Meeting Room Policy
The Fairfield County District Library maintains meeting rooms at Main Library and select branch locations. Meeting rooms are provided to support the Library’s mission by offering space for civic, educational, and cultural engagement. When not needed for Library purposes, these spaces are available without charge to organizations, individuals, and businesses. All meetings held in Library meeting rooms must be free and open to the public. Private celebrations are not permitted. Use of meeting rooms for financial gain is prohibited, including the sale of goods or services, fundraising, solicitation for business purposes, or acceptance of donations. Fundraising activities are permitted only for the Fairfield County District Library or groups affiliated with the Library.
Meeting rooms are scheduled on a first-come, first-served basis, with Library programs and events taking precedence over all other use. The Library reserves the right to reassign rooms or cancel reservations if the Director or Board of Trustees determines the space is needed for Library purposes. Meeting rooms are made available on an equitable basis regardless of the beliefs or affiliations of applicants. Permission to use a Library meeting room does not imply Library sponsorship or endorsements of the activities or viewpoints of the user. No publicity, announcement, flyer, social media post or other promotional material may imply that the Fairfield County District Library sponsors or is affiliated with the event. All promotional materials must display the statement: The Fairfield County District Library is not sponsoring or affiliated with this program.
Meeting rooms may be reserved up to eight weeks in advance and are intended for group use. To ensure equitable access, the library may limit the number of reservations a group can make within a calendar month. Reservation limits may vary by room based on size, capacity, and demand. Meeting rooms may not be booked for regularly scheduled meetings on an ongoing basis. Reservations are limited to regular Library operating hours, and all meetings must conclude at least fifteen minutes before closing. Groups may not access meeting rooms outside of their reserved time. The individual reserving the room must be at least 18 years old and is responsible for ensuring compliance with Library policies. Adults must supervise any children attending meetings.
Tables and chairs are provided, and groups are responsible for setup and returning the room to its original condition. Meeting rooms are equipped with display screens that allow users to connect personal devices for presentations. Users are responsible for bringing their own laptop, devices, and any necessary adapters or cables. Limited audiovisual equipment may be available upon request at the time of reservation. The Library does not guarantee staff assistance with setup, operation, or troubleshooting of equipment or technology.
Meetings must not interfere with normal Library operations. The Library reserve the right to end any meeting that is disruptive or violates the Library’s Code of Conduct. Prepared food and non-alcoholic beverages are permitted; however, groups must supply their own materials and clean the space after use. Decorations, signage, or other materials may not be displayed without prior Library approval. No candles or open flames are allowed. Smoking, including the use of electronic cigarettes or vaping devices, and the consumption of alcoholic beverages are prohibited in all Library facilities.
The Library is not responsible for lost or stolen items and assumes no liability for individuals or groups using the meeting rooms. The Library reserves the right to assess a fee for damages to Library property or for excessive cleaning required as a result of meeting room use. Failure to comply with this policy may result in denial of future meeting room privileges.
Capacity
Meeting Rooms:
- Main Library 3rd Floor Garret: Standard layout is conference room set up with 12 tables and 24 chairs. If additional tables or chairs are needed, customers should note this on their reservation.
- Theater-style setup: 150-person capacity
- Tables-and-chairs setup: 70-person capacity
- Main Library Board Room: 20-person capacity
- Baltimore: 10-person capacity
- Bremen: 30-person capacity
Study Rooms:
- Main Library Lower Level: 4-person capacity
- Northwest: 8-person capacity
Reservations:
Customers may make a reservation through the Library’s website or by contacting the Library for assistance. Reservations for meeting rooms are reviewed and approved by Library staff, while study room reservations are not mediated by staff. Meeting rooms may be reserved in 15-minute increments, with a minimum reservation of one hour and a maximum of one full day. Study rooms may be reserved in 15-minute increments, with a minimum of 30 minutes and a maximum reservation of two hours. Reservation periods for meeting rooms must include any setup and cleanup time. Reservations may be canceled through the Library’s website or by contacting Library staff.
Study Rooms
Study rooms are available at the Main Library and select branch locations. Reservations may be made up to two weeks in advance on the Library’s website or with the assistance of Library staff.
Study room reservations are limited to one reservation of up to two hours per day. Individuals or groups may continue to use a study room beyond their reserved time if the room is not needed by another customers. Individuals using a study room without a reservation may be asked to vacate the room to accommodate a customer with a reservation. Study rooms will be held for 15 minutes after the scheduled reservation start time. After 15 minutes, the reservation may be canceled and the room made available to other users.
Room Assets
The following equipment is available for use in Main Library meeting rooms at no charge. Customers are responsible for providing all consumable supplies.
Standard Equipment:
- Garret: Screen, projector
- Boardroom: Display monitor, coffee pot
Reservable Equipment:
- Coffee pot, coffee urn, laptop cart, podium, flip chart easel, microphone