Meeting Room Reservations

New Meeting Room Reservation System - has arrived May 8th, 2018!
Before you request a meeting room via the New online reservation system: please use the Chrome Web Browser and read the instructions by clicking on the link below.
1) Read the Meeting Room Policy.

2) When a meeting room is not being used for a library activity, the space will be available to the public for use by non-profit organization, social and community groups.

3) **Instructions for the New Meeting Room Software**

4) You will receive a verification email after your submit your request from verify@evancedsolutions.com, for First time users or if you are going to use a new email address, you need to verify your email address within 24 HOURS in order to receive the room confirmation or denial. If you do not receive a confirmation, copy the verify@evancedsolutions.com to a blank email message and send it.

5) All requests are pending approval. Approvals are handled within 48 hours, Monday - Friday during library hours. Room request confirmations are sent via email. You may cancel your meeting by using your confirmation code via the cancellation link. Please read our Library Code of Conduct Policy before you use the room.

6) Documentation is provided on how to use the equipment. Staff can only provide assistance with connecting equipment between the hours of 9am – 3pm,  Monday – Friday. - you must be familiar with your device, we cannot provide technical support for your device(s). If you need to become familiar with the equipment reserved, please allow additional time to set-up before your program, or reserve the room at another time prior to your meeting. 


*Tentative September 1, 2018: New Fees. Reservations made before September will not be billed.  We anticipate the completed billing system to ready sometime in September. 

Wayne Public Library Meeting Room Policy

The Wayne Public Library maintains meeting room facilities in the main library and the Preakness Branch. Meeting rooms are intended to further the library’s mission by facilitating the exchange of diverse information and ideas.
The primary purpose of meeting rooms is for library activities, including programs presented by library staff or organizations affiliated with the library. When a meeting room is not being used for a library activity, the space may be available to the public for governmental, non-profit, civic, cultural or educational programs or meetings. Access will be provided on equal terms, regardless of the beliefs or affiliations of individuals or groups requesting use. The library does not advocate or endorse the viewpoints of any group or individual.

The terms for public use of the meeting rooms are:

  • All meetings must be listed on the Library’s Calendar of Events. Organizations conducting business meetings or presenting programs may wish to restrict or limit public comments during all or part of their meeting or programs. Any such restrictions should in no way interfere with the public's ability to attend, observe or listen to the program.

  • Groups assume all responsibility and liability for property damage or personal injury or loss sustained by any attendee and indemnifies and hold harmless the Wayne Public Library, its employees, the Board of Trustees and the Township of Wayne from any and all liability arising from the use of any meeting room, including the reasonable cost of attorney fees and expenses incurred in the defense of any litigation against the library or the township arising out of any use of a meeting room.
  • Persons or groups must submit a completed Reservation Request Form at least three days before the event. An online with credit card payment is required for the room usage. The reservation is not completed until the form has been submitted and approved. Note:The credit card will not be charged until the reservation is approved. 
  • Fees allow the Library to recover costs associated with usage and maintenance. Fees listed are per meeting reservation. Only events sponsored by the Wayne Public Library, organization affiliated with the library and/or a Township of Wayne government entity will not be charged for the use of the meeting room. Meeting room space is intended for specific events rather than for regularly scheduled, on-going meetings. The meeting room may be reserved no more than 12 weeks in advance by non-profit organization, social and community groups. They are limited to 3 scheduled meetings within that period.
  • No admission fees will be charged. No products or services may be advertised, solicited or sold in library meeting rooms or on library property. Educational courses conducted by non-profit agencies may charge fees for learning materials or course credits.
  • Only fundraising events sponsored by the library or organizations affiliated with the library are permitted.
  • Groups reserving the meeting room are responsible for the set-up and take down of all tables and chairs used. Set up and take down time must be factored into the reservation time. Failure to do so will result in a warning letter advising the group that they did not set-up and/or take down the tables and chairs. A second violation will result in the assessment of a monetary penalty, in an amount sufficient to reimburse the Library for the cost of the janitorial services to restore the room.
  • All meetings must be completed fifteen (15) minutes before the library closes unless prior approval is given by the Director. No meeting may continue beyond 10:45 p.m. in the main library or beyond closing time at the Preakness Branch. When a meeting begins after the library is closed, the reserving group must arrange to have someone in the library before closing time.
  • Nothing may be affixed or mounted in any way to the walls.
  • Copyrighted materials may be used when permission to do so has been secured from the holder of the copyright or presented to appropriate Library personnel prior to the meeting or when such use falls within the Fair Use standards of U.S. copyright law.
  • Permission to use the rooms includes ordinary use of the furniture and fixtures, including chairs, tables. Access to TV/VCR, screen, podium, and public address system fee based. All other items must be provided by the person or group reserving the room.
  • The individual or group reserving the meeting room shall be responsible for any damage to or loss of library property. If library property is either damaged or lost, the Library Director shall obtain estimates for the repair of the damage or cost of the replacement of the lost property. The individual or group will be responsible to pay that amount to the Library.
  • Refreshments and light catered meals may be provided and served by groups or individuals during their respective meeting room occupancy for a fee. Meal preparation is not allowed. Users are responsible for cleaning up and restoring the room to its original condition before leaving. This includes cleaning up of food and/or beverages are served, washing any soiled surfaces, removing leftovers and supplies, throwing trash and recycling in provided receptacles, and turning off lights. Additional charges may be assessed for required extra cleanup by the library’s custodial staff. Failure to do so will result in a warning letter advising the group that they did not clean up the room and restore the room to its original condition. A second violation will result in the assessment of a monetary penalty, in an amount sufficient to reimburse the Library for the cost of the janitorial services to restore the room.
  • No smoking or alcoholic beverages are allowed in the library.Any person reserving the meeting room must be over 21 year olds. Any group who wishes to reserve the meeting room for use by children under the age of 12 must include one adult for every eight children.
  • The library is not to be considered the sponsor, the host, or the endorser or in any other way associated with any organization using the meeting room. To establish the fact that the Wayne Public Library is not sponsoring the event, all publicity which uses the name of the library must include the statement “Sponsored by (the name of the organization).”
  • Maximum occupancy of the meeting room(s) will be limited to:
    • 150 total occupancy; 75 per room; seated and/or standing
    • 70 total occupancy; 35 per room; seated at tables.
  • If a group reserving the room cancels a scheduled meeting, the applicant must inform the library or administrative office as promptly as possible. Fees paid are not refundable.
  • The library assumes no liability for theft or damage to property brought onto library property or for injuries, which occurs as a result of actions of sponsors or participants in activities in meeting rooms.
  • The library retains the right to deny the space to any user whose planned use of the space does not comply with these terms. The library reserves the right to cancel a reservation with no less than 48 hours notice, if the space is required for use by the library or a library related organization.
  • Meeting room programs must not interfere with library operations.
  • Material such as pamphlets and flyers may be posted or distributed within the Policy on the Distribution of Informational Materials and the Use of Public Bulletin Boards and Spaces.
  • Groups that carry insurance must provide proof of insurance to the library.

    Approved by the Wayne Public Library Board September 12, 2017

To ensure delivery of your room confirmation and meeting reminders, please add roomcoordinator@waynepubliclibrary.org to your address book.

Reserve a Room - By clicking on this link, I understand that I am legally responsible and must be present to sign for the room and I agree to the Meeting Room Policy and Library Code of Conduct.

Note: Any Cancellations are now handled through your online account.