Springfield Free Public Library

66 Mountain Avenue, Springfield, NJ 07081-1786

973-376-4930, ext. 226 or 227

 

APPLICATION TO USE MEETING ROOM

 

Date of Application _________________

 

Name & Type of Organization: ____________________________                  Profit-making/Non-profit

                                                                                                                                                Please Circle

 

Address: ________________________________________________________________________________

 

Person(s) Responsible: ____________________________________________________________________

 

Daytime Tel.: __________________________________      E-mail address: ______________________

 

Day, Date Requested: ________________________              Time: __________________

(if multiple, please attach list)

 

Purpose/Topic (type of meeting): _______________________________________

 

 

 

Room Requested:   Museum   Meeting Room            Estimated Attendance ________________

                                  Please Circle

 

Arrangement of Room (e.g., number of chairs & tables & their arrangement)

 

 

 

 

Equipment needed: ______________________________________________________

 

Fees:       Fee is based on the room requested and the type of group using the room. Fees below are for one session, typically three hours or less.     

 

NON-PROFIT

PROFIT-MAKING

Meeting Room

$25.00

$100.00

Museum

$50.00

$150.00

Deposit Collected/Date

 

 

Balance Due

 

 

Paid/Date

 

 

I HAVE READ AND UNDERSTAND THE MEETING ROOM POLICY ON THE BACK OF THIS APPLICATION AND ACCEPT FULL RESPONSIBILITY FOR COMPLIANCE WITH ALL THE RULES AND CONDITIONS SET THEREIN.

 

Signature of Applicant ___________________________________

Springfield Free Public Library Meeting Room Policy

 

  1. The meeting room and museum shall be open to all groups or organizations of a civic, charitable, or cultural nature, and not utilized for fund-raising purposes, provided that its use does not conflict with library needs, which take priority.  The seating capacity of the meeting room is 35 chairs in a typical auditorium style arrangement.  The museum holds 75 people. If tables and chairs are required, the seating capacity is reduced.
  2. No admission fee may be charged by groups.
  3. Any group using the meeting room or museum and/or kitchenette shall be held responsible for any cleanup and damages. The Board of Trustees is in no way responsible for any loss or damage, personal or corporate.
  4. The charge for using the meeting room shall be $25.00 each time for non-profit organizations and $100.00 each time for profit-making organizations. The charge for the use of the museum shall be $50.00 each time for non-profit groups and $150.00 each time for profit-making groups.  There will be no charge for use of the meeting room for official township functions and/or meetings.

5.       On some occasions when both the meeting room and the museum are booked, the library may assign a group to use the quiet study room(s). On those occasions, non-profit groups will use the room(s) at no charge and profit-making groups may use the room(s) for a fee of $50.00. The quiet study rooms are booked only when the meeting room and museum are not available and may not be requested.

  1. Any publicity: e.g. brochures, throw-aways, radio, TV announcements, must carry the name of the organization sponsoring the event. The library may not be identified as sponsor.
  2. Barring inclement weather or natural disaster, cancellation by the sponsoring agency must be made no later than 24 hours prior to the scheduled event. Failure to cancel may imperil future use of the space. A deposit of 50% will be forfeited if an event is not cancelled.
  3. Each organization shall assume financial responsibility for any theft or damage from its use of the facilities. Each organization using the meeting room shall be responsible for adhering to the established procedure as set forth in the meeting room and museum policy.
  4. Meetings must be held during regular library hours.
  5. No smoking is permitted in the meeting room, as well as the rest of the library.
  6. Meetings shall be booked in 3-hour increments.
  7. Neither the name nor address of the library may be used as the official address/headquarters of the organization to the established procedures as set forth in the meeting room policy.
  8. Applicants for use of the meeting room and museum must be 18 years of age or older.  All applications must be approved by the Library Director.
  9. Printed matter that is to be distributed on library property must be submitted to the Library Director for approval prior to distribution. All literature must be removed at the end of the meeting.
  10. Light fare is permitted in the meeting room.
  11. Application for room use shall be made to the Director on the forms provided. Applications shall be considered in order of receipt.

 

 

Notes:

  1. Please contact the Library Director or the Secretary to schedule use of the meeting room and museum (973-376-4930 ext. 226 or 227).
  2. Please stop at the Circulation Desk before you leave to report your total attendance. This is important information that must be reported to the New Jersey State Library. Your cooperation is appreciated.