Use of the meeting room does not imply Library endorsement of any group or event. All announcements, press releases, flyers, etc, relating to a meeting must state clearly the meeting is not sponsored or endorsed by the Lewes Public Library or its Board of Commissioners and may not include the library’s logo. The library may only be listed as the location of the meeting. No group or organization may list the address or telephone number of the Lewes Public Library as its own. Nor may they use the library as its primary place of business.

The Library does not publicize meetings for outside groups or include notice on the Library events calendar or in its newsletter. Occasionally we receive inquiries about outside events held at the Library. Unless otherwise directed, we will provide the contact information in your application. If you prefer we provide an alternate phone number and/or email, please enter it in the Comment portion of the reservation request.

Please read and agree to the following terms and conditions before requesting a room reservation. A reservation will not be finalized until the online form is received and approved. Once approved, you will receive an email confirmation and invoice. Payment is due within two weeks of receiving the invoice. If we do not receive your payment in two weeks, your reservation will be cancelled. Please contact lewes.library@gmail.com or call Julie Gunning at (302) 645-2733 for room availability or general meeting room questions.

The offering of meeting room space in the Lewes Public Library is one of the many ways the library hopes to foster greater free expression and access to ideas representing all points of view on all subjects. The library welcomes the use of its meeting rooms within the guidelines of this policy. Priority of meeting room use will be given to library-sponsored events. After this priority, reservations for meeting room space are on a first-come, first-served basis. The Children’s Program Room is for the exclusive use of the library and Friends of Lewes Public Library. The Delaware Room and Computer Training Room are available upon request.

Contracting Party’s event will not promote, or have the effect of promoting, discrimination, contempt or hatred for any group or person on the basis of race, ethnic origin, place of origin, citizenship, color, ancestry, language, creed (religion), age, sex, gender identity, gender expression, marital status, family status, sexual orientation, disability, political affiliation, membership in a union or staff association, receipt of public assistance, level of literacy, or any other similar factor.

Use of the rooms does not imply library endorsement of events or organizations.

The Library Director, or a designee, is responsible for the implementation of this policy.

Adopted by the Board of Commissioners on February 8, 2024.

The library has several meeting spaces available for public events. The fee schedule below reflects the base rate per room for bookings up to four hours. For bookings over four hours, a pro-rated rate for each additional hour will be added to your invoice.

• A SMALL room with a collaboration station seating 8. The fee is $35 for up to four hours
• A MEDIUM room with seating for up to 40 in rows, with no tables. The fee is $75 for up to four hours. Eight tables are available.
• A LARGE room with seating for 140 in rows, with no tables. A catering kitchen adjoins the large room on the east side. The fee is $175 for up to four hours. Fifteen tables are available.
• The Delaware Room and Computer Training Room are available upon request. Each one is $45 for up to four hours.

The LARGE room may be divided into two rooms:

• The EAST SIDE has seating for 80 in rows, with no tables. The catering kitchen is available when booking the east side of the room. The fee is $90 for up to four hours. Eight tables are available.
• The WEST SIDE has seating for 60 in rows, with no tables. The catering kitchen is NOT available when booking the west side of the room. The fee is $90 for up to four hours. Seven tables are available.

All rooms are fitted with a projector or monitor for displays of presentations. The library will provide a laptop and instruction on use of the system, if requested in advance. Additional tables and chairs may be available at the time of your meeting but are not guaranteed. Please email lewes.library@gmail.com for more information.

Study Rooms
The library has four study rooms which seat up to four people. The use of these rooms is free of charge. These rooms are reserved for individual study, tutoring, or small meetings and are not to be used as on-going personal or office space. Reservations may be made for a maximum of four hours per day and for only two hours at a time. During the school year, preference is given to groups of 2 – 4 in the Study Rooms from 4 PM – 6 PM. Please call 645-2733 for more information or to reserve a Study Room.

Reservations
Reservations for meeting rooms may be made up to 90 days in advance. To allow equitable access throughout the community, organizations and individuals are limited to no more than twelve reservations on the calendar at any one time. The library reserves the right to deny or delay acceptance of a reservation if there is a reasonable belief it may introduce a complication into the scheduling of library events. The library may cancel a reservation in case of weather emergency; the library will notify groups as early as possible.

Reservations should be scheduled from the time the group plans on beginning setup to the time the group plans on vacating the room. Leaving half-an-hour of leeway on either side of the meeting is strongly recommended.

An online reservation form requesting use of a meeting room must be filled out. You can do that here.

Set-Up, Use and Care of Rooms
Groups are responsible for the setup, rearrangement, or removal of furniture from the way it was last left. The room is to be left clean, doors closed, and lights turned off. Furniture does not need to be put away. The rooms should be ready for the next group to use. Please plan to clean the counters/tables, take trash out, and/or vacuum, as needed. Our cleaning service does not come every evening and does not come during the day between meetings. If Library staff is required to clean after your meeting, you will be invoiced for this cost ($30). The room must not be left unattended during the time it is reserved. Each group will be held responsible for repair or replacement of any library property damaged or destroyed. Any damage will be invoiced separately and will cost the exact amount it takes to fix. See fee schedule below.

Alcoholic beverages may not be served or consumed on library property except for library-sponsored activities or activities co-sponsored by the library or the Friends of the Library. Alcoholic beverages may not be sold on library property under any circumstances. If this occurs, the group making the reservation will not be able to do so in the future. The library permits only tobacco and drug-free meetings. Open flames and vaping are not permitted in the library.

Afterhours Use of Meeting Rooms
Anyone scheduling a meeting that is planned to end after the library closes will be issued a keycard to activate the facility’s security system after the meeting concludes. First-time users should anticipate an additional 15 minutes of time before the meeting for brief training on use of the card. Keycards will only be usable on the day of the meeting and need to be picked up during regular library hours prior to your meeting. There is an additional $25 fee if you require a staff member to be on-site outside of regular Library hours. Detailed information can be found below in Fees.

Fees
Fees will be charged as follows for each reservation of up to four hours. Fees are payable at time of invoice. Fees must be paid within two weeks of invoicing for the reservation to be finalized. Fees can be paid by cash, credit card, or check (payable to Lewes Public Library) in the library. Checks can also be mailed to Lewes Public Library, Attn: Julie Gunning, 111 Adams Ave., Lewes, DE 19958. Credit card payments may be made over the phone by calling 302-645-2733 during library business hours. Payments may not be made until an invoice is issued. Invoices will be emailed to the email address submitted on the application.

• Small Meeting Room: $35 for up to four hours, $10 each additional hour
• Medium Meeting Room: $75 for up to four hours, $20 each additional hour
• One-half of the Large Meeting Room: $90 for up to four hours, $25 each additional hour
• Large Meeting Room: $175 for up to four hours, $45 each additional hour
• Computer Training Room: $45 for up to four hours, $15 each additional hour
• Delaware Room: $45 for up to four hours, $15 each additional hour

Meeting room payment is due two weeks prior to your booking. If it is not paid, we will reach out and can release the room one week prior to the booking.

Nonprofit Rate

The library offers a reduced booking rate to non-profit groups who have current 501(c)(3) status. The 501(c)(3) non-profit rate for all rooms is $35 for up to four hours. Each additional hour will be charged the regular pro-rated room rate.

Before invoicing, non-profit groups will be asked to provide a copy of their current 501(c)3 certificate in order to receive the non-profit rate.

Cleaning Fee

If, in the opinion of the Library Director, clean up of a room requires an extraordinary amount of time and effort, a custodial charge of $30 per hour, or fraction thereof, will be charged to any group using the room. Any damage to furnishings, equipment or the building will be charged at replacement or repair cost to any group using the room.

Other Fees

There is a $25 fee to replace lost keycards.

There is a $25 fee if staff is required to be on-site to assist with a scheduled meeting outside of regular Library hours. Regular Library hours for meeting rooms are as follows:

Monday – Thursday, 8 AM – 8 PM
Friday, 8 AM – 5 PM
Saturday, 9 AM – 2 PM

The exception to these hours are the Computer Training Room and Delaware Room, which are only available during Library hours.

Cancellations must be made one week in advance of the reserved date and time. Fees will not be refunded if cancellations are made less than one week in advance. In the case of no-shows, future use of the room may be denied.

Future use of the room, including reservations that have already been scheduled, will be denied until fees are paid.