The primary purpose of the Wilmington Memorial Library’s meeting rooms is to support the Library’s mission by offering programs and activities in this space.  When the meeting rooms are not being used for this purpose, they are made available to local non-profit organizations and community groups engaged in educational, cultural or civic activities

Eligibility Meeting Room Use

  • An individual may book a room on behalf of a local non-profit organization or local community group whose primary clientele is Wilmington residents.
  • The meeting room facilities shall be made available to such groups on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting use.
  • The individual responsible for booking the meeting room must be 18 years of age or over.
  • All meetings must be open to the public and free of charge.
  • Meeting rooms shall not be used for entrepreneurial or commercial purposes, for profit or for fundraising, for religious services or proselytizing, for individual political campaigns or partisan political recruitment, for gambling or games of chance or for private social gatherings.
  • Individuals may not book meeting rooms for private meetings or private study.
  • The Library has reserved the Banda Room for tutoring during specified times (see Tutor Policy); otherwise, the Banda Room may be used on a first come, first served basis if available
  • In permitting use of its meeting rooms, the Library does not imply endorsement of the beliefs, policies, or activities of any group or individual.

Scheduling and Reservation Application Procedure

  • Reservations for all meeting rooms will be handled by the Library’s administrative office.
  • Room availability and application forms are available at wilmlibrary.org.
  • All applications will be approved or disapproved by the Library at its sole discretion; an application for use does not assure approval. Applicants will be notified of approval via email.
  • Meeting room applications are accepted up to 60 days in advance.
  • Meeting rooms will be limited to 12 times per calendar year per organization, except by Library Director approval.
  • The Library should be notified of a cancellation of a meeting room reservation as soon as possible.
  • The Library may cancel a meeting room reservation due to building conditions, weather conditions, or other special situations. In case of inclement weather, the applicant responsible for the meeting or program should contact the library to ascertain whether the Library is open. Notifying the attendees of meeting cancellation is the responsibility of the applicant.
  • The Library will always have first preference for the use of the meeting rooms. This priority supersedes any other commitments. In the rare circumstance that a conflict occurs after a meeting room has been booked, the Library will contact the applicant as early as possible to reschedule. The applicant is responsible for notifying potential attendees of any schedule changes.

Availability of Facilities and Equipment

  • Meetings are limited to 3 hours per day, unless otherwise approved.
  • Meetings must adjourn 15 minutes before closing and the library vacated by closing time.

The following meeting rooms are available for booking:

Room Features
Banda Room

Conference room table (seats up to 12)

Whiteboard, markers, erasers

Wireless access

*TV with laptop projecting capabilities

Large Conference Room

Table seating for 24

Chair seating for 40

Mobile white board

Wireless access

*Overhead projector with laptop projecting capabilities

*Mounted wall screen

*Mounted speakers

*DVD player

*Prior permission is required to use AV equipment


  • In publicizing a meeting to be held in a Library meeting room, the Library phone number should not be listed for further information and the sponsoring group must be clearly identified.
  • Groups must not imply Library endorsement or sponsorship of their program or organization in their publicity.
  • Posters and flyers may be posted on the Library’s Community Bulletin Board.

Use of Meeting Rooms

  • Those attending a meeting at the library are requested to park in the lower lot on Wildwood Street.
  • A representative of the group that booked the meeting room must check in at the Information Desk on the first floor upon arrival for the meeting
  • Nothing may be attached to the walls or ceiling.
  • Meeting room AV equipment, including the television in the Banda Room, may be used with prior permission.
  • Beverages and light refreshments may be served in the meeting rooms.
  • Nothing may be stored for a group before or after a meeting and all equipment, materials and supplies must be removed immediately after a meeting.
  • Children must be supervised at all times by a responsible adult and cannot be left unattended in the Children’s Room.
  • Meeting room activities must not interfere with or disturb Library staff or users. Music and other noise must be kept to a level acceptable to the Library.
  • Smoking and alcoholic beverages are prohibited in meeting rooms.
  • Sale of merchandise, placing orders, or solicitation for later sales is not permitted in the meeting room.
  • The meeting room must be left in a neat and orderly condition when vacated.

Liability and Responsibility

  • By signing the meeting room application or submitting the application electronically, the representative for the organization acknowledges the policies and regulations governing use of the meeting room and assumes responsibility for observing them.
  • The Library assumes no responsibility for lost, stolen or damaged items brought into a Library meeting room.
  • Any group that damages library property will be liable for costs incurred in connection with such damage and may lose the privilege of using meeting rooms in the future.
  • Any individual or organization using a Library meeting room agrees to indemnify and hold harmless the Library and its Board of Trustees and the Town of Wilmington and its officials for any and all liability which may arise from the use of the premises.
  • There is no fee charged for use of the meeting room except on Saturdays when the group or organization will have to pay a custodial fee that is charged by the Public Buildings Department.
  • The Library Director shall have the final decision on any meeting room applications and reserves the right to review, accept, or reject any and all applications for meeting room use.
  • Failure to abide by this policy may result in denial of subsequent use of meeting room privileges.

Adopted by the Board of Library Trustees   January 17, 2011

Revised and approved April 16, 2019

Request a Meeting Room

Adopted by the Board of Library Trustees 01/17/2011
Revised and approved 4/16/19

Letterhead Footer

Print Friendly, PDF & Email