Program Room Policy

General Guidelines

Exeter Public Library has one Program Room that can accommodate up to 47 people. Room capacity was determined by the Fire Marshal, and must be observed at all times.
The Program Room is available to noncommercial groups engaged in civic, cultural, and educational activities regardless of the affiliations and/or beliefs of their members. Unless approved by the Library Board of Trustees, the Program Room is not available for fundraising, sales, recruitment drives, private functions, or commercial uses.
Use of the Program Room does not in any way constitute an endorsement of a group's policies or beliefs by the Library or its staff, agents, or representatives.
Exeter Public Library assumes no liability for groups or their meeting attendees using library facilities, or for theft or damage to vehicles or personal property while on library premises. The library is not responsible for equipment, clothing, or other items left on its premises by individuals and groups using the Program Room.

Groups reserving the Program Room for use must have a Program Room Registration Form on file with the library. The form is posted on the library’s website and paper copies are also available upon request at the library.
Groups requesting to use the Program Room must designate on the registration form a primary contact person for the group. Inquiries concerning the meeting in question will be referred to the contact person.
Library-sponsored programs hold priority over other uses of the Program Room. Groups will be notified as soon as possible of any scheduling conflicts.
Groups are allowed to reserve the Program Room up to 3 months in advance.
Groups are limited to one use of the Program Room per month. More frequent use of the space must be approved on a case-by case basis by the library director.
Library management reserves the right to cancel or postpone any meeting or performance at any time in the event of inclement weather, building emergency, or other warranting circumstances.

Use of the Program Room must not in any way interfere with library operations or unduly impact the experience and use of the library by its patrons. Attendees must adhere to the library’s Code of Conduct.
Groups are responsible for paying for any breakage, damage to library property, or inordinate cleaning resulting from the use of library facilities.
Groups must return any moved furniture to its original placement at the close of a meeting before vacating the library.
Simple refreshments and snacks may be served in the Program Room with prior approval, provided that groups use their own supplies and equipment and leave no trash or crumbs behind. Alcoholic beverages are prohibited. Open flames and candles are prohibited.
Groups are required to completely vacate the Program Room fifteen minutes prior to the library closing unless other arrangements have been made with the library director.

Approved by the Exeter Public Library Board of Trustees 4/21/2022