Reservation requests must be made at least one week in advance. However, some types of reservations must be made farther in advance:
To reserve technical support from Library staff for your event, your reservation request must be made at least 14 days in advance.
If your event will charge any fees to participants, it must be approved by the Executive Director before a reservation can be made.
Reservation requests cannot be made more than 30 days in advance.
Reservations are approved on a first-come, first-served basis.
No group may transfer use of rooms.
Fees:
Library meeting rooms are $25 for the first four hours and $10 per additional hour. This applies to individually scheduled events and to events scheduled as a series (e.g., a single two-hour reservation is $25; a series of 4 one-hour reservations is $25).
Payment is due on the date of use. Payment should be made to front desk staff as part of the check in process.
In the event of a cancellation, no fee will be charged.
Checking In and Checking Out
When you arrive for a reservation, you must check in at the front desk to submit payment for the meeting room. Once payment has been submitted, staff will unlock the meeting room and provide any requested equipment, if applicable.
When your reservation concludes, you must check out at the front desk to confirm that you are finished using the meeting room and to report how many people attended your event.
Use and Care of Rooms:
Groups are responsible for tracking the number of people who attend their event, and attendance must be reported to the front desk staff as part of the check-out process.
The library provides a limited number of tables and chairs, but groups are responsible for set up and break down. First-time room users must make arrangements with the Public Services Assistant to ensure familiarity with the storage procedure for chairs and tables.
Reservations should include sufficient time for set-up prior to the event and clean up after the event.
Groups may not exceed the stated capacity of the room. By order of the Maryland State Fire Marshal, no more than 65 people may be in the meeting room if both tables and chairs are present, and no more than 135 people may be in the meeting room if only chairs are present. Please note, however, that the library can currently provide only up to 35 chairs for use in the meeting room.
Groups are responsible for transporting their supplies and equipment, as well as for the security and storage of their property. KCPL is not liable for any damage or loss of the property of others.
Groups borrowing library equipment (laptop, projector, etc.) are responsible for ensuring the equipment is returned in the condition it was received. Damage to library equipment may result in restricted future use and/or other consequences.
If there is a problem or concern about the room or equipment, library staff must be notified immediately.
Light refreshments, such as beverages and finger foods, may be served.
If requested and approved in advance, the kitchen may be used for refrigeration and clean up, but cooking is not permitted.
Smoking, vaping, and consuming alcoholic beverages are prohibited.
Groups are responsible for leaving the facility in the condition in which it was found, which includes returning the room to the default configuration at the conclusion of the event. See the diagram of the default configuration below:
Additional Notes:
Groups may not identify KCPL as a sponsor or use the library phone number or mailing address as contact information.
Groups are responsible for ensuring their events are accessible to individuals with disabilities.
In the event of an emergency or severe weather, the library reserves the right to cancel meeting room reservations. The contact person will be notified and cancellations will be posted on KCPL’s website.
Meeting rooms may not be used for purely social activities, such as parties or entertainment; or for commercial activities involving sales or financial transactions.
Please also review the Meeting Room Policy and the Material & Service Fee Policy, which can be found on Kent County Public Library’s website here (http://www.kent.lib.md.us/using/policies.php), for additional policy information on the use of the meeting room.
Groups are responsible for abiding by all KCPL policies while on the library’s property. Policies can be found on KCPL’s website here (http://www.kent.lib.md.us/using/policies.php). Questions about policies should be directed to the Public Services Assistant before use of the room.
