Use of the meeting rooms is subject to the following policies of the Old Bridge Public Library:
- The meeting rooms are available during the regular operating hours of the Library. All programs must end fifteen (15) minutes before closing of the building, with furniture restored to its original configuration.
- The meeting rooms are available for use by businesses, governmental units and non-profit community organizations, after a Meeting Room Application has been submitted and approved by the Library.
- Use of the meeting room in no way implies any partnership with a community organization, business or governmental unit or approval of the contents of a program or meeting by the Old Bridge Public Library.
- The Old Bridge Public Library name cannot be used in advertising the meeting or program except to be listed as the location of the meeting or program.
- The Old Bridge Public Library name and address may not be used as the official location and/or address for any organization or business.
- The selling or promotion of merchandise or services is prohibited in the meeting rooms unless the program is a Library-sponsored event and the Library administration has approved this request in advance. This includes the collection of “free-will” offerings.
- Businesses and organizations desiring to use a meeting room are subject to the meeting room fees listed below and must secure a Certificate of Insurance prior to use of the room, reflecting liability insurance coverage of $1,000,000. The Old Bridge Public Library should be listed as an additional insured on the Certificate of Insurance. Governmental units and organizations in which membership is based upon appointment by the governing body of Old Bridge Township or the Library are exempt from these requirements.
- Local non-profit organizations and local groups may request exemption from rental fees and Certificate of Insurance requirements, based on their inability to pay such fees or acquire insurance Certificates due to finances or group size. The Library Director and Library Board of Trustees reserve the right to grant such exemptions. A letter asking for exemption should be submitted at least 1 month prior to a room rental, and should include any community service the organization or group engages in, as well as a statement of inability to pay rental fees.
- Organizations that donate to the Library in excess of $750 in a calendar year are exempt from meeting room rental fees for that year, though they still must acquire a Certificate of Insurance.
- Applications for use of the meeting rooms should be submitted at least one week but not more than two months before the actual event. No more than two applications can be accepted from an organization or business in a two month period.
- A separate form must be completed for each meeting requested. Payment of the meeting room fee and submission of the Certificate of Insurance must be included with each application.
- The Library must be notified if a meeting is canceled. Any cancellation of a meeting room reservation must be made at least five (5) business days before the scheduled meeting date. If the reservation is cancelled in less than five (5) business days prior to the scheduled meeting date, the meeting room fee will revert to the Library.
- Library and Literacy programs take priority over all other uses of the meeting rooms. Should a need arise, the Library reserves the right to cancel any booking and refund the meeting room fee. The Library will make every effort to insure this does not happen.
- All groups using the meeting rooms must sign in and out at the Information Desk and report the number of people who were in attendance at the meeting.
- Meetings held at the Library may not disrupt the use of the Library for others.
- Supplies such as podium, blackboard and AV equipment (if available) will be provided if requested on the meeting room application. There is an additional fee for use of the Library’s AV equipment.
- The possession, use or distribution of alcoholic beverages, tobacco and electronic smoking products and drug substances is strictly prohibited in the Library and on Library grounds. A patron who violates these terms may be expelled from the Library at the discretion of the Library, and use privileges may be suspended. Additionally, such actions may be reported to police authorities at the discretion of the Library.
- The setting up of chairs and tables is the responsibility of the meeting room applicant.
- At the end of the meeting, all chairs and tables must be put away and the room restored to its former condition. All garbage and trash must be cleaned up. A vacuum cleaner is provided in the Meeting Room Kitchen. Rooms must be restored to their original condition and furniture configuration 15 minutes prior to the closing of the Library.
- Meeting room applicants are responsible for any damage that occurs to the room or equipment during the course of a meeting. The cost of repair or replacement will be billed to the meeting room applicant and must be paid to the Library before the applicant or group can use a Library meeting room again.
- Minors between the ages of 15-18 may use the meeting rooms. In this case, an adult must fill out and sign the Meeting Room Application Form, provide the Certificate of Insurance and assume responsibility for the use of the room.
- In the event of an emergency closing of the Library, every effort will be made to notify the contact person listed on the meeting room application form. However, the Library cannot guarantee that the organization will be notified. It is recommended that the meeting room applicant call the Library should there be a possibility that an emergency closing will be necessary. If the Library closes due to an emergency or if inclement weather prohibits attendees from traveling to the Library, the meeting room fee will be refunded.
- Library Staff is not responsible for the supervision of children while adults are attending programs in the meeting room. Children under the age of eight (8) are not allowed unaccompanied in the Library while their parent or guardian attends a program in the meeting room.
- Banners, literature, photographs or signage promoting an event taking place within the meeting rooms may not be placed anywhere in the Library without the permission of the Library.
- For purposes of fire safety, maximum occupancy of the Large Room is 150, while maximum occupancy of the Conference Room is 12. Organizations renting the Library’s meeting rooms are responsible for enforcing fire safety occupancy limits. Failure to abide by any of these policies may result in withdrawal of meeting room privileges.
- Movies shown or recordings played must have the appropriate public performance rights.
Obtaining the license and all applicable fees are the responsibility of the group. Proof of public performance rights shall be provided to the Library prior to the event date.
Approved by the Library Board of Trustees November 12, 2015.