Meeting Rooms Rental Agreement Form - East Orange Public Library Page 2

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Monetary Solicitation

Meetings/events must be without charge unless the Library Board of Trustees authorizes admission fee in advance. The seeking of donations is

prohibited. Nothing may be sold on the premises nor may orders for items be taken.

Room set-up and Equipment

Room set-up selection is the responsibility of the applicant and must be selected on the Meeting Room Application. The library will not provide any

Audio/Visual (A/V) equipment. Each organization must clean up the meeting room and return it to the condition in which it was found. A charge will

be assessed for any special cleaning or repairs made necessary by a group (see attached Schedule of Fees).

If a group wishes to bring equipment from another source, it must be approved by the Library Director or designated authorized library personnel in

advance. One-time special request to use audio/visual equipment within the meeting rooms must be made in advance and indicated on the Meeting

Room Application form. If the Library’s equipment is used, a fee will be charged.

The library will not care for or store any organization’s materials and will not take responsibility for materials left by an organization.

Food and Beverages

Alcoholic beverages and smoking are prohibited in all meeting rooms. Food and drink is permitted but will be allowed only with advance notice

and a non-refundable deposit (see application for fees). The arrangements for food delivery are solely the responsibility of the applicant. In addition,

it is the applicant’s responsibility to handle set up and clean up of the room. The non-refundable deposit must be received (once application has

been approved) prior to the scheduled meeting/event. Charges will be assessed if room is left in an unsanitary condition. All trash, garbage and

recyclables must be placed in the appropriate containers.

American Disabilities Act (ADA)

Organizations utilizing the meeting rooms are considered a public accommodation under the Americans with Disabilities Act (ADA) and are therefore

responsible for providing auxiliary aids and services in compliance with the ADA.

Security and Parking

The Library assumes no responsibility for security during meetings/events. The parking lot is owned and operated by the East Orange Parking

Authority. The applicant is responsible for alerting the East Orange Parking Authority of your meeting otherwise you may be subject to ticketing. They

can be reached at 973-672-1116.

Cancellations

In order to give all organizations an opportunity to use the library facilities, no organization may monopolize the use of the room. Cancellations must

be received 48 hours prior to the scheduled event or program. The library will not be responsible for any damages or costs resulting from the

cancellation of meetings due to the Library closing for weather or other emergencies. The Library retains the right to cancel a reservation for a

meeting room to accommodate operations. If cancellation is necessary, the Library will notify the group for whom the room had been reserved. The

library reserves the right to revoke permission to use any meeting room to any group or organization which violates or refuses to comply with the

rules and regulations established for use of the meeting rooms.

Exclusion to this Policy

Library sponsored programs are not covered by this policy nor are the activities of the Friends of the Library, other Library organizations, the City of

East Orange, the East Orange Board of Education, the State of New Jersey, or the Federal government.

Signature of Organization’s Executive Officer/Applicant (signer): ________________________Date:_________________

The Board of Trustees has approved meeting room fees. Please refer to the meeting room application form.

Return this room rental agreement along with the meeting room application to:

Director

East Orange Public Library

21 S. Arlington Ave.

East Orange, NJ 07018

Telephone: (973) 266-5607

Fax: (973) 675-6128