Meeting Rooms

If you are NEW to this process, please read our meeting room policy below, and then click the “reserve” button at the bottom to apply online or check availability. If you are familiar with our policy and procedures, please click here to access for the application.

Meeting Room Guidelines and Regulations

Derby Public Library Board of Directors views the use of the Meeting Room as an extension of its mission to serve the community’s access to information and public discourse. Thus Derby Public Library (“the Library”) maintains the Meeting Room as suitable settings in which to hold its programs and activities, as well as the programs and activities of The Friends of the Library.

Meeting Room

The Library offers its Upper Level Meeting Room for use by community clubs and organizations, city boards and commissions, not-for-profit entities, and for-profit businesses (all hereinafter referred to collectively as “groups”):

  • Upper Level Meeting Room (Capacity: 65 persons)

Hours of Use

The Library’s meeting room is available to be reserved by groups during the following days/times:

Monday, Tuesday, and Wednesday           9:30 am – 7:30 pm
Thursday                                                       9:30 am – 5:30 pm
Friday                                                            9:30 am – 4:30 pm
Saturday                                                        9:30 am – 12:30 pm
(Closed Sunday & designated holidays)

Meetings must end and the Meeting Room must be cleaned up by the pre-approved, designated time.

Eligibility

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Priority in Use

The Library’s Meeting Room will be reserved on a “first-come-first-served” basis. In case of scheduling conflicts, the following reservation priorities will prevail:

  1. The Library
  2. The Friends of the Library
  3. City of Derby boards and commissions
  4. Derby-based not-for-profit groups
  5. Derby-based for-profit businesses
  6. All other groups

Fees

Qualified not-for-profit groups may use the Meeting Room free-of-charge. Qualified for-profit businesses may use the Meeting Room upon payment of a rental fee as follows:

  • Fifty ($50.00) dollars for four (4) hours or fewer.
  • One hundred ($100.00) per use for more than (4) hours.

Fees must be paid prior to use of the room. Checks are to be made payable to Derby Public Library.

Frequency of Use

Groups can book the Upper Level Meeting Room six (6) times per calendar year (January-December) to ensure availability to others. Exceptions may be made only with the permission of the Library Director or his/her designee.

Application for Use

Applications for use of a meeting room must be filed at least seven (7) business days prior to the scheduled activity. A maximum of two tentative reservations may be made.  These reservations will be held for five (5) business days only, after which the time(s) become available to other organizations.

There is no automatic carryover of scheduled times or equipment by a group to a succeeding calendar year, but a reasonable effort will be made to maintain previous time slots, overall scheduling permitting.

Once the Library Director or his/her designee reviews your request, you will receive an email confirmation from EventKeeper’s Room Request. The Meeting Room is not reserved until you receive this acknowledgement AND submit the required fee.

Permission to use the Meeting Room will be granted by the Library Director or his/her designee. If a group is denied such permission, it may appeal to the Library Board of Directors

Groups that decide to cancel their use of the Meeting Room must notify the Library at least three (3) business days prior to their scheduled use in order to receive a refund of their usage fee (if applicable). The sole exception to this rule is inclement weather: in case of inclement weather, a group representative should contact the Library on the day of the meeting to check on a possible early closing.

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Rules of Use

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Municipal Facility

The Derby Public Library is a municipal building of the City of Derby. As such, it complies with all the rules and regulations of the city. N.B. The Meeting Room facility meets the qualifications of the Americans with Disabilities Act (A.D.A.).

Administration of Policy

The Library Board of Directors authorizes the Library Director to act in keeping with this policy and to execute its provisions on behalf of the library and the City of Derby.

Exceptions and Amendments

The Library Board of Directors reserves the right to make exceptions to the provisions of this policy. In addition, the Library Board reserves the right to amend this policy from time to time, as it deems appropriate and in response to changing conditions. This policy and the implementation guidelines are subjected to continuous review and may be amended by the Board.

“In accordance with the General Statutes of Connecticut, Section 11-23, The Derby Public Library Board of Directors shall make and adopt bylaws, rules and regulations for the government of the library and room.”

ONLINE ROOM USE REQUESTS WILL NOT APPEAR ON THE LIBRARY EVENT CALENDAR. IF YOU WISH TO PRESENT YOUR NON-PROFIT EVENT AS A LIBRARY PROGRAM WITH PUBLICITY ORIGINATING FROM THE LIBRARY, YOU MUST CONTACT THE ADULT SERVICES LIBRARIAN FOR APPROVAL AND TO COORDINATE A MUTUALLY ACCEPTABLE DATE AND TIME FOR YOUR EVENT.

Approved by the Derby Public Library Board of Directors February 27, 2019

Reserve Now or Check Availability

For a full listing of the Derby Public Library policies, please visit Library Policies.