The Rehoboth Beach Library has two meeting rooms available for public use. The Study Room, located behind the Circulation Desk on the main floor, is available during regular Library hours and is suitable for groups up to 12 people. The Upstairs Meeting Room, located on the second floor, is available both during and after Library hours and has a maximum occupancy of 70 people with tables and chairs; 100 people with chairs only. It includes restrooms, access to a full kitchen, and a 1000 sq. ft. outside patio area overlooking Rehoboth Avenue. All fees help to support the general opperations of the Library. Click the links for a more complete description of each room.
Meeting Rooms - General Policies
The Rehoboth Beach Library Board of Trustees (Board) has sole jurisdiction over the use of the Library facilities, including both meeting Rooms. The Library staff is responsible for administering policy governing the meeting rooms. All general Library use policies apply to the meeting Rooms.
The Meeting Rooms may not be used for any illegal purposes or in any manner that would impact or negate any terms of the Library’s insurance.
The Library reserves the right to deny, cancel, or suspend permission granted to any group or organization that violates the Library or meeting room policies and procedures. In case of any emergency, the Board has the right to cancel meeting room reservations. Such notifications shall be made as soon as possible.
The Library also reserves the right to limit frequency of usage by individual groups or functions in order the maximize availability to a broader spectrum of the Rehoboth Beach community.
Organizations using the meeting rooms agree to hold the Library harmless from and against any and all losses, claims, actions, damages, liabilities, and expense, including, but not limited to those in connection with loss of life, bodily personal injury or damage to property of whatever kind or nature including attorney’s fees and costs, proximately caused by an organization’s negligence.
Organizations using the meeting rooms shall assume complete responsibility for the general safety of their groups and the general Library public during meetings. Failure to do so shall be cause for future denial of meeting room privileges.
The Library reserves the right to charge fees for usage and to require a security deposit. The Board also reserves the right to waive any fees or security deposits.
No programs may be disruptive to the Library or its patrons.
The Board does not endorse, approve, nor disapprove the viewpoints of those organizations holding meetings or programs in the Meeting Rooms.
No group or organization may list the address or telephone number of the Rehoboth Beach Library as its own. Nor may they use the Library as its primary place of business.
No incoming telephone calls for members of any non-Library related organization shall be handled by the Library staff. The telephone in the meeting room is for local calls only.
All announcements, press released, flyers, etc., relating to meetings must state clearly that the meeting is not sponsored by the Board or the Rehoboth Beach Library.
Availability of both the Study Room and the Conference Room may be determined by calling the Library or by going to the Library web site, www.rehobothlibrary.org and clicking on “About Us”, “Events”.
Study Room - Use Policy
The Library provides this space for the purpose of quiet study and/or discussion and can seat up to 12 people. The Study Room is available only during Library hours. Unless the room has been reserved by a group or individual, this space is available to be shared by multiple individuals for quiet study or research. The Study Room should not exceed the room’s capacity. Users are expected to vacate the room when a reservation is scheduled.
If privacy/exclusivity is desired a group or individual may reserve a two-hour time slot in the Study Room no more than twice per week. Additional time up to an hour will be allowed the day of the reservation if no one is waiting to use the room. Same day bookings may be made. Reservations may be made up to 6 months in advance.
Any personal items left in the room will be removed to the Lost & Found. Library staff cannot “watch over” or be held responsible for users’ property.
The needs of the library take precedence over group or individual use of the study. The Library reserves the right to schedule the Study Room for Library purposes as needed.
The computer located in the Study Room is to be reserved seperately.
Users must maintain a quiet study like atmosphere. Playing music, or amplified presentation devices that can be heard outside of the Study Room, or may disturb other users in the room is not permitted. Discussions should take place at quiet conversational levels. All electronic devices must be put on vibrate so as not to annoy other users of the room.
No food or alcohol products are permitted in the room. Covered, non-alcoholic beverages are permitted.
Individuals vacate the Study Room 15 minutes before library closing.
The Study Room is available only during Library hours. Library programs and functions shall have precedence over any requests for use of the meeting rooms. Others may reserve the room by calling the Library or by contacting one of the Library staff at the Circulation Desk.
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.