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.
Meeting Room Guidelines and Regulations
The Derby Public Library Board of Directors views the use of meeting rooms as an extension of its mission to serve the community’s access to information and public discourse. Thus the Derby Public Library (“the Library”) maintains the meeting rooms as suitable settings in which to hold its programs and activities, as well as the programs and activities of The Friends of the Library.
The Library offers two (2) meeting rooms 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”):
- The Meeting Room (Capacity: 65 persons)
- The Multi-Purpose Room (Capacity: 16 persons)
Hours of Use
The Library’s meeting rooms are available to be reserved by groups six (6) days per week. The hours are:
Mondays, Tuesdays, and Wednesdays 9:30 am – 7:30 pm
Thursdays 9:30 am – 5:30 pm
Fridays 9:30 am – 4:30 pm
Saturdays 9:30 am – 1:30 pm
Meetings must end by the time the Library closes. Groups using the rooms must complete clean up by closing time.
Priority in Use
The Library’s meeting facilities will be reserved on a “first-come-first-served” basis. In case of scheduling conflicts, the following reservation priorities will prevail:
- The Library
- The Friends of the Library
- City of Derby boards and commissions
- Derby-based not-for-profit groups
- Derby-based for-profit businesses
- All other groups
Qualified not-for-profit groups may use the meeting rooms free-of-charge. Qualified for-profit businesses may use the meeting facilities upon payment of a rental fee of $100.00 per use for a period over four (4) hours. Or a fee of fifty ($50.00) dollars for four (4) hours or less.
Fees must be paid prior to use of the room. Checks should be made payable to the Derby Public Library.
Frequency of Use
Groups can book the Meeting Room and the Multi-purpose 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 Useclick here
Rules of Use click here
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. Both meeting room facilities meet 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
For a full listing of the Derby Public Library policies, please visit Library Policies.