Meeting Rooms Rental Agreement Form - East Orange Public Library
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3Meeting Rooms Rental Agreement
Please read this carefully before signing.
PLEASE NOTE: Your signature below indicates that you received a copy of the attached meeting room agreement, have read them and accept and
agree to be bound by them.
The East Orange Public Library welcomes the public use of its meeting facilities in keeping with the Library’s mission to “enrich our community by
providing unlimited opportunities for information, education and recreational needs.
Meeting Room Priority and Scheduling
Please be advised that library sponsored events have priority. When scheduling conflicts exist, priority will be given to Library events and then
Friends of Library events and city agencies. If a conflict still exists, preference will be on a first come first serve basis. The Library Director or
authorized designee can grant approval within this policy and on proper application, permission to use the East Orange room or another designated
meeting room in the library.
Permission to use the East Orange room or another designated meeting room in the library does not imply endorsement of the organization or
approval of the program contents by the City of East Orange, the Library, or the Library Board of Trustees.
Meeting Room Rules and Regulations
The East Orange Room 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.
The East Orange meeting rooms are not available for commercial activities such as selling items, gathering names for future mailings, and
educational seminars by commercial companies or for raising money for an organization.
All applicable fire and building codes must be followed. Room Capacity shall not exceed over 150 people for the East Orange Room and no more
than 15 persons in the Small Conference Room.
All meetings must conform to all local, state and federal laws and regulations and must be open to the public. Meetings may be restricted to those
who meet appropriate and legally acceptable criteria.
All meetings must have an applicant present (at least 18 years or older) who is responsible for the participants attending.
No activities are allowed which create noise or which disturbs the normal affairs of the Library.
The use of open flames or candles in the meeting room is prohibited.
Application for the use of the meeting room, signed by an authorized representative of the requesting organization and all appropriate
fees shall be submitted to the Director of the Library at least 2 weeks prior to the date for which use of the meeting room is requested. An
application shall be approved when signed by the Director or Assistant Director.
The electrical capacity of equipment used should not exceed circuit limits. This must be cleared with the Director’s representative.
No object, poster, or writing, etc. will be placed on walls.
Neither the name nor address of the East Orange Public Library may be used as an official address or headquarters of any Organization. If printed
materials are to be distributed at a meeting, function or activity, a sample must first be submitted with the application.
Copies of all advertisement materials shall be provided by the requesting organization. No signs may be posted inside or outside the Library
premises without permission of the Director.
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