Waldomore Meeting Room Community Use Policy
The library provides staff to open Waldomore to community groups holding programs and meetings of an educational, cultural or civic nature. The Library Meeting Room Policy applies to use of Waldomore and must be followed. In accordance with library policy, all meetings and events must be free and open to the general public.
Waldomore cannot be reserved by political organization/groups, groups soliciting business or actively selling items or services, or for sectarian religious meetings, or for events at which an entry fee will be charged.
The first floor meeting room in Waldomore is available during the library’s regular operating hours. No entry will be available prior to opening time and meetings must conclude (including clean-up) prior to closing time of the library.
The library will take reservations on a first-come, first-served basis. Reservations must be made at least one month in advance and will be taken up to one year in advance.
Groups using the meeting room are required to follow current public health mandates and guidelines including requirements for use of masks, physical distancing, capacity limits, etc. The library reserves the right to deny or cancel reservations for groups that do not comply with health guidelines.
When making a reservation, groups will need to supply the following information:
- Name of Organization
- Contact Person for Organization (must be 18 or older)
- Contact Information including email and telephone number
- Description of Meeting or Event (must be educational, cultural or civic)
- Date and Time Requested (start and end time must include any preparation and clean-up)
- Number of People Expected to Attend
- Room configuration (number of chairs and tables and how they are to be set up)
- Confirmation that both the Waldomore Meeting Room Community Use Policy and the Library Meeting Room Policy have been reviewed and agreed to
- Confirmation that public health mandates and guidelines in effect at the time the meeting is held will be followed
Most meetings may be scheduled through the Library Manager and do not require applications, fees or deposits, except for the following:
- Food and drink are not permitted for most meetings and events. Groups wishing to have food and drink at Waldomore are required to submit an application form; a cleaning fee is required.
- For large events with over 50 people in attendance, the library requires a certificate of insurance from the organization’s insurer with the library named as additional insured.
Use of the Waldomore meeting room does not include use of other rooms in Waldomore, outdoor spaces or patio area.
Groups should be aware that the only accessible entrance to the library’s research room and special collections is via the elevator located in the meeting room. Visitors may come and go from the elevator during research room hours.
A staff person is required to be on the premises while the meeting room is in use. The staff person can assist with questions, directing people to restrooms, etc., but they are not available for assistance with meeting preparation or clean-up.
The set up for tables and chairs should be finalized at the time of reservation; any changes to set up will need to be communicated to the Library Manager prior to the day of the reservation.
Antique furniture cannot be moved or used for any purpose. Groups will be liable for any damage to the Waldomore building or contents as described in the Library Meeting Room Policy.
No open flames of any kind are permitted. This includes candles and Sterno heaters.
Use of confetti, glitter, table scatter, or tape is prohibited.
The library reserves the right to modify policy restrictions for reservations made by nonprofit community partners that have a longstanding relationship with the library for use of Waldomore for specific events.
(Approved by the CHPL Board of Trustees on September 16, 2021)
