Meeting Rooms

The Demarest Free Public Library has a private meeting room and other spaces available, as a community service, to nonprofit organizations, local civic groups, and in approved cases, private individuals. Both individuals and/or groups are welcome to use the meeting room subject to the following conditions:

Availability

  1. Spaces are available for use by the public whenever this does not conflict with Library use. The Demarest Free Public Library has the right to cancel a scheduled meeting for a library-sponsored program. Priority will be given to Demarest-based groups. Groups larger than fifteen (15) people cannot be accommodated.
  2. Spaces may not be booked while the library is closed, e.g., holidays, weather-related closings, outside of regular library operating hours, etc. Meetings may be held only in the agreed upon area.
  3. Reservations are made on a first-come, first-served basis, but not more than one month and not less than one day in advance. An application form must be filled out and approved (see appendices). Recurring reservations may be accepted for a period of up to three months at the Library’s discretion.

Eligibility

  1. The meeting room shall be used only for non-commercial, tax-exempt, non-religious, cultural, civic, professional, educational, or government purposes.
  2. The meeting room may not be used for profit-making purposes, and no admission fees may be charged to any activity or program. The Trustees may attend or send a designated representative to attend any meeting held on the Library’s premises.
  3. Individuals may reserve the Library’s meeting room for private meetings, such as college interviews, at the Library’s discretion. Spaces may not be reserved for private study or tutoring.

General Rules and Regulations

  1. The organization or individual using the meeting room is responsible for leaving it in a clean and orderly condition. Users are also responsible for setting up tables, chairs, and any specialized equipment, and for restoring the original arrangement upon conclusion of the meeting.
  2. The Library cannot provide technical assistance for equipment brought in, nor can the Library be held responsible for any damages to equipment.
  3. Meetings must end at least fifteen (15) minutes prior to the closing of the Library and the meeting space must be cleaned and restored to its original arrangement by the Library’s closing.
  4. Any group of minors wishing to reserve a meeting room must be supervised by an adult over 21 years of age. The adult must reserve the room and be responsible for the group.
  5. Smoking is not permitted anywhere in the library.
  6. Alcoholic beverages are not permitted anywhere in the library. Light refreshments, e.g., coffee, tea, cookies, may be served. The sponsoring organization must provide all supplies and clean up.
  7. Groups/individuals may not store materials at the library.
  8.  Materials shall not be affixed to structural surfaces.
  9. Amplification devices may not be used.
  10. The Library assumes no liability for injury to a person or damage to property of the organization or its members. Groups/individuals assume responsibility for any damage to the meeting room or its furnishings. Formal organizations reserving/using the meeting room must sign a Hold Harmless Agreement. Both formal organizations and individuals must sign a form declaring their responsibility for the room/space and its furnishings.
  11. The Demarest Free Public Library may not be identified as a sponsor of any organization’s function or belief. The Library’s name and address may not be used as a designated headquarters of any organization, other than the Friends of the Library. Permission to meet at the Library does not in any way constitute endorsement of the organization’s policies or beliefs.

Applications and Responsibilities

  1. In order to reserve a space, an individual or representative of a group must submit an application at least one day before the meeting. A separate form must be filled out for each date requested. The applicant/representative must sign and submit an application form declaring their responsibility for the room/space before the meeting commences.
  2. All organizations must sign a Hold Harmless Agreement before starting their meeting. Recurring groups may submit a Hold Harmless Agreement at the initial booking that will be good for one (1) calendar year.
  3. A copy of this policy will be given to the group representative.
  4.  Groups/individuals who have booked a space must notify the library as soon as possible in advance of the meeting date if they decide not to use the space.

Failure to comply with any of the above rules and regulations will result in immediate loss of meeting room privileges.

Adopted by the Demarest Library Board of Trustees March 21, 2022.

Individuals or organizations wishing to apply for use of a meeting room may fill out a paper application at the Library’s upstairs circulation desk; download, fill out a paper application, and submit it by email to demacirc@bccls.org; or apply online.