Use of the Westwood Free Public Library community room is primarily for programs sponsored by the Library, the Pascack Valley Literacy Program, and the Friends of the Westwood Public Library. When Library activities are not scheduled, community groups engaged in educational, cultural, intellectual, charitable, or social activities may meet in this room. No use of the meeting room is permitted that will interfere with effective use of the Library by
the general public or the regular operation of the Library.
The meeting room may be used only during normal Library hours. No meetings are permitted after hours. Groups may reserve the room no more than once a month. All meetings must be open to the public and Library staff. All meetings must be supervised by an adult. Children’s groups using the room will need one supervising adult for every 10 children in attendance.
An Application Form and Liability Waiver must be signed by an authorized officer or agent of the group and
received by the Library prior to use of the room. Applications are not transferable. Governmental, educational, community, and non-profit organizations may use the room. The use of the meeting room is not intended for individuals. The library meeting room may not be used for any commercial activity. Written applications must be approved before any use is permitted. Organizations do not have to permit non-members to speak, interrupt, or disrupt their programs and presentations. They do have to permit the public to attend, observe, and learn.
The Library does not advocate nor endorse the viewpoints expressed by meeting room users. Applicants are responsible for room set-up and for returning all chairs and tables to their original location. No undue burden shall be placed upon library staff for room clean-up.
Use of the meeting room shall be arranged in advance. No group may meet more than once a month. The library reserves the right to pre-empt reservations if the meeting room is needed for library purposes.
The maximum occupancy is 100 for standing, 75 for chairs arranged auditorium style, and 50 seated at tables.
Smoking, gambling, and the consumption of alcoholic beverages are prohibited in the meeting room and all other areas of the library and premises. The meeting room must be vacated 15 minutes before the library closes. The serving of light refreshments is permitted; however, groups must bring their own supplies, and will not have access to a kitchen. No group will be permitted to store their supplies in the library.
No admission fee may be charged for a program or event. Exceptions include fees that are used for the purchase of supplies used during a program, such as a craft workshop. Such fees shall not prevent a person from attending a program.
LIABILITY AND INSURANCE
A certificate showing liability insurance coverage with limits of not less than $1,000,000.00 must be filed with the application for use of the library meeting rooms. The Westwood Free Public Library must be included as an additional insured.
MEETING ROOM POLICY FOR FOR-PROFIT ENTITIES
In the spirit of good will, business leaders in the community may wish to share their knowledge for educational purposes to establish or maintain their standing in the community. While it is recognized that additional business may result indirectly from conducting such a session, the meeting room shall not be used for the primary purpose of soliciting or conducting business. For-profit businesses will not be permitted to use the meeting room until they have applied for and received approval from the Board of Trustees. Approval will be dependent on meeting the following criteria:
- The presenter will complete an application and submit it to the Board of Trustees for approval.
- The primary purpose of the meeting should be educational or cultural in an area where the presenter can
be deemed an expert on the subject.
- The presentation must be appropriate for the community of Westwood.
- No direct soliciting is permitted.
- Presentations of an artistic nature are permitted to sell ancillary items.
- Presenters may not solicit personal information from attendees.
- Advertisements for the meeting should explicitly state that the session is for educational/cultural
purposes and that business will not be directly solicited at the meeting.