Upstairs Meeting Room – Use Policy
The Meeting Room is generally available 7 days a week from 10am to 11pm. Any exceptions to these hours require Library approval.
Requests to reserve the Meeting Room must be made using the Upstairs Meeting Room Application form. The application must specify use of 1) Meeting Room only 2) Meeting Room and Kitchen 3) Meeting Room and Outside Patio 4) Meeting Room, Kitchen, and Outside Patio.
Usage fees are vary depending on facilities used and type of function. The Kitchen and Outside Patio will be locked if not included in the application.
The applicant should review these Meeting Room policies prior to completing the application.
Alcoholic beverages may be served in the Meeting Room. The renting organization is responsible for obtaining the appropriate alcoholic beverage/gathering license (Copy must be furnished at the time of application).
The renting organization is responsible for obtaining appropriate liability insurance coverage (Minimum of $1,000,000 coverage. Copy must be furnished at the time of application). Event liability insurance is available through most popular insurance agencies. For more information click here.
Smoking is not permitted in the Meeting Room and this includes the Outside Patio.
Set-up for a function is the responsibility of the organization holding the meeting and must be done during regular Library hours. Items brought to the meeting room must be removed the day the program is held.
Nothing may be attached to the walls or ceilings except for the picture rail. No lighted candles or any open flames may be used.
Groups using the Kitchen facility must bring their own food, drinks, utensils, and must leave a clean work space when the meeting is over. No food preparation is permitted, however, kitchen appliances may be utilized for warming purposes.
Only plastic or paper plates, cups, and utensils may be used for eating and drinking.
No items may be placed on the wall surrounding the Outside Patio.
No external electrical appliances may be used without prior Library permission.
The Meeting Room must be left in the condition it was rented. A refundable Security Deposit will be charged for each event. If additional cleaning is necessary after the meeting or the facilities and/or equipment are damaged the cost of cleaning and/or damage repair will be deducted from the Security Deposit. If there is no damage or additional cleaning required the full deposit will be returned. Any cleaning or damage repair costs beyond the Security Deposit shall be billed to the user.
The Board reserves the right to require an After Hours Usage Fee depending on the hours of the event as described in the Application form. This will cover the cost of Library staff or contract personnel securing the facilities at the conclusion of the meeting/event when it extends beyond normal closing hours.
The Library is not responsible for damages to or theft of equipment used or left in the Meeting Room, including but not limited to damages by viruses to software and/or computers.
The Library assumes no responsibility for items left on the premises. The Library will contact the organization regarding the items left and will dispose of them if not claimed within 15 days.
All applicable fees and deposits must be paid in full 14 days prior to the event. Checks should be made to the Rehoboth Beach Public Library.
The organization sponsoring the meeting/event must insure that attendance is limited to Meeting Room capacity (70 people).
Organizations using the Meeting Room do so at their own risk. They are responsible for the actions of its guests.
In the event of an injury to one of the meeting participants it is the responsibility to assure that appropriate medical treatment is sought. An Injury Incident Report Form must be completed and given to the Library.
Minor children (under 18) must be under the supervision of parent, guardian, or responsible caretaker. The ratio of minors to caretaker must be 4:1 or less.
The Library reserves the right to disallow use or revoke permission granted to organizations for use of the Meeting Room on a case-by-case basis if that organization has previously violated these policies or if it is believed by the Library that use of the Meeting Room will interfere with Library operations or adversely affect public safety or cause public disturbances.