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Meeting Room Reservation & Use Procedures 

The primary function of the Kent County Public Library’s meeting rooms is to provide space for library-sponsored and co-sponsored events and educational, civic, and community-oriented activities that support the library’s mission. When not in use for these purposes, KCPL welcomes community nonprofits and other groups to make use of the space for public events and other purposes.  

 

Requesting Reservations: 

Submitting this form is a request for reservation and does not guarantee a booking.  

• After you submit this form, you will receive email confirmation that your request was received.  

• Within 7 days after your submission, library staff will review your request and you will receive a second email either approving or denying. 

• Reservations are approved on a first-come, first-served basis. 

• If your reservation is approved, you are personally responsible for it and may not transfer use to another individual or group. 

 

Request Timeline 

• Reservation requests must be made at least 1 week in advance of your requested date of use. You will receive a response within 7 days.  

• Reservations must be made at least 14 days in advance of the date of use if you are: 

• Requesting technical support from Library staff. 

• Submitting a request for an event that will charge any fees to participants.  

• If you need to make a request fewer than 7 days in advance of the date of use, please reach out to public@kentlib.org to inquire about availability. Please note that while we make an effort to accommodate late requests, it is not always possible. 

• Reservation requests can be made up to 30 days (Main Meeting Room) or 6 months (Chestertown Library, Inc. Building) in advance of the date of use.  

• If your event is related to a civic function (e.g., voting/elections/candidate forums; government services; community support) that requires more lead time than the regular reservation window, please reach out to public@kentlib.org and your request will be reviewed by library staff. 

 

Requestable Meeting Spaces: 

Main Meeting Room 

• Reservation requests for the Main Meeting Room can be made up to 30 days in advance. 

• Use of this space is limited to begin 15 minutes after the library opens and end 15 minutes before it closes.  

• This room has 8 tables and 50 chairs available. 

• 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. 

Chestertown Library, Inc. Building 

• Reservation requests for the Chestertown Library, Inc. Building can be made up to 6 months in advance.  

• Recurring reservations (e.g., the first Tuesday of each month) can be made up to 6 months at a time. Additional reservation requests will be reviewed and evaluated when they are placed. Prior approval does not guarantee or prioritize additional requests. 

• Use of this space can take place outside the library’s hours of operation.  

• This room has 4 tables and 25 chairs available. 

• By order of the Maryland State Fire Marshal, no more than 32 people may be in the meeting room if both tables and chairs are present, and no more than 69 people may be in the meeting room if only chairs are present. 

 

Fees: 

• The meeting room use fee is $25. 

• The fee is waived for nonprofits, government, and educational organizations. 

• There is no fee for groups that are partnering with the library to offer a library-sponsored event. 

• Payment is due on the date of use and must be made before you can access the room. Please arrive early enough to complete the check-in process. 

• For additional details, please see the Material and Service Fees Policy. 

 

Checking In and Checking Out  

Main Meeting Room 

• When you arrive for a reservation, you must check in at the front desk. 

• Once you have paid any fees owed, library staff will review the meeting room use checklist with you and provide a headcount form. 

• Library staff will unlock the meeting room and, if applicable, provide any equipment you requested when you reserved the room. 

• 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. Failure to do so may result in restrictions on future use. 

 

Chestertown Library, Inc. Building 

During Hours of Library Operation 

• When you arrive for a reservation, check in at the front desk. 

• Once you have paid any fees owed, library staff will review the meeting room use checklist with you and provide a headcount form. 

• Library staff will unlock the building and, if applicable, provide any equipment you requested when you reserved the room. 

• When your reservation concludes, you must check out at the front desk to confirm that you are finished using the building so it can be relocked and to report how many people attended your event. Failure to do so may result in restrictions on future use. 

Outside of Hours of Library Operation 

• If you are using the Chestertown Library, Inc. Building during a time the library is not open, you must arrange to check in and be issued a building key during the library’s regular hours of operation. 

• After ensuring the building is fully locked at the end of your reservation, the key, checklist, and completed headcount form must be placed in the provided bag and placed in the book drop. 

• Failure to fully secure the building and/or failure to return the key may result in a $50 fee and/or restrictions on or denial of future requests to use this meeting space. 

 

Use and Care of Rooms: 

General 

• If you are a first-time room user, please email public@kentlib.org ahead of your reservation for details about the check-in/check-out process, setup/breakdown requirements, and storage procedures for chairs and tables. 

• You will not be permitted to use the meeting space before or after the time of your reservation. Please make sure to include sufficient time for set-up prior to the event and clean up after the event in your reservation request. 

• If there is a problem or concern about the room or equipment, notify library staff immediately.   

• You are responsible for not exceeding the Fire Marshall’s posted capacity of the room. 

• You are responsible for set up and break down of tables and chairs.  

• You are responsible for ensuring any library equipment you use (laptop, projector, etc.) is returned in the condition it was received. Damage to library equipment may result in restricted future use and/or other consequences. 

• You are responsible for transporting and securing your supplies, equipment, and other property. KCPL is not liable for any damage or loss of your property. 

• Light refreshments, such as beverages and finger foods, may be served.  

• The Chestertown Library, Inc. Building has a small kitchenette, including a mini-fridge, which may be used during your reservation. Failure to clean up this space and remove all items may result in restriction from future use.  

• The Main Meeting Room does not have kitchen facilities. 

• Smoking, vaping, and consuming alcoholic beverages are prohibited on library property. 

• You 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. The default configurations are below and will be available on the checklist you are given when you check in for your reservation. 

 

Resetting the Room 

At the end of your reservation, unless you have been given other instructions, you are responsible for resetting the room to its default layout. 

Main Meeting Room Default Layout 

Any additional tables and chairs should be put away. 

Tables are stored in the middle closet on the left-hand side. 

Chairs are stored on the rolling black carts, which will be located either in the room or in the hallway. 

 

Chestertown Library Inc., Building Default Layout  

All plastic tables and folding chairs should be put away. 

Plastic tables are stored in the closet. 

Black folding chairs are stored in the closet. 

Metal folding chairs are stored on the metal chair rack. 

 

Additional Notes: 

• In the event of an emergency or severe weather, the library reserves the right to cancel meeting room reservations. The person who made the reservation will be notified and library closures will be posted on KCPL’s website. 

• KCPL's meeting spaces are ADA-compliant. Groups using the spaces are responsible for providing any additional services or resources in order to ensure their events are accessible to individuals with disabilities.  

• Groups may not identify KCPL as a sponsor or use the library's phone number or mailing address as contact information related to your event. Per library policy, any publicity for events held at the library must include the disclaimer: “Use of the library meeting space does not constitute an endorsement of the program/meeting or its content by Kent County Public Library.” 

• 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 (https://kentcountylibrary.org/about-kcpl/loan-periods-and-policies/, 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 (https://kentcountylibrary.org/about-kcpl/loan-periods-and-policies/). Questions about policies should be directed to public@kentlibl.org before use of the room. 

 

Liability & Indemnification  

LIABILITY  

By submitting a meeting room reservation request, the user knows, understands and acknowledges the risks and hazards associated with using the Library's meeting rooms and hereby assume any and all risks and hazards associated therewith. User hereby irrevocably waives any and all claims against Kent County Public Library or any of its officials, employees or agents for any bodily injury (including death), loss or property damage incurred by the User as a result of using the Library's meeting rooms and hereby irrevocably releases and discharges the Library, the Local Government and any of its officials, employees or agents from any and all claims of liability arising out of or associated with the use of the Library's meeting rooms. 

 

INDEMNIFICATION 

User shall indemnify and hold harmless the Library and its officials, employees and agents from and against any and all liabilities, judgments, settlements, losses, costs or charges (including attorneys' fees) incurred by the Library, Local Government or any of its officials, employees or agents as a result of any claim, demand, action or suit relating to any bodily injury (including death), loss of property damage cause by, arising out of, related to or associated with the use of the Library's meeting rooms by the User or by the User's members, employees, agents or invitees.