Reserving a Meeting Room

How to Reserve a Meeting Room

Reservations for the Hubbard Room and the Library’s two meeting rooms can be made up to 60 days in advance.

Reservations are generally limited to 12 per year. Due to high demand for the meeting rooms, the library is unable to guarantee the same location, date, and time for each reservation.

Individuals may request use of Meeting Rooms 2 and 3 for up to two (2) hours by contacting the Information Services Desk in person or by phone at 860-347-2520.

To reserve the Hubbard Room, please fill out our online form. The library will respond within three business days.

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Cancellations

Cancellations should be made at least 48 hours in advance or as soon as possible by calling the Information Desk at 860-347-2520.

The library may cancel a reservation by a non-library organization or individual if a room is needed for library purposes. In the event of conflicting reservations, the Library will make every effort to offer an alternate location, date, or time as soon as it’s aware of the problem.

Meeting Rooms

Meeting Rooms 2 and 3 are primarily for small group meetings and tutoring sessions.

  • Reservations can be made up to 60 days in advance.
  • Reservations will be held for fifteen (15) minutes. After that, the room may be made available to walk-in requests.
  • Individuals may reserve up to two (2) hours in a meeting room by contacting the Information Services Desk in person or by phone at 860-347-2528.
  • Food and drink are allowed but must stay in the meeting rooms. Cooking is strictly prohibited.

Meeting Room 2 and 3 Capacity: 15 – 20

Available Equipment:

  • Tables and chairs (you may move them into your preferred set-up).
  • White boards (You must supply your own white board markers and eraser.)
  • Flat screen with laptop hook-up. Individuals who want to use their laptop with the flat screen MUST SCHEDULE an A/V appointment at least two weeks before their meeting date by emailing rooms@russelllibrary.org.

Hubbard Room

The Hubbard Room is primarily for large events and meetings.

Reservations can be requested up to 60 days in advance by filling our our online application. The library will respond within three business days.

Each group using the room must assign a contact person (age 18 or older) who will be in attendance and responsible for proper use of the room, including:

  • Arriving at least one half hour before the event time.
  • Returning the room to its original condition at the end of the event.
  • Making sure attendees have time to leave the library before it closes.
  • Reporting the final number of attendees to the library.

Event times should be scheduled to include thirty (30) minutes of set up time and thirty (30) minutes for clean-up.

The Library facilities staff can assist with basic room setup for reasonable meeting needs with advance notice.

A small kitchenette is available for limited food preparation. Its use must be requested before the event. Cooking is strictly prohibited. All food service equipment, including cups, plates, silverware, tablecloths, etc. must be provided by the organization reserving the room.

Hubbard Room Capacity: 
85 seated plus 15 standing

Available Equipment:

  • Tables and chairs
  • Projection Screen
  • Podium
  • Projector. Individuals who want to use the projector MUST SCHEDULE an A/V appointment at least two weeks before requested meeting date by emailing rooms@russelllibrary.org.
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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 the Hubbard Room.

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

The occupancy limit is 85 seated attendees plus 15 standing. 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 the 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 and the kitchen to the condition in which it was found. If room set-up requires attention, please plan to come half an hour early.

• 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.

• Tables, chairs and a podium are available for use. Audio-visual equipment may be furnished by the library, with prior arrangement. The Hubbard room has a computer that presenters may use, if they bring materials on a flash drive or save them on a cloud-based service. The computer also has VGA projection capabilities. 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.

• 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. The kitchen may be used with prior arrangement, but no refreshment supplies utensils or coffee pots are provided.

• 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 without prior permission.

• 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.