Meeting Room Policy

The BHPL Meeting Room is available for meetings of a civic, cultural, educational or recreational nature. All meetings must be open to the public. Meetings for direct commercial benefit of individuals or organizations (including non-profits and not-for-profits) are prohibited.
Commercial groups must sign an additional form and pay the fee established by the Board of Trustees.
At the time of application, a copy of the Meeting Room Policy will be given to the applicant. Applicant must be a Berkeley Heights resident 18 years or older. The signed application will be the agreement that the organization will abide by BHPL policy. The application must be returned to BHPL at least 30 days in advance of the scheduled meeting. When the meeting is intended for minors, application must be made by an adult who will be present and responsible for the conduct of the meeting and use of the facility. No reservation is officially confirmed until the Library sends an approval.
Approval or refusal of applications will be determined by the Library Director. Reason(s) for denied applications will be provided by the Library Director according to the Meeting Room Policy. Appeals can be made to the Board of Trustees to be considered at their next regularly scheduled meeting. BHPL reserves the right to revoke permission for present and/or future use of the Meeting Room to any group which fails to adhere to BHPL policy and guidelines or causes disruption to library services.
The following regulations must be observed in using the Meeting Room.
1. The Meeting Room is available only during the Library’s regular operating
hours. It is the responsibility of the group to leave before closing time.
2. The person signing the application will be responsible for the condition of the room when the group leaves. Return chairs and tables to their original locations
3. The Meeting Room can be booked for meetings of 4 or more people. With 48 hours advance notice, the alcove on the Upper Level can be reserved for use by 2 or 3 people. Alcove use is limited from February through mid-April.
4. Maximum seating capacity of the Meeting Room is 100 people.
5. The person in charge of the meeting should confirm to BHPL staff that the meeting will take place.
6. Groups may not charge admission or solicit money for any purpose.
7. Applicants must notify BHPL to cancel meetings. Failure to do so may jeopardize future Meeting Room bookings.
8. Smoking is not permitted in BHPL.
9. Advance notice must be given at the time of application if food or beverage will be served. Any remaining food must be removed from the Library.
Serving alcoholic beverages is strictly prohibited.
10. All trash and debris must be removed from the Library at the completion of the meeting.
11. With advance notice, BHPL audio-visual equipment may be reserved for Meeting Room use. The sponsoring organization is responsible for providing an experienced operator.
12. Any materials distributed at meetings must carry the name of the sponsoring organization. Any remaining materials must be removed at the completion of the meeting.
13. The Library neither sponsors nor endorses meetings other than official BHPL programs.
14. Individuals or organizations using the Meeting Room or library equipment assume responsibility for damages or theft, the amount to be established by the Library Director.
15. Users agree to release the Free Public Library of Berkeley Heights, its officers, employees and agents from any and all liability for any and all claims that arise in connection with the use of the Meeting Room including, but not limited to, accidents, injuries or loss or damage to property.
16. BHPL reserves the right to cancel a confirmed reservation if the Meeting Room is needed for Library purposes. As much advance notice as possible will be given.
17. BHPL sponsored programs are exempt from these regulations.
18. The Board of Trustees reserves the right to amend this policy at any time. As necessary, it may also limit the number and frequency of public meetings.
19. At the discretion of the Library Director, a meeting may be necessary to
discuss arrangements for large scale programs or displays/exhibits.
Adopted 6/11/2001, Rev. 3/11/02