Program Room Use
The Bernards Township Library offers a wide variety of programming year round. Our Program Coordinator prepares the schedule in advance so that our program offerings remain balanced for all age groups and topics.
When we are not hosting Library programs, local community groups and organizations may be allowed to use our rooms for meetings if:
- the group is based in Bernards Township
- the group operates as a non-profit
- attendees are not required to be a member of the sponsoring organization or group
- there will be no charge to attendees
- the meeting is open to the general public
- the meeting is not social in nature
- the meeting is not intended to generate business opportunities
- there will be no sale of goods or services
- rooms are not available for personal use or private business meetings
Full Details Regarding the Use of Our Program Rooms
Program Use Guidlines
Guidelines for Using Program Rooms
Bernards Township Library
(Based on the “Use of Program Rooms by Community Groups and Organizations Policy,” adopted June 26, 2019)
The Bernards Township Library (BTL) may allow use of its Program Rooms by community groups and organizations when not hosting Library programs. Eligible groups must be based in Bernards Township and engaged in cultural, artistic, educational, civic, governmental, or other community interests.
1. Priority for Room Use
Program Rooms are booked in the following priority order:
Priority 1:
Library programs scheduled by the Program Coordinator and events conducted by or for Library staff.
Priority 2:
Events co-sponsored by the Library. These may include municipal, county, state, and federal government agencies, the BTL Friends group, or other agencies working on a cooperative project with the Library. Co-sponsorship decisions are made by the Library Director and/or Program Coordinator based on shared interest, responsibility, and benefits.
Priority 3:
Bernards Township–based groups and organizations engaged in cultural, artistic, educational, civic, governmental, or other community interests.
- Groups must operate as non-profit and may not charge attendees a fee.
- Attendance must be open to the general public.
- Meetings must be scheduled and concluded within normal weekday business hours.
- Unless given permission by Library Administration, reservations are not permitted on Saturdays or Sundays.
- Outside groups may use a meeting room one time per month.
A Bernards Township resident and BTL cardholder, age 18 or older, must complete the application to secure the reservation. This individual will serve as the Designated Responsible Representative (DRR) for the group and ensure compliance with:
a. These Guidelines
b. The Library’s [Patron Behavior Policy]
c. Bernards Township Ordinance on Alcoholic Beverages (§3-16.2 a.):
“No person or group shall bring into, possess, sell, buy, consume, or give away any alcoholic beverage in any municipal property within the Township of Bernards.”
d. Bernards Township Ordinance on Tobacco Products (§3-16.3):
“Use of tobacco products is prohibited.”
2. Meeting Restrictions
Meetings that are social in nature or intended to generate business opportunities for the sponsoring organization will not be accommodated.
3. Overlap with Library Programming
Groups offering programming similar to traditional Library programs—such as story times, book groups, artistic or music performances, demonstrations, workshops, or instructional classes—will generally not be accommodated.
4. Publicity and Promotion
Meeting announcements and promotional materials may note that the event takes place at Bernards Township Library, but may not imply Library affiliation, sponsorship, or endorsement of program content or presenters.
5. Administrative Oversight
The Library Director and Program Coordinator are responsible for interpreting and administering these guidelines and may waive or impose additional requirements as necessary.
6. Weather or Closure Notifications
The DRR must check the Library’s website on the day of the event to confirm that the Library is open. If the Library is closed for any reason, the event will not take place, and the DRR is responsible for notifying attendees.
7. Cancellations
Groups should notify the Library’s Administration Office as soon as possible if a reservation needs to be canceled, so the space may be made available to others.
8. Room Setup
Room setups are not guaranteed. Attendees are responsible for arranging furniture as needed.
9. Equipment Use
Program Room B has a built-in projector available upon request. Groups must bring their own laptop and any necessary adapter (if not HDMI). An AV bag and setup instructions will be provided.
Library staff are not available for technical support during the program.
10. Food and Beverage Policy
No food is permitted in the meeting rooms.
11. Clean-Up
Groups must leave the Program Room in the same condition as it was found.
12. Attendance Reporting
For statistical reporting, the DRR must notify the Library’s Administrative Coordinator of the number of attendees on the next business day following the event.
Questions?
Contact: BTL Administrative Coordinator
📧 rooms@bernardslibrary.org
Use by Community Groups and Organizations Policy
Program Room Use by Community Groups and Organizations
Bernards Township Library
The Bernards Township Library (BTL) provides varied programming to patrons of all ages as an integral part of its services. Library-sponsored programs and the programs of the Library’s affiliated non-profit organizations will always be given priority in the reservation of program room space.
When possible, the Library may allow use of its Program Rooms to groups and organizations based in Bernards Township and engaged in cultural, artistic, educational, civic, governmental, and other community interests. Groups whose purpose is to provide programming that mirrors traditional Library programming will not usually be accommodated.
General Use Guidelines
- Any group wishing to reserve a Program Room must operate as a non-profit.
- All meetings must be open to the general public at all times.
- No fees may be charged to attendees.
- Meetings that are social in nature, intended to generate business opportunities, or require membership in the sponsoring organization will not be accommodated.
- Program Rooms must be reserved by a BTL cardholder, age 18 or older.
- All meetings must be scheduled and concluded within BTL’s normal weekday business hours.
- Unless given permission by Library Administration, community groups and organizations are not permitted to reserve Program Rooms on Saturdays or Sundays.
To ensure equitable access by all qualified groups and organizations, BTL may limit the number of occasions on which a meeting room may be reserved on behalf of a group or organization or impose other requirements.
Promotion and Publicity
Meeting announcements and other promotional materials may note that the event’s location is at Bernards Township Library but may not imply that the Library is affiliated with, sponsors, or endorses the event, its content, or its participants.
Administrative Oversight
The BTL Board of Trustees has authorized the Library Director to develop “Guidelines for Reserving BTL Program Rooms” and other terms of use. These guidelines are available on the Library’s website.
Exception for Local Community Organizations
In recognition of the valuable contributions made by local civic and youth organizations, the Library will make its Conference Room available on the third Wednesday of each month from 4 PM to 8 PM for use by organizations that do not otherwise qualify under standard meeting room guidelines.
Use of the space on these dates is available by advance reservation on a first-come, first-served basis.
This exception applies to school and community-based organizations such as:
- Chapters of scouting organizations (e.g., Girl Scouts, Boy Scouts) based in Bernards Township
- Parent-Teacher Organizations (PTOs) based in Bernards Township
- Civic or service organizations based in Bernards Township
Reservations may be made at least one week in advance, and each organization may reserve the Conference Room under this exception up to three times per calendar year.
If your group does not appear in the designated list, please contact the Library Director for more information. Please note that the approval process can take up to two months, depending on the schedule of upcoming Library Board meetings.
All Program Room use guidelines remain in effect.
Adopted: 03/1999
Revised: 06/19/2002, 12/16/2009, 03/30/2011, 01/29/2014, 06/26/2019, 05/25/2022, 04/24/2024, 08/27/2025
Reviewed: 10/20/2004, 06/27/2007
