Book a Meeting Room

The meeting room policy and procedures have changed; please review the new policy, below, and complete the revised request form at the bottom of the page.


In order to book a meeting room, please call Wendy Latona at 732-671-3700 ext. 311 or email at wlatona@mtpl.org. Once you have determined if the meeting room is available on your requested date, please fill out the meeting room request form attached at the bottom of this page and return it to Wendy via email at wlatona@mtpl.org, fax at 732-671-5839, or regular mail at 55 New Monmouth Road, Middletown, NJ 07748.

Who May Use

The meeting rooms at the Middletown Township Public Library (MTPL) are intended primarily for use by the library for the library’s own programs. However, the meeting rooms are also available for use or rent by the community for private meetings of an informational, educational, cultural, or civic nature, subject to the terms of this policy as established by the Library Board. The MTPL does not discriminate in making its premises available on the basis of race, color, national origin, religion, sex, sexual orientation, age or physical limitation. Permission to use a library meeting room does not imply MTPL endorsement of the aims, policies, or activities of any group or organization.

The Library Board specifically excludes the following types of uses of its meeting rooms:

  1. Programs involving the sale, advertising or promotion of products or services.
  2. Business firms and other for-profit organizations soliciting or selling products or services, regardless of purpose.
  3. Private social functions, such as showers, birthday parties, dances, recitals, and the like.
  4. Programs not in keeping with the library’s goals and objectives, or those that would interfere with the library’s operation by causing excessive noise, a safety hazard, security risk, etc. At the discretion of the Library Director, any organization may be denied use of the library meeting rooms.

Applications for meetings of minors (up to age 18) must be sponsored and signed by an adult who will assume responsibility for the group. At least one adult must be in attendance when a library meeting room is being used by such a group or organization.


Description of Rooms

Community Room(s)
This meeting room, located on the left upon entering the library, will accommodate up to 150 people theater-style and 50 people conference style.  The Community Room can be subdivided into two smaller meeting rooms, each roughly half the space of the larger room. In addition to tables and chairs, the following items are available for use in this space only: projector screen, video projector, cart for audiovisual equipment, lectern with microphone, TV/VCR monitor, and DVD/Blu-ray player. The request for use of this equipment must be submitted as part of the Request for Use of Facilities application. A kitchenette is located in the Community Room. A refrigerator and coffeemaker are available for use. The group must provide all consumable and paper products. Continued or advanced storage of food items in the kitchenette is not permitted. Groups must leave the kitchenette area clean and orderly.

Computer Training Lab
This room will accommodate up to 18 people, arranged conference-style only. In addition to tables and chairs (which may be rearranged only with permission of the library), the following items are available for use in this space only: 11 laptop computers, video projector, and a Smart Board. The request for use of this equipment must be submitted as part of the Request for Use of Facilities application. A certificate of insurance, naming the Middletown Public Library as coinsured, may be required of groups who book the Computer Training Lab with intent to use the library’s equipment. Food and drink are strictly prohibited in the Computer Training Lab. No exceptions.

Board Room
This room will accommodate up to 12 people, arranged around a single large conference table. A projector screen and video projector are also available for use in this space only. The request for use of this equipment must be submitted as part of the Request for Use of Facilities application.

New Jersey History Room
This beautiful room holds our New Jersey History collection and archives, which contains local history and genealogy titles. It will accommodate up to 10 people and is equipped with a table and chairs. Food and drink are strictly prohibited in the New Jersey History Room. No exceptions. This room may only be reserved by Middletown non-profit organizations if no other suitable space is available.


Reservations for Rooms/Hours Available

Reservation requests will be accommodated as space is available and by priority as determined by the Library. Reservations will be taken up to 30 days in advance. Unless otherwise authorized by the Library Director, groups will be limited to one reservation per month.

The Library reserves the right to determine which room(s) may be used by the group or organization.

Room reservations will be made through the Administrative Assistant during the hours of 9 am – 5 pm., Monday – Friday. Applications for room use may be submitted by email, mail, or by fax to the library.

Meeting rooms are available during the library’s regularly scheduled hours of operation. A group using the meeting rooms must conclude their business and leave the room in good order no later than fifteen minutes prior to closing time.

Fees

  Community Room Computer Lab Board Room (coming soon) NJ History Room
Maximum occupancy 150 people 18 people 12 people 10 people
Officical Middletown Twp. Agencies & Boards; Monmouth County Govt. Free of Charge Free of Charge Free of Charge Free of Charge
Middletown Non-Profit Organizations (must provide 501c form) Free of Charge Free of Charge Free of Charge Free of Charge
Other Non-Profits, Private Businesses & For-Profit Organizations $100 for up to 2 hours
+
$25 for kitchen use
$75 for up to 2 hours $75 for up to 2 hours N/A

Organizations that donate $1,000 or more to the Library annually will be exempt from meeting room rental fees.  These organizations must still abide by the Meeting Room Policy.

The rental fee by cash, check or money order shall accompany the application.  If payment is made by check or money order it must be made payable to the Middletown Township Public Library with the name and phone number of the person or organization requesting the room printed on the check.  Fees will be returned if the reservation cannot be confirmed, or if due to inclement weather or other unforeseen circumstances, the library needs to close unexpectedly.  If the group chooses to cancel its reservation, the Library must be given 2-business days prior notice; otherwise the room rental fee will not be refunded.

Non-profit organizations must provide proof of current non-profit status.  Documentation of non-profit status must be resubmitted annually.

A Certificate of Liability Insurance may be required prior to reserving any library meeting rooms, at the discretion of the Director.


Additional Considerations

Library or other Township staff will not provide assistance in setting up the meeting room, with the exception of requested audiovisual equipment, which will be set up and put away by library staff only. The library does not provide personnel to operate audiovisual equipment.

Meeting rooms must be left neat and clean. Groups will be charged for damage to rooms or equipment beyond normal wear and tear at the current replacement cost. All room reservation privileges will be revoked and all future reservations will be cancelled until assessed fees and damages are paid in full. Legal recourse may be pursued if warranted.

A $25 fee will be charged if the Community Room kitchen is reserved.

Materials may not be affixed to the walls and ceiling without prior approval from the Library Director.

Organizations are subject to copyright laws in their use of print, film, video, music, or other media and are also responsible for observing the policies associated with the library’s Public Performance Site License and admission policies of the Motion Picture Association of America (MPAA) when showing rated films.

The meeting rooms are handicapped accessible. Groups and organizations using the library meeting rooms are responsible for providing auxiliary aids and services to persons requiring accommodations in compliance with the American Disabilities Act (ADA).

Alcoholic beverages are prohibited.

The library does not provide storage space for groups or individuals using the meeting rooms.

The library staff will not accept calls or relay messages to people attending meetings except in emergencies.

The library reserves the right to refuse to book meeting room space for groups who do not comply with the guidelines of this policy.

All applications must be approved in writing by the Library Director or Administrative Assistant.

Use of the library's meeting rooms does not constitute Library or Middletown Township endorsement of viewpoints expressed by participants in the program. Advertisements or announcements implying such endorsement are not permitted.


Other Library Meeting Spaces

Group Study Room
This room can be used by up to 8 people comfortably. Equipped with 2 booth-style tables and benches, this is a comfortable room and will provide privacy. Available on a first come, first serve basis. This room cannot be reserved. (Note: AARP utilizes the Group Study Room three days/week during tax season, mid-February – mid-April)

Outdoor Reading Garden
This patio, adorned with plants and flowers, is available for your pleasure during the warmer months. This area cannot be reserved.