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Meeting Rooms Policy
The meeting rooms are available in the East Orange Public Library primarily to support library programs and functions that further the mission of the library. When not being used by the library, the rooms can only be used by government, educational, community, business meeting, and non-profit organizations that serve the greater East Orange Community. Meeting room use is not intended for individuals. In accordance with the American Library Association’s Library Bill of Rights and its interpretation pertaining to meeting rooms, the library does not limit use of the meeting room based on the subject matter or content of the meeting or on the beliefs or affiliations of the meeting’s sponsors. However, all meetings must adhere to the rules established by the Library Board of Trustees. Failure to comply with the established rules may result in loss of future use.
Except for library and library-related programs, groups and organizations may reserve the meeting room no more than one time each month. A limited series of weekly or daily meetings may be scheduled at the discretion of the library director. The meeting room may be reserved up to 60 days in advance. Fees, rules, and procedures for use of the meeting room are established by the Library Board of Trustees and are reviewed annually. A copy of the fee schedule, rules, and procedures will be provided with the application for meeting room use. A completed and signed application must be returned to the library director or designee within two business days or the reservation may be subject to cancellation. The library director may waive fees under exceptional circumstances.
The library will attempt to supply standard, nonconsumable meeting equipment and supplies, such as a speaker’s podium if this item is requested when the reservation is made. However, availability of equipment cannot be guaranteed, and meeting planners are encouraged to provide their own equipment. The library cannot provide supplies such as pens and paper.
Use of the meeting room does not imply endorsement, support, or co-sponsorship by the East Orange Public Library of the activities that take place in the meeting room or of the beliefs of the group using the meeting room. Groups or individuals using the meeting room may not imply that the event or program is sponsored, cosponsored, or endorsed by the library in any advertising or publicity.
All meetings and programs held in the library’s meeting rooms must be open to the public. No selling, solicitation, or taking of orders for future purchases may occur without written permission from the library director. No admission fees may be charged for programs held in the meeting room. Groups and organizations failing to comply with any part of this policy or the established procedures will be denied further use of the meeting room. A library staff member may be present at any time during the meeting.
Approved by the Board of Trustees on 5/9/2002.