Thursday, February 10, 2011

Revised Meeting Room Policy: Approved by the Library Board of Trustees: February 9, 2011

The meeting rooms of the Old Bridge Public Library are available for use by nonprofit community groups for informational, educational or recreational meetings and programs in keeping with the mission of the Old Bridge Public Library.

Permission to use the meeting room does not constitute Library endorsement of the aims, policies or activities of any group or organization. The Old Bridge Public Library follows the guidelines of the American Library Association in promoting the use of its meeting rooms. The meeting rooms are available on an equitable basis regardless of the beliefs or affiliations of individuals or groups requesting their use.

Use of the meeting rooms is subject to the following policies of the Old Bridge Public Library:

1. 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.
2. The meeting rooms are available for use by nonprofit community organizations after a Meeting Room Application has been submitted and approved by the Library.
3. Use of the meeting room in no way implies any partnership with a community organization, or approval of the contents of a program or meeting by the Old Bridge Public Library.
4. 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.
5. The Old Bridge Public Library name and address may not be used as the official location and/or address for any organization.
6. The selling or promotion of merchandise or services is prohibited in the meeting room unless the program is a library-sponsored event and the Library administration has approved this request in advance.
7. The collection of names and contact information of those attending a program is prohibited.
8. 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 in a two month period.
9. A separate form must be completed for each meeting requested.
10. The Library must be notified if a meeting is canceled.
11. 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. The Library will make every effort to insure this does not happen.
12. 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.
13. All meetings must be free and open to the public and may not disrupt the use of the library for others.
14. Supplies such as podium, blackboard and AV equipment (if available) will be provided if requested on the meeting room application.
15. Alcoholic beverages are prohibited in the Library and on its grounds.
16. The setting up of chairs and tables is the responsibility of the meeting room applicant.
17. 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.
18. 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.
19. 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 and assume responsibility for the use of the room.
20. 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.
21. Library Staff are 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.
22. Banners, literature, photographs or signage may not be placed anywhere in the library without the permission of the Library.

Failure to abide by any of these policies may result in withdrawal of meeting room privileges.

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