Meeting Room Policy

The Wayne Public Library has various rooms available for various purposes, ranging from large public programs/lectures/meeting/presentations, to mid-size instruction, small meetings, and individualized study.

The overriding purpose of these rooms is for library activities, including programs presented by library staff, in partnership with external community partners, or organizations affiliated with the library.

When a room is not being used for a library or library-affiliated activity, the space may be available for use primarily by government, non-profit, civic, cultural, or educational organizations for programming or meetings. Use by any other type of entity, or exceptions to terms, can only be approved by the Library Director or his/her designee on a case-by-case basis, and only in compliance with any applicable conditions set in this policy, generally accepted library practice, and/or applicable laws.

Access to rooms will be provided regardless of the beliefs or affiliations of individuals or groups requesting use. Permission to use a room, however, does not imply endorsement by the library of any of the goals, policies, activities, or viewpoints of any individual, group, or organization.

Current available spaces fall under 3 broad categories:
  • Program Rooms (Room A, Room B, Room A/B)
  • Meeting Rooms (Computer Training Lab, Board Room, StoryTime Room
  • Quiet Study Rooms, Preakness Room

The following conditions for usage apply to all rooms:
  1.  No products or services may be advertised, solicited, or sold on library property, nor will admission fees be charged. Governmental or educational organizations may charge fees for materials, credits, or services as required by law or ordinance.

  2. Only fundraising events sponsored by the library or affiliated organizations are allowed.

  3. Individuals and groups must adhere to the Library Code of Conduct at all times. Use of the rooms shall not conflict or interfere with normal library operations.

  4. Individuals and groups using library rooms assume all responsibility and liability for property damage or personal injury or loss sustained by any attendee, 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 the rooms. This includes but is not limited to the reasonable cost of attorney fees and expenses incurred in the defense of any litigation against the library or Township arising out of the use of library rooms.

  5. Groups that carry insurance and use library rooms must provide a Certificate of Insurance naming the Wayne Public Library as an “additional insured” for the time during which the library room will be used.

  6. The individual or group reserving any room shall be responsible for any damage to or loss of library property. Nothing may be mounted or affixed to library walls in any way. Should library property be damaged or lost as a result of usage of the rooms, a bill will be presented to the individual or group reserving the room to repair said damage or replace said equipment. Failure to provide payment will result in denial of future use of library rooms and/or loss of library privileges.

  7. Individuals or groups using rooms are responsible for any necessary set up and take down of furniture and equipment as needed for usage. Set up and take down time must be factored into reservation times. Permission to use the room includes ordinary use of furniture and fixtures available in the room. The individual or group reserving the room will be responsible for any cost incurred by the library to properly restore the room as required. Failure to provide payment will result in denial of future use of library rooms and/or loss of library privileges.

  8. Promotional materials for non-library events taking place in library rooms must clearly identify the sponsor of the event, and include the following text: The Wayne Public Library does not advocate or endorse the viewpoints of users of its public rooms.

  9. Any individual or group using library rooms for use by children under the age of 12 must include one responsible adult for every eight (8) children.

  10. Individuals or groups cancelling room reservations must inform the library with as much lead time as possible. Repeated cancellations and/or “no-shows” will result in denial of future use of library rooms. Permission to use a room cannot be transferred to another party.

  11. The Library retains the right to:
    1. Deny usage of rooms to users whose past use has violated library policy, or whose planned usage of the rooms does not comply with library policy;
    2. Reassign room usage based on projected attendance, meeting requirements, or library need;
    3. Cancel a reservation with no less than 48 hours notice, except in instances of emergency closure of the library such as occurs with inclement weather;
    4. Institute room and equipment fees in the future as needed to maintain the availability of the rooms for public usage.
The following additional terms apply to Program and Meeting Rooms usage only:
  1. Any program or business meeting must be open and available to anyone wishing to attend, participate, observe, or listen.

  2. Rooms may be reserved no more than 12 weeks in advance, with no more than 3 scheduled meetings in that time. Organizations may not schedule more meetings in that time frame by having different individuals in the organization schedule meetings. Doing so will result in denial of future use of library rooms.

  3. Reservation requests must be made on the library’s online reservation system, and will be considered on a first-come, first-served basis. Requests will be reviewed within 24 hours during standard business hours and days. Requests made on weekends or while the library is closed for whatever reason will be reviewed on the next standard business day. All reservations are considered unconfirmed until a requestor receives an electronic confirmation or denial. Walk-in reservations will be accommodated upon availability of space on a case-by-case basis as approved by the Library Director or his or her designee.

  4. Serving of refreshments must be detailed in the reservation request, and will be subject to approval by the Library Director and his or her designee. Meal preparation is not allowed.

  5. All room usage must be completed 30 minutes before the library closes.
The following additional terms apply to Quiet Study Room & Preakness Room usage only:
  1. Rooms may be reserved no more than 1 week in advance for no more than a 4 hour block. Requestor can stay longer than the 4 hour block if there is no reservation by someone else, or a walk-in request has been made. At that time, the user must vacate the room as quickly as possible for use by the next user.

  2. Reservations will be invalidated should the party who reserved the room not arrive within 15 minutes of the reservation start time, unless prior notice is given. The room will be made available for anyone else to reserve or for a walk-in after 15 minutes.

  3. No more than 1 request per day period will be considered.