All meetings must be open to the public. Organizations conducting business meetings or presenting programs may wish to restrict or limit public comments during all or part of their meeting or programs. Any such restrictions should in no way interfere with the public's ability to attend, observe or listen to the program.
Persons or groups must submit a completed online Reservation Request Form to the library at least three business days before the event. The reservation is not completed until the form has been submitted and confirmation email has been sent.
Meeting room space is intended for specific events rather than for regularly scheduled, on-going meetings. Use of a space with a frequency of once a month or greater will be considered a regularly scheduled meeting. Meetings may be scheduled up to 3 months in advance and persons or groups may have 3 meetings scheduled during that time.
No admission fees will be charged. No products or services may be advertised, solicited or sold in library meeting rooms or on library property. Educational courses conducted by non-profit agencies may charge fees for learning materials or course credits, but the program must be open for observation to members of the public who don't pay fees.
Only fundraising events sponsored by the library, Friends of the Library or other organizations affiliated with the library are permitted.
Groups reserving the meeting room are responsible for the set-up and take down of all tables and chairs used. Failure to do so will result in a warning letter advising the group that they did not set-up and/or take down the tables and chairs. A second violation will result in the assessment of the monetary penalty, in an amount sufficient to reimburse the Library for the cost of the janitorial services to restore the room.
All meetings must be completed fifteen (15) minutes before the library closes unless prior approval is given by the Director. No meeting may continue beyond 10:45 p.m. in the main library or beyond closing time at the Preakness Branch. When a meeting begins after the library is closed, the reserving group must arrange to have someone in the library before closing time.
Nothing may be affixed or mounted in any way to the walls.
Copyrighted materials may be used when permission to do so has been secured from the holder of the copyright or presented to appropriate Library personnel prior to the meeting or when such use falls within the Fair Use standards of U.S. copyright law.
Permission to use the rooms includes ordinary use of the furniture and fixtures, including chairs, tables, TV/VCR, data and electrical lines and public address system. All other items must be provided by the person or group reserving the room.
The individual or group reserving the meeting room shall be responsible for any damage to or loss of library property. If library property is either damaged or lost, the Library Director shall obtain estimates for the repair of the damage or the cost of the replacement of the lost property. The individual or group will be responsible to pay that amount to the Library.
Refreshments and light catered meals may be served. Meal preparation is not allowed. Users are responsible for cleaning up and restoring the room to its original condition before leaving. Failure to do so will result in a warning letter advising the group that they did not clean up the room and restore the room to its original condition. A second violation will result in the assessment of a monetary penalty, in an amount sufficient to reimburse the Library for the cost of janitorial services to restore the room.
No smoking or alcoholic beverages are allowed in the library.
The library is not to be considered the sponsor, the host, or the endorser or in any other way associated with any organization using the meeting room. To establish the fact that the Wayne Public Library is not sponsoring the event, all publicity which uses the name of the library must include the statement “Sponsored by (the name of the organization).”
Maximum occupancy of the meeting room(s) will be limited to:
150 total occupancy; 75 per room; seated and/or standing
70 total occupancy; 35 per room; seated at tables.
If a group reserving the room cancels a scheduled meeting, the applicant must cancel the meeting as soon as possible.
The library assumes no liability for theft or damage to property brought onto library property or for injuries, which occurs as a result of actions of sponsors or participants in activities in meeting rooms.
The library retains the right to deny the space to any user whose planned use of the space does not comply with these terms. The library reserved the right to cancel a reservation with no less than 48 hours notice, if the space is required for use by the library or a library related organization.
Meeting room programs must not interfere with library operations.
Material such as pamphlets and flyers may be posted or distributed within the Policy on the Distribution of Informational Materials and the Use of Public Bulletin Boards and Spaces.
The Director is responsible for the administration of this policy and for establishing administrative procedures for its implementation.
The policy restricting room reservation may be amended, at the board’s discretion, for organizations that have special needs. These may include the long-term reservation of buses for transportation to the library due to disabilities or the hardship of using other township facilities due to reasons of health. Such exceptions shall not interfere with the normal use of the library or the meeting room and shall be decided, by the board, on a case by case basis.
