Meeting Room Policy & Fee Structure

Meeting Room Guidelines

As the information center for our community, the Clark Public Library encourages the free expression of ideas essential to an informed citizenry. The offering of meeting room space in our library facilities is one of the many methods used to provide access to ideas representing all points of view on all subjects. Permission granted to meet in a library meeting room in no way constitutes endorsement by the Library of the policies or beliefs of any group or organization.  No group shall in any of its publicity state or suggest that the Clark Library, the Board of Library Trustees, the Clark Township or the library staff sponsors or endorses the meeting, the group or any particular set of ideas.
The Library reserves the right to review each prospective use and determine whether that use falls within the Clark Public Library meeting room guidelines. Use of the premises may be prohibited or terminated at any time if the conduct of the group interferes with staff work or patron use of the library, is disruptive to library service or patrons, or is abusive or dangerous to the building, library materials, exhibits, furnishings, or individuals in the building.  The library retains the right to make exceptions to policy when warranted.  The library bears no liability for cancellations of programs due to unforeseen library closures or circumstances.  Exceptions to this policy can be made at the discretion of the Director and the Library’s Board of Trustees for any reason.

At this time, the Clark Public Library does not employ daily custodial staff.  Therefore, the meeting rooms require that groups utilizing them provide set up to their desired specifications.  Rooms must be returned to their previous configuration.  Rooms must be cleaned of all and any remnants of the group’s activities.  Groups unable to comply with this regulation will have meeting room privileges cancelled.  An authorized representative of the group reserving the meeting room must remain on the premises throughout the period for which it is reserved, or until the meeting ends. Library meeting rooms must be restored to their original clean condition. Users of library meeting rooms agree to pay for any damages to Library property.

General

The Clark Public Library has meeting rooms available during all public hours of operation. Groups and individuals who use the meeting rooms are guests of the Library, and their use of the space should reflect that understanding. Areas designated as staff lounges are for the use of Library staff and volunteers only. Activities for minors must be supervised by responsible adults.  No person may be denied access to a meeting for which no admission is charged, or where admission is not limited to membership, so long as that person complies with the Library’s Standards of Behavior.
•  Reservations may be made up to 3 months in advance and cannot exceed (12) meetings annually. Reservations shall be accepted, subject to the provisions of this policy, in the order received.

ALL groups are required to complete a meeting room contract prior to use. Contracts must be updated annually and can be found at the bottom of this page.

Who may use Meeting Rooms?

Governmental or non-profit groups, and for-profit groups or businesses are invited to use the library’s meeting rooms. The library reserves the right to schedule and make room assignments according to the library’s needs. Additionally, the library reserves the right to alter the meeting room schedules according to the library’s needs. In general, the library allows groups to reserve meeting rooms on a first-come, first-served basis or (in case of conflict) according to the following order of priority:
• Library Programs and Meetings
• Local Government Meetings/Programs—official meetings or programs of Clark Township, Union County, or State of New Jersey agencies/departments.
• Meetings or Programs of Nonprofit Organizations— open to the public. Priority will be given to Clark Township organizations.
• Activities of For-Profit Organizations/Businesses—classes, workshops, and meetings, excluding activities that result in direct profit, promotion, sales solicitations, or requiring a fee to attend.  Any advertisement for the meeting or program must include the following disclaimer: “The Clark Public Library is not sponsoring or endorsing this program or any goods or services offered.”

Responsibilities of Users

• Clean up and Damage: The sponsoring group or individual making application for use of facilities assumes all responsibility for damage to library property and for leaving the premises in the condition in which it was found, including the arrangement of furnishings and the cleanup of trash. The library assumes no responsibility for room set up. Audio visual equipment is available from the library, but arrangements for such equipment must be made when booking the room.
• Groups may identify the library and provide its address in their publicity for the meeting, but may not give out the library’s telephone number or invite potential attendees to contact the library.
• Each group will assume responsibility for any theft, damage and/or personal injury resulting in the use of the facilities. Group members are responsible for making themselves aware of emergency exits and safety equipment such as fire extinguishers.
• The Library will be notified not less than 24 hours in advance of any cancellation of a meeting. Failure to notify the Library may result in denial of future access to the rooms. In the case of inclement weather, or other emergency, which forces the library to close, the library will use the contact information on the meeting room application to notify the group that the room is not available. It is the Group’s responsibility to notify their members of any changes to meeting schedule. If the library closes for an emergency, groups which have paid for room rental can receive a refund of their rental charge or reschedule their meeting for a different date.
• All applications to use the room must be approved by the Library Director or his or her designee. 

 

Click here for the NON PROFIT ORGANIZATION meeting room contract.

Click here for the FOR PROFIT ORGANIZATION meeting room contract.