities for a fee of $50.00 per hour.

General Rules and Limitations

A.    Groups using the meeting room must do so in a manner so as not to disrupt library services, and will be responsible for:

  1. proper supervision
  2. restoring the room to the same condition in which it was found
  3. costs arising from any damage or loss during use

B.     Smoking is not allowed anywhere in the library building.

C.     Alcoholic beverages are prohibited.

D.    Refreshments may be served only in the meeting room.  The kitchen area may be used and must be left in the condition in which it was found.  Groups serving refreshments must provide all supplies, including paper goods.

E.     If a group requires the library’s audio-visual equipment, the user must be thoroughly trained in advance and will be held responsible for any damage to hardware or software.

F.      Storage of materials before or after the reserved time is not allowed.

G.    Materials may not be affixed to wall surfaces or tack boards without prior permission.

H.    The library reserves the right to seek references of any group before booking the room.

I.       The room may not be used for commercial purposes.

J.       Any use of the meeting room before or after hours, except in connection with library sponsored programs, will be charged $50.00 per hour or any portion thereof, payable within one month after the meeting date. A deposit in advance may be requested.

K.    For events outside the regular library hours, a certificate of insurance in the amount of $1,000,000 Combined Single Limit of Liability for Bodily Injury and Property Damage is required. The certificate may be obtained from your insurance agency and must be provided before approval of your reservation request. The Derby Neck Library Association must be named as “Insured” on the insurance certificate for the time the meeting room is requested.

L.     Anyone violating these rules may be asked to leave and denied future use of the facility.

M.   The Derby Neck Library Association, its employees and agents, are not liable for any claims arising out of the use of the meeting room.