Reserving a Meeting Room

How to Reserve a Meeting Room

Effective immediately: In order to contain the spread of COVID-19, we are not allowing Meeting Room or Hubbard Room bookings until further notice.

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General Guidelines

Library-sponsored programs are given first priority followed by Middletown non-profit organizations and civic groups. The Director has full authority to grant, refuse or revoke permission, or to set conditions on use of meeting spaces.

Reservations may be made up to 60 days in advance. Room use is limited to regular library hours. All events must end 15 minutes before the library closes.

Please Note: Russell Library staff are not available to run equipment or assist with non-library events.

In fairness to the many groups in the community, the library will not accept reservations for a series of meetings which would designate the library as the regular meeting place for any organization or group.

The name and address of the library may not be used as the address of any group using the meeting rooms. Groups should not publicize their events in such a way as to imply Library sponsorship.

• Each group using a room must assign at least one person who will be in attendance to be responsible for proper use of the room.

• Each group is responsible for returning the room to the condition in which it was found.

• Tables and chairs are available for use.  Set-up of the room is the responsibility of each group. Please arrive early to set up the number of tables and chairs you will require.

• The Hubbard Room has a podium that presenters may use. Internet is available wirelessly, or through a dynamic host connection protocol (DHCP) connection. There is also a VGA projector available. Training on the digital projection equipment is required. Please call at least 2 weeks in advance to arrange a mutually convenient time.

• Each group will be held responsible for the preservation of order by those in attendance, and for any loss or damage resulting from room use. Police supervision, when deemed necessary by the Director, must be provided and paid for by the organization.

• Refreshments may be served in the Hubbard Room, with prior permission, provided that no money is charged or donations solicited. No alcoholic beverages will be permitted.

• Youth groups must designate an adult to be responsible for supervision. In the event the adult supervisor is not able to be present, the meeting or event must be rescheduled. The meeting rooms are not equipped for dramatic productions or dances.

• No admission fee may be charged for any event. No collection may be taken, no funds solicited, no materials sold nor any direct sales made except in conjunction with library-sponsored programs. Names of attendees may not be solicited.

No signs, posters, displays or decorations may be put up outside of the Hubbard Room.

• Notice of cancellation of room use should be given to the library as soon as possible. Failure to notify the library of a cancellation may result in loss of the room use in the future. It is the responsibility of the group using a room to notify the public of a change of date, time or cancellation.

• Disregard of Library policies may result in loss of Hubbard and meeting room privileges.