MEETING INFORMATION
DATE (S) TIME EXPECTED ATTENDANCE
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In consideration of the use of the Meeting Room, each organization agrees that it will pay for all damage to any property of the Township of Hamilton resulting directly or indirectly from the conduct of any member, officer, employee or agent of the organization, or anyone in attendance.
It is understood the Township of Hamilton and the Board of Trustees of the Hamilton Township Public Library assume no responsibility whatever for any property placed in the Library in connection with a meeting; and that the Township of Hamilton and the Board of Trustees of the Hamilton Township Library are hereby expressly released and discharged from any and all liability for
any loss, injury or damage to persons or property which may be sustained by reason of a meeting.
We have read and agree to abide by the above statements and the regulations of the Library governing use of the Meeting Room.
Organization___________________By_______________________
Date____________ (Authorized Officer)
Meeting room use approved by Library______________Date___________
Refreshments: approved_______________not approved______________
Hamilton Township Public Library
1 Justice Samuel A. Alito, Jr. Way
Hamilton, NJ 08619
609-581-4060 x 4000 (office)
609-581-4067 (FAX)
MEETING ROOM POLICY
The Hamilton Township Public Library is a municipal facility. As such all laws and ordinances pertaining to the use and occupancy of public space apply to the Library. The Library meeting rooms shall be available free of charge to not-for-profit organizations located within Hamilton Township to hold meetings of an educational, cultural, or civic nature and may be available to other organizations for a fee as determined by the Board of Trustees. All meeting room usage shall be subject to the following:
1. Meeting room applications will not be approved for any organization or event which may disrupt the normal operation of the Library in any way, shape, or manner.
2. All applications for use of the Meeting Room are to be submitted to the Library Director at least three weeks in advance on forms secured at the Library and must be accompanied by a $25.00 deposit which will either be refunded or credited depending upon the type of organization. Replies will be mailed, faxed, or emailed to the applicant. Applications will be considered in order of receipt, with Library sponsored activities taking priority over other meetings.
3. No admission fee may be charged.
4. Meeting usage hours shall be limited to normal Library operations hours unless specifically approved by the Library Director.
5. The room usage fee for other than resident not-for-profit organizations shall be $25 per hour. The fees for all other entities are as follows for time periods indicated:
9:00 a.m. - 1:00 p.m. $175.00
1:00 p.m. - 5:00 p.m. $175.00
9:00 a.m. - 5:00 p.m. $350.00
5:00 p.m. - 9:45 p.m. $200.00
9:00 a.m. - 9:45 p.m. $400.00
6. Checks for room rental should be made payable to the “Hamilton Township Public Library”.
7. Refreshments may be served with prior approval of the Library Director. The persons using the room are responsible for providing food, dishes, equipment, etc. and for all clean up.
8. Organizations showing media may use Library projectors, if appropriate to the media, but must provide their own operator.
9. Any group using the room will be responsible for leaving it in good condition.
10. The Library assumes no responsibility for loss or damage to any property of a group or injury to members of a group which occur during the use of the meeting.
11. Notification of cancellation of a meeting should be made to the Director at least 48 hours in advance. Organizations that do not adhere to the cancellation policy will be required to submit a $50.00 non-refundable fee for the next booking.
12. The Library reserves the right to refuse future use of meeting rooms to any individual or group violating the above regulations.
13. The Board of Trustees reserves the right to limit the number and frequency of public meetings.