Meeting and Study Room Policy

Use must be not-for-profit with no solicitations, admission or other fees, money-raising activities or direct sales of items. Rooms may not be used for purely social or personal activities, such as parties or entertainment, or as the sole or primary location to conduct regular business operations. 

Those using the rooms are responsible for all damage to property resulting directly or indirectly from the conduct of any persons in attendance during use.

The user will protect, defend, indemnify and hold harmless the County of Burlington and BCLS from and against any and all losses, penalties, damages, settlements, cost, charges, professional fees or other expenses or liabilities arising out of or resulting from the organization’s or event participants’ use of the meeting or study space or activities undertaken therein provided that any such claims, damages, loss or expense is attributable to bodily injury, sickness, disease or death or to injury to or destruction of the tangible property including the loss of the use such property resulting therefrom; and is caused in whole or in part by any negligent or willful act or omission of the organization, its employees, officers, principals, representatives, agents or event participants, its subcontractors or any Sub-subcontractor under Workmen’s Compensation Acts, Disability Benefits Actor other Employee Benefits Acts.

Use of rooms are for non-commercial, informational, educational and civic needs of the community and all events, meetings and activities must be free and open to the public. 

Priority for use will be given in the following order:

1. Burlington County Library System
2. Burlington County Library System Foundation, branch-based Friends of the Library organizations and associations; with pre-approval these groups may hold fundraising events before, during or after public hours
3. County of Burlington, State of New Jersey, United States government departments and elected officials acting in the capacity of their elected position 
4. Municipalities and public school Boards of Education
5. Individuals, nonprofit organizations, community-interest groups or businesses conducting not for-profit activities.

Organizations not sponsored, controlled or regulated by County of Burlington are required to provide the County, at their own cost, the following insurance. This insurance shall be evidenced by certificates. Each certificate shall require that thirty (30) days prior to cancelation or material change in the policies, notice thereof shall be given to the Library of all of the following stated insurance policies. All such notices shall name the organization and identify the location and provide the specific date of the activities. Certificates of Insurance shall be delivered to the Library prior to the commencement of the event. All Certificates of Insurance shall state that the County of Burlington is included as “additional insured” as respected operations conducted on their premises.

1.A: USE AND RESPONSIBILITY

1. Spaces must be used during regular library hours.
2. Reservations must be made at least 30 days in advance but no more than six months prior to requested date.
3. No more than six reservations per calendar year per location will be honored.
4. The responsible representative from the organization must be present for on-premise oversight.
5. On-site amenities vary by location. Please check with library location on availability of options.
6. All publicity for meetings, activities or events must state: BCLS does not endorse or sponsor publicly-held events held at its facilities.
7. If an individual or group (a) does not show for a reservation, (b) cancel with less than 48-hour notice, (c) arrive late or (d) vacate on time they will be prohibited from making another reservation for three months.
8. Refreshments may be served with prior approval from the library, but groups may not prepare food on site. The responsible representative providing food or beverages must sign an attendance waiver, provided by the library. Additionally, all laws and regulations regarding safe food and beverage handling must be observed.
9. Time reserved includes set up and clean up.
10. Spaces must be vacated 30 minutes prior to closing. Please check with the location for specifics.

1.B: SPECIAL PROVISION, AUDITORIUM

Located at Burlington County Library, the auditorium is a unique community gathering space that seats 250 people and provides premium amenities such as an elevated stage, lighting, graduated seating, projection screen, curtain backdrop and dressing rooms. In order to maintain the highest level of service, the library charges the following fees for use of this space:

1. A full refund of the security deposit will be issued with at least one month notice of cancelation.
2. Library staff are available for a pre-booking walk-through of the space and to provide support with equipment and technology.
3. Use of the auditorium is restricted to events with at least 75 but no more than 250 expected attendees.

Study rooms are available at most library locations for work, study or not-for-profit use by individuals or groups.

2.A: USE AND RESPONSIBILITY

• Rooms may be reserved for a maximum of four hours per day, two times per week, up to one month in advance.
• When not occupied, rooms are available for same-day reservation.
• Reservations may be cancelled by the library if a user has not arrived within 15 minutes after start time.
• Recurring reservations are not permitted.

BCLS reserves the right to revoke permission previously granted if deemed appropriate.

Organizations will be denied the use of library public space if that use poses a potential disturbance to the normal operation of the library, e.g., excessive noise, a safety hazard, or a significant security threat or risk, or the stated content of the program differs from actual event. The library Director or representative may also deny the use of public meeting space to groups that violate the Customer Conduct Policy, or limit future use for damage or non-compliance with these stated policies. Use of room does not constitute an endorsement by BCLS of the aims, principles, policies or programs of any organization or group, nor can sponsorship be implied.