Meeting Room Reservations

1. Except as a designation of location, the name of the Library may not be used in any publicity relating to use of meeting space.
2. Refreshments may not be served without the Director’s approval.
3. Meetings must begin during normal library hours. For meetings ending outside of normal library hours, applicant is responsible for locking up the building and following all closing procedures as posted.  
4. Programming must not disturb library operations. 
5. Applicant is responsible for damage to Library facilities or its contents occurring as a result of the applicant’s use of the building. 
6. Applicant is responsible for all room setup and breakdown of equipment and for moving any tables/chairs. Room must be restored to its original condition.
7. No programs or use of the building are permitted if the building is closed due to severe weather or holidays. 
8. Library personnel shall have access to meeting rooms at all times. 
9. Exceptions to this policy may be made at the discretion of the Director.
10. Use of the meeting rooms for Library-sponsored or co-sponsored events or meetings shall have priority over all other requests. Other meetings will be scheduled on a first-come, first-served basis. The Library reserves the right to cancel a reservation for Library purposes. The Library will make every effort to avoid cancellation.
11. Community groups, non-profit organizations, and government entities wishing to reserve a meeting room must have headquarters in, or provide substantial services to, the citizens of the Town or Village of Rhinebeck. 
12. Reservations for room rentals by for-profit activities take third priority after library events, eligible non-profits, and civic organizations. Non-reserved walk-in use by groups or individuals, based on availability, is the fourth priority. 
13. Rooms may not be reserved for social events such as birthday parties or for non-library-related fundraisers. 
14. Submitting the room request form below does not automatically result in the space being reserved. Applicants must wait to receive confirmation from the Library before making any public announcements.
15. All advertisements or announcements for outside events must clearly indicate the identity of and contact information for the sponsoring organization and in no way imply that the event is sponsored by the Library. Meeting room reservations will be listed publicly on the Library’s online calendar as “Room Reserved” and contact details will be viewable only by staff. 

To read the full meeting room policy, click here.