Linwood Public Library, NJ

Note: The Online Application is available below the page.

Linwood Public Library Meeting Room Policy and Rules

1. The City of Linwood and the Linwood Public Library provide meeting room space to the community for civic, informational, educational, cultural, and recreational needs. The Library Board neither approves nor disapproves of content, topics, subject matter, points of view of individuals or groups using the meeting space.
2. Organizations or groups using the meeting room are not for profit organizations. Organizations or individuals shall not be permitted to charge an admission fee, solicit donations, or sell any product, service, or item at any meeting held in the rooms. No fees are to be collected for admission or solicitation of donations for the activity or organization meeting on library property.
3. Meeting room space will be available on a first-come, first-serve basis. Applications will be considered with library programs, library card holders, Linwood residents, and Linwood organizations having priority. Groups may be asked to meet in an alternate room or library location should a conflict arise with a library program.
4. An adult age 21 or older must sign the meeting room application.
5. All meetings must be open to the public.
6. Neither the name nor address of the library is to be used as an official address of the organization.
7. All advertisements are to be approved by the library director. The meeting place to be used is the all purpose room or senior room at the Linwood Public Library (not the Linwood Library). The organization’s phone number, not the library’s number, is to be included in your announcement. The library is not responsible for releasing information about the organization.
8. Please ensure group members are directed to the correct location. Library staff are not responsible for redirecting members.
9. Smoking and alcoholic beverages are not permitted on the premises.
10. The City of Linwood and the Board of Trustees and staff are not responsible for accidents, injury, or loss of property while using the meeting space.
11. Groups using the library on a regular basis must apply annually in January to be included on the meeting room calendar.
12. The Board of Trustees and the Library Director reserve the right to deny permission to use the Meeting Rooms to any group that does not follow the meeting room policy and rules.

 Processes

1. Requests must be made to the library and submitted to the director prior to the requested dates. Notification of approval will be made by phone, email, or in person to the individual making the request.
2. A copy of an active liability insurance policy must be provided with a completed application.
3. All groups scheduled must sign out and pick up the meeting room key at the circulation desk prior to the meeting. Then, hold the key until the end of the meeting, lock up, and return the key either to the circulation desk if the library is open, or book drop if the library is closed.
4. In the event of a delayed opening, early closure, or emergency closure of the building due to weather, the library and the assigned party will agree to another date and time to meet at the library. All parties must call the library before their meeting in the event of severe inclement weather.

Use of Facilities

1. The library is not responsible for set-up or break-down of library furniture. You must return furniture to its original floor plan and the designated room. Please see the floor plans under thermostats in each room.
2. There is limited storage space available in the closets and cabinets. Groups wishing to store items must receive approval from the director, have a current and completed application on file, and label their items with the group name, a contact number, and the date.
3. Items put into the refrigerators and freezers must be labeled with the group name, a contact number, and the date it was left. Items that are expired or otherwise deemed unfit for consumption will be disposed of.
4. Please test any A/V equipment prior to your meeting. Library staff may assist you, time permitting.
5. Ensure the room is clean upon departure. This includes vacuuming the floor if necessary with the hand vacuum, erasing the whiteboard, and leaving the sink and countertops clean.
6. When the room is used by minors, the adult in charge must be responsible for their behavior and clean-up.
7. Alert library staff if furniture or other items are broken, damaged, or need repair. If the room has not been cleaned or reset upon your arrival, please let staff know so we may follow up with the appropriate group.

Meeting Room Application

Applicant Name:(required)

Library Card Number:(required)

Person in Charge (If different from Applicant)

Phone(required)

Organization Name:

Email(required)

Address(required)

Size of Anticipated Audience: (required)

Date(s) of Meeting and Time(required)

Please enter the desired date(s) and the starting and ending time, including set-up and clean-up time. Please check the library operating hours.

Upload Proof of Insurance

or Email linwoodlibrary@linwoodlibrary.com

Signature(required)

I have read the Linwood Public Library's Responsible Use and Meeting Rooms Policy and Rules and understand that I am personally responsible for my group’s adherence to the rules.

Application Date:

Submit Application

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