Meeting Room Policy

1. The Library promotes equitable and affirmative treatment of all individuals regardless of race, ethnic origin, place of origin, citizenship, color, ancestry, language, creed (religion), age, sex, gender identity, gender expression, marital status, family status, sexual orientation, disability, political affiliation, membership in a union or staff association, receipt of public assistance, level of literacy or any other similar factor. In accordance with the foregoing, the Library urges all applicants to adhere to a policy of non-discrimination and reserves the right to deny or cancel a booking when it reasonably believes that said policy will be violated by the applicant organization.
2. The public meeting rooms may be engaged for educational, civic, and cultural purposes, but not for sectarian religious or partisan political meetings, or for merely business meetings, except where certain organization business is incidental to an educational, civic or cultural meeting.
3. Applicants who are denied permission to use these facilities may, upon written request, have the decision reviewed by the Library director, whose decision shall be final.
4. All meetings may be visited by the Director of the Library or his delegated representative.
5. Library spaces are available for two types of events: Open to the Public (“Open”) and Closed to the Public (“Closed”). The Library reserves the right to access the space at any time during rental as “Closed”. Unless an organization pays a “closed meeting” fee, no organization using the space may make a collection, charge a fee, sell merchandise, or collect an admission charge. The sale of books is the only exception to this policy, and requires pre-authorization by the Library Director or their representative.
6. Groups using the Library’s facilities are to confine their meetings to the hours the Library is open.  An additional charge will be made for any meeting that runs beyond the hours the Library is open at the rate of $100.00 per hour or any part thereof.  This “overtime charge” must be paid within five days after the program date; subject organization will not have privilege of booking room(s) again until the “overtime charge” is paid.
7. Music may be permitted if, in the judgment of the Director or his delegated representative, it will not affect or interfere with the work of the Library.
8. No literature may be distributed by users of a public meeting room without advance permission of the Director or his delegated representative.
9. Attendance at meetings in the various areas assigned will be restricted to the number of persons permitted for the respective areas by the Building Department of the City of Newark.
10. Balloons are not permitted in the rooms.
11. Rooms must be booked at least fourteen days in advance of the program date; application must be received by the Library at least ten days before program date; after application is approved, “Room Use Fee” must be received at least five days prior to the date of the program.
12. When a public meeting area is to be used by minors, application must be made by an adult who will agree to be responsible for the conduct of the meeting, for any fees incurred, and for any damage that might result.
13. The serving of food and beverages is not encouraged.  If a group wishes to serve alcoholic beverages, the Alcohol Service Rider must be submitted in full at least fourteen days prior to the date of the program. The sale of alcoholic beverages is not permitted, unless given authorization by the Library Director and the applicant can prove possession of the proper liquor license.
14. Meeting room space is to be used for the purpose announced or intended.  Any change of plan or topic must secure pre-approval from the Library.
15. If an organization would like to request the Library, a Department, Division or Program to co-sponsor their event, a separate request must be made in writing at least two months before the date of the program; said request must be made to the Library Program Coordinator, The Newark Public Library.
16. Any special room set-up instructions for Centennial Hall must be received by the Library at least seven days before program date; the Library will not call your organization for set-up. If we receive no call, you must accept the room the way previous user left the room.  Any requested change after room has been set-up will require an additional labor fee which must be paid within five days after program date or organization cannot book room again.

Last updated August 24, 2018