DARIEN LIBRARY

MEETING ROOM POLICY AND PROCEDURES

Statement of Policy:

The Darien Library subscribes to Article IV of the Library Bill of Rights which states that facilities 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 their use.

The Darien Library regards the availability and use of its Meeting Rooms as an integral part of its service to
the community. In that regard, Meeting Rooms are available to Darien non-profit organizations engaged in
educational, cultural and intellectual activities consistent with the Library’s mission statement and objectives.

What’s Available:

The following Meeting Rooms are available for use on approval of written application:

Program Room (maximum of 60 people)

Conference Room (maximum of 15 people)
When:

The Conference Room is available for use at the following times:

Monday through Thursday, 9 a.m. to 9 p.m.

Friday, 9 a.m. to 6 p.m.
Saturday 9 a.m. to 5 p.m.

The Program Room is available for use at the following times:

Monday through Thursday 6 p.m. to 9 p.m.

Requests for use of the Meeting Rooms at other times will be reviewed on an individual basis.

Application Procedure:

The Head of Circulation or Assistant Director will provide an Application form to any qualified applicant,
and will process Applications in order of their receipt. The Library’s Board of Trustees reserves the right to
cancel any Application on adequate notice.

Every applicant will designate the individual responsible for supervision during use of the Meeting Room,
for damages, parking facilities, and excessive cleaning required afterwards.

What it Costs:

Meeting Room Rate

Program Room $25.00 /hr. (2 hour minimum)

Conference Room no charge

Any out-of-pocket expenses incurred by the Library related directly to use of the Meeting Rooms are to be
paid by the user. Fees or expenses due are payable, in advance, by check to the “Darien Library”.

Insurance Requirement:

For events outside of 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. This may be obtained from
your insurance agency and must be provided before approval of your reservation request. The Town of
Darien and the Darien Library must be named as “Insureds” on the Insurance Certificate for the times the
Meeting Room is requested.

Other Terms:

1. Meeting Rooms are not available for business, fund-raising or social purposes. The Library Director
may require any Application be submitted to the Board of Trustees for prior review.
2. Library sponsored events receive priority in scheduling. Availability of the Meeting Rooms at all
other times shall be on a first-come, first-served basis.
3. The fact that a group is permitted to use a Meeting Room does not in any way constitute an
endorsement of the group’s policies or beliefs by the Library.
4. The Library reserves the right to impose limitations on the frequency of use of the Meeting Rooms by
an organization.
5. The Assistant Director, in consultation with the Library Director, is authorized to determine the
appropriate use of the room. In case of denial of use, appeal may be made in writing to the Library
Board of Trustees.
6. Admission fees are not to be charged by any group using the Meeting Rooms.
7. Non-library groups and individuals are not to use the Library’s address and phone number as their
own.
8. Refreshments are permitted for scheduled events in the Program Room and Conference Room.
9. Smoking is not permitted anywhere in the Library.
10. The Assistant Director’s approval is required in advance for any publicity or any items that will be
distributed at a meeting.

Adopted by the Darien Library Board of Trustees on January 10, 2005.

 DARIEN LIBRARY

APPLICATION FOR USE OF THE MEETING ROOMS

Name of Organization:

Date of use:

Time of use:

Purpose of Use:

Facility desired: PROGRAM ROOM (maximum of 60 people)

CONFERENCE ROOM (maximum of 15 people)

Approximate size of group:

Estimated number of cars to park:

Address of Organization:

Phone number:

Officer’s Name and Title:

PRESS NOTICES MUST BE DELIVERED TO AND APPROVED BY

DIRECTOR PRIOR TO RELEASE TO NEWSPAPERS

The person signing below confirms the accuracy of the information provided in this Application and shall be
responsible for observance by the organization of the Meeting Policy attached to this Application.

NAME (please print) SIGNATURE

STREET TITLE

CITY, STATE, ZIP PHONE NUMBER

Application Date: