Use of Community Rooms
X. Use of Community Rooms
Local, non-profit organizations or groups may use the Library’s community rooms, subject to space and time availability, so as not to conflict with the Library’s use of the facilities. The Library Board reserves the right to restrict and limit the use of the community rooms. All applications are subject to review by the Library Board or their designee. Permission to meet at the Library does not constitute the Library’s endorsement of the organization’s policies or beliefs.
Hours of Use:
All meetings shall be held between the following hours, which are based upon the hours the Library is open or custodial coverage is available:
Monday through Thursday: Friday:
(Saturdays in July and August)
10:00 a.m. – 10:00 p.m. 10:00 a.m. – 5:00 p.m. 10:00 a.m. – 4:00 p.m. 10:00 a.m. – 2:00 p.m.
If any group or organization exceeds the stated time limits, they must pay the additional custodial wages for the excess hours. Advance permission is required. Special requests for use of the facility for other than the stated times are subject to approval by the Library Board.
No admission charges, collections, tuition, sales (except for regular club dues) or other money raising activities may be attached to the meeting rooms, unless approved by the Library Board. Groups may charge attendees for the actual costs of the program, or accept voluntary donations for a charitable or educational use.
Each organization must submit a certificate of liability insurance for personal injury and property damage. Each organization shall assume financial responsibility for any theft or damage resulting from its use of the facilities.
There will be a $50.00 refundable security deposit required at the time the reservation is made. Borough of Ringwood Boards, Commissions or Departments are exempt from this charge. The deposit will be refunded if the room is vacated on time and left in an acceptable condition.
a. Reservations will be accepted on a first-come, first-served basis, upon receipt of the completed application form, deposit payment and insurance certificate. The Library must be notified of cancellations at least 10 days before the scheduled meeting to issue a refund.
Community rooms may be scheduled for no more than one year in advance based
on the school year and cannot be reserved by any one organization more than twice per month. Scheduling will begin June 1 for the coming school year, September through August.
The Library reserves the right to cancel with two-weeks notice or relocate any scheduled meeting if circumstances warrant.
7. Rules for Use
The group or organization is responsible for setting up tables, chairs and any specialized equipment, and for restoring the original arrangement upon the conclusion of the meeting.
Groups with members under 18 years of age must have an adult sponsor who will be present at the meeting. Organizations sponsoring programs for children under 18 must provide chaperones who will be present in the room and responsible for the children’s welfare and behavior. A general guideline is 10 children per chaperone.
The kitchen is available for the serving of light refreshments only. No cooking is allowed.
If the organization cancels a scheduled meeting, the Library must be notified no less than 48 hours in advance.
All refuse must be disposed of in containers provided. Tables must be clean and wiped down.
No modifications to the facility are permitted. No tape or tacks may be used. Decorations or equipment must be removed before the room is vacated.
Excessive noise or use of hazardous materials is prohibited.
Smoking, use of alcoholic beverages, drugs, or other illegal substances are not permitted.
Compliance with all applicable local, state and federal laws pertinent to the organization’s use of the community room shall be the sole responsibility of the organization. Examples include, but are not limited to, public performance rights, copyright, the laws of libel and slander, etc.
The conduct of meetings will be respectable and well governed.
Organizations are required to supply their own equipment and supplies. No dishes, silverware, paper goods, etc. will be provided.
No organization or group shall use the Library as its official address except the Library Board and the Friends of the Ringwood Library. Storage of goods by organizations meeting at the Library cannot be accommodated.
Failure to abide by these rules may result in cancellation, refusal of future reservations, and/or forfeiture of the deposit.
Emergency closings: If the Library is closed due to inclement weather or another
emergency condition, the community rooms will be closed. If the weather is questionable, the organization is responsible for contacting the Library to verify that it will be open and to inform its members accordingly.
Seating Capacity: (Numbers are approximate) Meeting Room: 70 people in chairs only
38 people at tables
Conference Room: 16 people at conference table
The Library subscribes to “The Library Bill of Rights: Meeting Rooms”, adopted July 2, 1991 by The American Library Association Council, which states in article VI that “libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.
Adopted by Library Executive Board June 24, 1999 Revised by Library Executive Board October 28, 2004
Application for Use of the Community Room
Please read attached Community Rooms Use Policy
Kindly print all requested information
1. Room requested (see diagram): ____Meeting Room ____Conference Room
2. Name of Requesting Organization: ______________________________________________________
3. Day of Week and Date of Program: _____________________________________________________
*If recurring meeting dates, please attach a sheet listing all requested dates. Make sure you indicate
when you will not be meeting due to holidays, school vacations or other schedule variations.
4. Program Start Time: ____________________________ End Time: ____________________________
(We suggest adding a half hour at start and conclusion of most programs to accommodate audience
seating and departure.)
5. Contact Person: Name: _______________________________________________________________
6. Phone Number: Daytime: ________________________ Evening: _____________________________
7. E-mail Address: _____________________________________________________________________
8. Emergency Contact and Number: ________________________________________________________
9. Purpose or Type of Program: (Please be as specific and complete as possible; attach additional sheet if
10. Will there be any charges to the participants? _________ If yes, how much and for what purpose?
11. Is the program open to the general public? Yes _____ No _____
- Expected Number of Attendees: _________________________________________________________
- Furnishings and Equipment needed: We will provide a basic room set up. (NOTE: IF YOU NEED TO REARRANGE THE ROOM, YOU MUST PUT IT BACK IN ITS ORIGINAL SET UP BEFORE YOU LEAVE.)
Chairs _______ Tables _______ Podium _______ Projection Screen _______
Easel _______ TV/VCR _______
14. Will refreshments be served? Yes _____ No _____
If yes, please describe: _______________________________________________________________
15. Age Group of Children (if under 18) _____________________________________________________
16. Number of Supervising Adults (for children under 18) _______________________________________
Required Certificate of Insurance is attached. Yes ____ No ____
Required deposit check is attached. Yes ____ No ____
(payable to Ringwood Public Library)
If requested use is granted, we hereby agree to comply strictly with the Community Rooms Use Policy and the Rules for Use. We understand that failure to do so may result in forfeiture of deposit funds and denial of future use.
Signature of Applicant/Date
Approval of Library Board Designee/Date
Authorization to use the Library Community Room Facilities does not imply Library approval or sponsorship to any individual, group or activity.