Meeting Rooms

MEETING ROOM POLICY 

The primary purpose of the meeting rooms at the Union Public Library (UPL or the Library) is to support Library programs and activities. Library sponsored programs and the programs of Library affiliated organizations will always be given first priority in the reservation of meeting room space. 

UPL makes meeting rooms available as part of its service to the community. The Library Board of Trustees recognizes that the Library’s facilities belong to the community and permits established groups and non-profit organizations based in Union Township to use the Library’s meeting room facilities for civic, cultural, educational, intellectual, or charitable purposes.  All meetings must be open to the public. 

Reservations and Scheduling

• Library and Library related programs have priority in the use of Library facilities.
  • This policy applies to the following rooms, which are available for reservation:
    • Boardroom (Main Library): 25
    • Jeanette Shell All-Purpose Room (Vauxhall Branch): 25 

• A Meeting Room Application must be submitted for each use of the room at least 10 days in advance of the date requested, but no more than 30 days before the date requested.

• Reservations may be made for a maximum of three hours and not more than one reservation per month will be honored.

• With the exception of Library programs and affiliated organizations, meeting rooms are available on a first come, first served basis based on the date the Library receives the application. 

• Applications (see attached) are approved or rejected by the Library Director or Assistant Library Director based on the availability of space and whether the usage of the room complies with the regulations set forth in this policy. 

• A meeting room date is not firm until the requesting party receives a copy of the application signed by the Library Director.

• Meeting room applications should be submitted via email at unionpl@uplnj.org or be delivered, in person to the Adult Services Desk on the upper level of the Main Library.

• The Library Board of Trustees reserves the right to review all applications, and may, at an organization’s request, review any application not initially approved.

Guidelines and Restrictions

• All meetings of outside organizations in the meeting rooms shall be open to the public. Closed meetings are not permitted in Library meeting rooms.

• The Applicant for the use of the meeting room must be 18 years of age or older and assume full responsibility for the conduct of the group or organization and for any damage to the building or its equipment. The applicant will be present at all times during the use of the meeting room. 
  

• Meeting rooms are not available for parties, religious gatherings, political purposes or money-raising activities.

• No admission fees may be charged for programs held in the meeting rooms.

• Meeting room users must adhere to the current Library Rules of Conduct (see attached)

• Use of the meeting rooms shall not be permitted outside of the library’s regular operating hours and shall not disturb regular Library functions.  Meeting rooms must be vacated at least 30 minutes before the close of the Library’s regular hours. 

• All requirements for room setup shall be stated in the application at the time the application is submitted. Organizations  wishing to use Library supplied audiovisual equipment must make that request at the time of application. 

• Directions for use of Library provided technology will be provided in the meeting room. Library staff will provide basic technology assistance, within reason, with Library provided equipment. 

• Use of any kind of equipment, including electronic equipment, not supplied by the Library is prohibited, without prior written approval of the Library Director or the Assistant Director. 

• The meeting room and surrounding area must be left in the same condition it was prior to the meeting. 

• Taping, stapling or tacking of material to the walls or other furnishings is prohibited. 

• Permission to meet at the Library does not in any way constitute the Library’s endorsement of any organizations viewpoints, beliefs, policies, or affiliations. 

• Neither the name nor the address of the library may be used as the official address or headquarters of the group or organization.

• All publicity, advertisements, and social media generated by these groups and organizations must state only that the Union Public Library is the location of the event or meeting. The following statements must be included on all publicity, advertisements, and social media:
  • “The Union Public Library is not a sponsor of the event or meeting”. 
  • “The Union Public Library is not affiliated in any way with this group or organization.” 
  • “The Union Public Library does not endorse or approve the contents of this meeting”.
    • The disclaimers must be included in all of the publicity, advertisements, and social media generated by the groups and organizations. Publicity includes, but is not limited to; RADIO, TELEVISION, TWITTER, FACEBOOK; PRINT RESOURCES; AND ANY OTHER SOCIAL MEDIA OUTLETS.

• The Library reserves the right to deny meeting rooms to organizations and groups who frequently cancel meetings, who do not notify the Library about canceled meetings, or who consistently overstay their reserved time.

• In the event that the Library must close due to an unforeseen emergency or a weather-related emergency, all efforts will be made to notify organizations scheduled to use meeting rooms.
  • During adverse weather conditions, the group or organization should check with the Library website for closing information.

• Groups and 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.

• Groups and organizations are subject to copyright law in their use of film, video, music and other media and are also responsible for observing the admission policies associated with the Motion Picture Association of America guidelines when showing rated films in the meeting rooms. 

The Union Public Library reserves the right to revoke or modify permission to use its meeting rooms, or to modify conditions imposed on the use of these rooms, in order to adapt to the operational needs of the Library or the priority needs of Library users. 

Approved by: Union Public Library Board of Trustees, May 27, 2025; rev. 12/16/25