The mission of the Millburn Free Public Library is to fulfill the
educational, informational, cultural and recreational needs of the
community by providing open and equal access to services and library
materials in various formats.
GENERAL MEETING ROOM POLICY
The Library's meeting room facilities are to be used to enhance
the educational, cultural and community life of the residents of
Millburn Township, in accordance with the Library’s mission and the
American Library Association’s “Library Bill of Rights” which
states, “ Libraries that 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.”
The Library reserves the right to prioritize meeting room use
based on the following criteria:
- Library meetings or Library-sponsored programs
- Millburn Township official meetings (including
- Groups and organizations based in Millburn Township
- Other groups and organizations (among whose membership there
must be a Township resident or Library cardholder) subject to
the provisions below
or to any modifications that may be made by the Library's Board
REGULATIONS FOR USE
- All meetings scheduled in the Library must be open to the
general public and free of admission charges. No donations may
be solicited or collected from the audience. Promotions or sales
of services, products, merchandise, materials or other items are
- Sales of services, products, merchandise or solicitations
for donations by a Library-sponsored program or event, or by the
Friends of the Library are permitted.
- Meeting rooms may not be used for purposes prohibited by
local, state and/or federal law.
- Meeting room application must be signed by a sponsoring
adult when the facility is used by minors. That adult must also
be present for the duration of the program/meeting.
- The use of alcoholic beverages is prohibited.
- The Library is a totally smoke-free facility.
- The use of hazardous materials, including but not limited to
open flames (such as candles) and incense are not permitted.
- Handouts, advertisements and other materials for a meeting
or program are subject to approval by the Director or his/her
representative and may not indicate by text, graphic or
implication the endorsement or sponsorship of the Library. All
advertisements and notices must clearly designate the sponsoring
- Meeting rooms may not be used for personal celebrations
including, but not limited to showers, birthday parties or
- Attendance size will be limited to the number authorized by
the Fire Department for the particular room.
- Meetings are to be held during the Library’s public hours
unless specific arrangements have been made with and approved by
the Director. Barring extenuating circumstances as defined by
the Director, an additional room fee will be charged for
meetings that are held outside the Library’s public hours.
- Set-up preparation must be included in the regular meeting
schedule. Access to the meeting room prior to the Library’s
public hours will not be permitted.
- Decorations must be approved by the Director and may not be
affixed to the wall. All decorations must be free-standing.
- With proper notice and sufficient reason, the Library
reserves the right to revoke permission for the use of a meeting
room; or to change the meeting location to another room.
APPLICATION FOR USE
- A signed application for the use of a meeting room must be
submitted to and approved by the Library Director or his/her
authorized representative. Approval shall be at the discretion
of the Library Director or his/her authorized representative
subject to the policy. No reservation is officially confirmed
until the Library sends out a written approval of an
application/request. The applicant must acknowledge having read
a copy of this policy statement; sign the "Damage,
Indemnification and Applicant Hold Harmless Agreement" and
complete the attached application form.
These documents are available online on the library’s website
and may be submitted electronically with a digital signature.
- All organizations using the Library's rooms shall be
responsible and liable for any damage to the room and/or its
- If the serving of refreshments is proposed, a specific
request to do so must be made in advance and be approved by the
Director or his/her representative. Arrangements for use of
coffee urns must be made in advance and fees paid. No
refreshments are allowed in the Williamsburg Room.
- Set-up of a room shall be arranged in advance and may not be
- The Board of Trustees reserves the right, at its sole
discretion, to waive any provision contained herein, and to
modify or revoke any permission for use previously granted by
the Director or his/her representative.
- The Board of Trustees reserves the right to amend or cancel
any or all of these provisions at any time.
MEETING ROOM FEES - PROFIT-MAKING ORGANIZATIONS
During regular Library hours
||$150 per hour
||$50 per hour
||$100 per hour
|Piano Recitals -- three (3) hours
|Rehearsal (for booked recitals
||$50 per hour or any part thereof
||$5 (coffee & accessories to be
provided by the organization using the room)
|Kitchen Privilege (Room B)
||$10 (refrigerator storage – must be
emptied immediately after the program)
||$40 (renting organization is
responsible for knowing how to use the equipment)
* Concerts running in excess of 3 hours will be subject to an
additional charge of $75 per hour for each hour (or
part thereof) over the original 3.
All fees must be received by the Library no later than 7
days before the meeting or program.
MEETING ROOM FEES - NON-PROFIT ORGANIZATIONS
|Monday through Thursday
||9:30 a.m. - 8:45 p.m.
|Friday & Saturday
||9:30 a.m. - 5:15 p.m
||1:00 p.m.- 4:45 p.m
|(CLOSED SATURDAYS IN AUGUST)
DAMAGE, INDEMNIFICATION, AND APPLICANT-HOLD-HARMLESS
The undersigned agrees to assume responsibility for the
preservation of order at said location and liability for any damage
thereto and for the observance of all policies, rules and
regulations of the Millburn Free Public Library and further release
Millburn Township, the Millburn Free Public Library, and their
respective officials, employees, and agents (collectively the
Township parties) from any liability of any kind whatsoever arising
out of participation, organization and/or sponsoring of said
activity. The undersigned further agrees to indemnify and hold
harmless all of the Township parties from and against any and all
actions, causes of action, losses, damages, liabilities, and claims,
and all fees, costs and expenses of any kind related thereto
(including without limitations, reasonable attorney's fees), arising
out of or resulting from claims based upon or related to
participation, organization and/or sponsorship of said activity
The undersigned is at least 21 years of age and intends to be bound
by this agreement.
I HAVE RECEIVED AND READ THE MILLBURN FREE PUBLIC
LIBRARY'S USE & RENTAL POLICY AND UNDERSTAND THAT I AM PERSONALLY
RESPONSIBLE FOR MY GROUP'S ADHERENCE TO SAME.