Meeting Room Facilities

The Talbot County Free Library welcomes the use of its Meeting Room by non-profit community groups for meetings and programs of cultural, civic and educational character, subject to the following rules. Failure to observe any of the rules may result in the denial of permission for that group to use the Meeting Room.

The room may not be used for social gatherings of any kind, money-making or promotional projects, group activities resulting in more than normal wear and tear, or those which in the judgment of the County Librarian, are inappropriate.

The Library retains the right to cancel a reservation when necessary. If a reservation must be canceled, at least a week's notice will be given, except in cases of unusual emergency.

Reservations for the Meeting Room must be made through the Librarian's Secretary. Full information as to the nature of the group, the number expected, and the purpose of the meeting shall be provided. The reserving organization shall provide the name, address and telephone number of a coordinator who will be responsible for the conduct of those attending the meeting and for seeing that the room is left in good order. The Library will not be responsible for loss or theft. The Library should be notified of cancellations. Repeated failure to do so could result in a group being denied use of the room.

If the kitchen is needed, it should be reserved at the time the Meeting Room is reserved. The Library will not store supplies for any groups. The kitchen must be left clean and tidy.

The Library Meeting Room is available to be booked for meetings beginning fifteen minute after scheduled opening hours through fifteen minutes before closing hours. If there is an emergency library closing, the booking will be cancelled.

There is no charge for the use of the Meeting Room during regular Library hours. Any arrangements for overtime must be made in advance, in which case a $20 fee will be applied per hour or any part of an hour, and must be paid upon leaving, to the staff member who has agreed to stay. Talbot County Government Agencies are exempt from the overtime fee, but should make every effort to end meetings on time.

The Meeting Room may not be reserved for groups of fewer than 6 people. At the discretion of the County Librarian, small committees may be accomplished in other areas of the library.

Permission to use the Meeting Room does not constitute nor imply a statement of support by the Board of Trustees for the organization or for the content of the meeting.

Rules:

  1. Under no circumstances will the meeting room be opened before 9 a.m.
  2. All meetings must be open to the public.
  3. No smoking, alcohol or drugs allowed in the Meeting Room. Groups breaking this rule will not be allowed to return.
  4. No admission may be charged, nor any fees solicited. No product may be sold. The only exceptions are the fees for regularly scheduled educational courses or the prepaid registrations for conferences or workshops, for which special permission must be obtained. Such fees must be collected off the premises.
  5. All meetings must end on time. No meeting shall last after hours unless previous arrangements have been made.
  6. The capacity of the room is one hundred fifty (150) people. The reserving group is responsible for seeing that this limit is observed. Doors must remain free and easily accessible at all times. The fire doors shall be used only in an emergency.
  7. The room and the kitchen must be left clean and tidy. Organizations must provide their own supplies and take away the surplus when they leave. Coffee urns, when used, must be left clean.
  8. No exhibits, maps, charts, posters, etc. may be hung on the walls. Use the bulletin board and the picture rail. Walls may not be used.
  9. Users of the room may not use the Library parking lot during Library hours.
  10. The Library staff will not provide any other services. The task of setting up the room will be the group's responsibility.
  11. No group will be allowed to reserve the room more than three (3) times in one year. Only the Librarian may make exceptions to this rule.
  12. No organization shall use the library as a mailing address.
  13. The Board of Trustees reserves the right to make exceptions as needed.