Meeting Room

Woodbridge Public Library
Meeting Room Policy

The library has meeting rooms for library-sponsored and library-affiliated programs such as those for literacy, library partnerships with government and community social service agencies, and Township board and agency sessions.  Meeting rooms may be reserved by other organizations if there is not a schedule conflict with these programs, which have priority. 

Reserving a Meeting Room

Meeting room requests are made through a written reservation request form available from the library system agencies during business hours or from the library website:  http://www.woodbridgelibrary.org/.    Meeting room capacity is as follows:

 

AGENCY

 LEGAL ROOM CAPACITY

(Auditorium Style)

 LEGAL ROOM CAPACITY

(Chairs & Tables)

 Main

90

---

  Fords

100

56

  Henry Inman

60

48

  Iselin

104

48

 

 

  Session Times and Fees

 Profit-making organizations are subject to the following fees per session:

  •       Main Library meeting room -                                                              $100
  •       Branch (i.e. Fords, Henry Inman, Iselin) meeting room -                     $  75

Each meeting is limited to a one-session time block (see below).

 

 LOCATION(S)

 DAY(S)

 SESSION

 Main

 Monday - Friday

 9 a.m. - 12 p.m.

 Branches

 Monday / 
Wednesday - Friday

 10 a.m. - 12 p.m.

 All

 Monday - Friday

 1 p.m. - 5 p.m.

 Main

 Monday - Thursday

 6:00 p.m. - 8:30 p.m.

Branches

 Monday - Tuesday /
Thursday

 6:00 p.m. - 8:30 p.m.

 Main

 Saturday

 9 a.m. - 12 p.m.

 Branches

 Saturday

 10:00 a.m. - 12:30 p.m.

 Main

 Saturday

 1:00 p.m. - 4:30 p.m.

 Main

 Sunday

 1:00 p.m. - 4:30 p.m.

 

Meeting Room Regulations

Applications are approved or rejected based on the availability of space and whether use of the room complies with the regulations set forth in this policy and the Woodbridge Public Library Rules of Conduct [Visit  http://www.woodbridgelibrary.org/].  A room may be used only for the applicant’s stated purpose.  Noncompliant applications will be refused.

  1. Meeting rooms are not intended for individual use and are restricted to groups with a minimum of 10 or more people in attendance.  Groups are responsible for not exceeding the legal meeting room capacities.  
  2. Meetings are scheduled only for hours the library is open to the public and must end 30 minutes prior to library closing times.  
  3. Library meeting room bookings for organizations are limited in number due to high demand; no organization may monopolize library meeting rooms.  To ensure equitable access to meeting rooms, an organization may book a maximum of one meeting room session per month or 12 meeting room sessions throughout a year.   
  4. A room reservation form must be submitted to the appropriate Branch Head (at Fords, Henry Inman, and Iselin) or to the Administration Department (for all library system branch meeting rooms and Main’s) for approval at least two (2) weeks prior to the meeting date.  It must be signed by an adult who is a member of the organization applying to use the room. 
  5. A meeting room application for any age group through senior high school must be made by an adult sponsor.  At least one adult must be in attendance at the meeting and responsible for the group’s behavior and the protection of the building and its contents.
  6. The library will not approve a room reservation where intended use is inconsistent with the Woodbridge Public Library Rules of Conduct or inconsistent with meeting room policy and regulations.
  7. The library reserves the right to deny meeting rooms to organizations that frequently cancel meetings; do not notify the library about canceled meetings; consistently overstay their reserved time; misuse the meeting room; and that misrepresent their sponsors, content, purpose, and / or audience for the event.
  8. Checks for room rental fees and food deposits should be made payable to the Woodbridge Public Library and be imprinted with the name and address of the applicant and / or the applicant’s organization.  These fees are due upon room reservation confirmation, and at least one (1) week prior to a meeting.  If payment is not received by the deadline, the library will cancel the reservation. 
  9. An organization must cancel a meeting two (2) weeks prior to its scheduled date or its rental fee will revert to the library.   No-show organizations may not book a meeting room for six (6) months.
  10. If the library must cancel a meeting room reservation for unforeseen library demands or an emergency, it will make every effort to notify the organization holding the reservation as soon as possible.  During adverse weather conditions, reservation holders should contact the library or visit its website for closing information.  The library will refund only the room rental fee to an organization when there is an emergency closing.
  11. Organizations using library facilities are responsible for all damage to library property which results from their use of these rooms.  The applicant assumes full financial responsibility for misuse and damage to the room.  The library is the sole determiner of the cost of damages for a room. 
  12. Applicants assume full responsibility for damage to library property, the property of others or for personal injury resulting from applicant’s acts or omissions
  1. The applicant shall indemnify, defend, and hold harmless the Woodbridge Public Library (the “Library”) and the Township of Woodbridge (the “Township”), its officers, officials, agents, and servants from and against any and all claims, damages, losses, and expenses, including reasonable attorney fees, resulting directly, or indirectly, from any loss, claim, damage or injury to any person or property, arising or alleged to have arisen from the Applicant, its agents, servants, employees or subcontractor’s use of the library facility.
  1. Organizations utilizing the meeting rooms are considered a public accommodation under the Americans with Disabilities Act (ADA) and are responsible for providing any necessary aid or service in compliance with the ADA.
  2. All meetings are open to the public; nonmembers need not be permitted to speak, interrupt or disrupt group programs and presentations, but must be allowed to attend, observe, and learn.

Exceptions to this open meeting regulation are: 

  • A course of academic instruction approved by the board of education or the NJ Department of Education or the institutions under its jurisdiction
  • Executive sessions of otherwise qualified organizations, when those executive sessions are carried out under the provisions of applicable state laws
  •  No admission charge may be made by any group using library meeting rooms.  Solicitation of money (e.g., admission charges, dues, donations or sales) and fund-raising of any other kind are not permissible during any program held in the library.
  •  Meeting rooms may not be used for the purpose of religious worship or instruction.
  •  Groups are responsible for their own set-up of chairs, tables, and other arrangements, and must return the room to the condition in which it was found.  Set-up and clean-up must occur within the reserved time for the meeting.
  •  Organizations must adhere to fire safety regulations, including keeping hallways free of meeting-related furniture and other items.
  •  No food or beverages are permitted in carpeted areas of a meeting room; only light refreshments such as coffee and packaged snacks are permitted in uncarpeted areas of the meeting rooms. 
  •       §No catered meals or other food services are allowed
    The library does not provide coffeepots and other supplies
    Groups serving refreshments assume all responsibility for clean-up of the meeting room 
    Groups serving refreshments must pay a $25.00 food deposit.  If the room is properly cleaned after use, the fee will be refunded
  •  Organizations must comply with copyright law in their use of media such as music and video and are responsible for enforcing Motion Picture Association of America (MPAA) admission policies associated with rated films.
  •  The library is not responsible for supervising children whose parents are attending a meeting within the library.  The library’s policy on unattended children states in part that, “Parents are responsible for their children in the library.  Children under the age of six in the library must be accompanied at all times by a responsible caregiver age 13 or older.” 
  •  The library is not responsible for storing or caring for an organization’s materials, nor is it responsible for what an organization leaves behind.

Meeting Room Prohibitions

  1. Using the name or the address of the Woodbridge Public Library as the address for organizations using the library's meeting rooms.  All publicity for an event scheduled for the meeting room shall clearly indicate the name of the sponsoring party.  Nothing in the publicity may suggest the library is a sponsor of the event.
  2. Having the library publicize an organization’s event (e.g., printing and distributing brochures)
  3. Using a room for the commercial benefit of private individuals or for profit-making purposes
  4. Holding meetings sponsored by or for a commercial organization for anything other than an informational purpose or at which goods or services are advertised or sold, whether for profit or to raise funds for nonprofit organizations
  5. Any sales or business transactions on the premises, including taking orders for items
  6. Political candidates’ campaign meetings within 90 days of an election
  7. Disruption of other library use
  8. Private receptions or parties
  9. Using employee entrances to get to or from a meeting room
  10. Using library employees to deliver telephone messages to meeting room users
  11. Serving food in a meeting room without prior library approval
  12. Setting up food service (e.g., catering stations) or eating in hallways / outside meeting rooms
  13. Using hallways as meeting rooms
  14. Hanging materials (e.g., on the walls, from the ceiling) by any means whatsoever.  The organization will be held responsible for damage to a meeting room as assessed by the library.
  15. Paints or messy craft work
  16. Open flames or candles
  17. Bingo or other games of chance
  18. Conduct of any unlawful activity
  19. Excessive noise and/or physical activities disturbing other people using the library or causing damage to library property
  20. Smoking
  21. Alcoholic beverages
  22. Posing physical or safety hazards  or security risks to meeting attendees and / or library employees

Rights Reserved / Disclaimers

  1. The library reserves the right to cancel a meeting room reservation for unforeseen library needs and emergencies. 
  2.  Permission to use a library meeting room does not signify endorsement of the aims, policies, programs or positions of the group or organization.
  1. Permission to use a room is revocable and does not constitute a lease.
  2. The library reserves the right to deny meeting room use to any organization that does not comply with the regulations set forth in this policy and the Woodbridge Public Library Rules of Conduct.
  3. The library reserves the right to deny meeting room use to any group that does not leave a room in a clean and orderly condition or causes damage to library property.

Waiver of Regulations: 

Exceptions from specific regulations of this policy may be authorized in writing for the Woodbridge Public Library, Friends of the Libraries of Woodbridge Township, Woodbridge Township boards and agencies, Middlesex County, and the State of New Jersey.

< Approved - Board of Library Trustees - December 15, 1994 >
< Approved - Board of Library Trustees - January 20, 1995 >
< Revised - Board of Library Trustees - November 21, 2002 >
< Revised - Board of Library Trustees - October 21, 2010 >