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Book a Meeting Room
In order to book a meeting room, please call Wendy Latona at 732-671-3700 ext. 311 or email at firstname.lastname@example.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 email@example.com, 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 Public Library are intended primarily for use of the library's own programs. The meeting rooms are also available for use by community and other not-for-profit groups for programs of an informational, educational, cultural, or civic nature, subject to 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 preference, age or physical limitation. Permission to use a library meeting room does not imply Library 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:
- Programs involving the sale, advertising or promotion of products or services.
- Business firms and other for-profit organizations soliciting or selling products or services, regardless of purpose.
- Private social functions, such as showers, birthday parties, dances, recitals, and the like.
- Programs not in keeping with the library goals and objectives, or those that would interfere with the library’s operation by causing excessive noise, a safety hazard, security risk, etc.
- 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 as group or organization.
Description of Rooms
Meeting Rooms are available only at the Main Library. Branch libraries do not have meeting space available.
- Community Meeting Room(s)
- Computer Training Lab
This meeting room, located on the left after entering the Main Library, will accommodate up to 150 theater style and 50 conference style. Along with tables and chairs, the following items are available for use in this space only: projection screen, video projector, cart for audiovisual equipment, lectern with microphone, TV/VCR monitor, slide projector and grand piano. The request for use of this equipment must be submitted as a part of the application for use. The Community Room can be subdivided into two smaller meeting rooms, each roughly half the space of the larger room. The Library reserves the right to determine which room(s) may be used by the group or organization.
This room can be used by up to 18, set up in conference style only. Along with tables and chairs (which may be rearranged only by permission of the library) laptop computers, computer projection equipment, and a Smart Board are available for use. A certificate of insurance, naming the Library as coinsured may be required of groups who book the Computer Lab Room with intent to use the Library’s equipment.
Group Study Room
This room can be used by up to 8 people comfortably. Equipped with 2 diner 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.
New Jersey Room
This beautiful room consist of our archives, which contain local history and genealogy titles. It is equipped with a table and chairs. This room is locked and accessed with proper identification only. Please see the reference librarian to gain admittance. This room cannot be reserved.
Outdoor Reading Garden
This patio, adorned with plants and flowers, is available for your pleasure during the warmer months. This room cannot be reserved.
Reservations for Rooms/Hours Available
- There are no restrictions on the scheduling of library and library-related events and programs, which may embrace activities of the MTPL Foundation.
- Other groups may be accommodated as space is available and priority as determined by the Library. Reservations will be taken up to three months in advance. Unless otherwise authorized by the Library Director, groups will be limited to one reservation per month.
- Room reservations shall be made through the Administrative Assistant during the hours of 9 am – 5 p.m., Monday through Friday. Applications for room use can be sent electronically to the library or faxed.
- The Computer Lab is available during the library's regularly scheduled hours of operation. A group using the Computer Lab must conclude their meeting and leave the room in good order fifteen minutes prior to closing time.
- The Community Meeting Room(s) are generally available during the Main Library’s regularly scheduled hours of operation. The Library Director may grant approval for extended use beyond normal hours. Requests for additional hours must be set forth in the original application.
Fees and Admission Charges
- The Library does not charge for use of the meeting rooms.
- Groups using the meeting rooms may not charge admission. With advance approval by the Library Director, a charge may be permitted for reimbursement of the costs of materials for the program.
Use of Facilities and Equipment
- Library or other Township staff will not provide assistance in setting up the meeting room.
- Meeting rooms must be left neat and clean. Groups will be charged for damage to rooms or equipment beyond normal wear and tear.
- Materials may not be affixed to the walls and ceiling without prior approval of the Library Director.
- A kitchenette is available off the community Meeting Room. A coffeemaker and small microwave may be available for use. The refrigerator may be used by the group, but continued or advance storage in the refrigerator or cabinets is not permitted. The group, however, must provide all consumable products. Groups must leave the kitchenette area clean and orderly. Kitchen procedures are posted above the sink.
- Organizations are subject to copyright law 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 MPAA (Motion Picture Association of America) when showing rated films.
- The library does not provide personnel to operate audiovisual equipment.
- Persons requiring an interpreter or other accommodations to access library-sponsored programs must contact the library no fewer than seven days before the scheduled program to make the necessary arrangements. Non-Library 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.
The meeting rooms are handicapped accessible. Rest rooms are located across the hallway from the meeting rooms.
- The service of alcoholic beverages may be permitted for official events of the Library, Friends of the Library or Foundation following a written advance approval of the Board of Trustees and Township approval of a single event liquor license. Such events would ordinarily take place when the library is closed to the public.
- 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, and to cancel a program with advance notice of two weeks for the purpose of a library program.
- The name, address, or phone numbers of the Middletown Township Public Library may not be used as the name, address, or phone number for groups or organizations using library meeting rooms. Upon request, groups must provide the Library with a copy of any publicity that names the Middletown Township Public Library as the location of an event or program.
- Library sponsored literary or artistic presenters may sell their works at the conclusion of their program.
- All applications must be approved in writing by the Library Director or Assistant Director.
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