Meeting Room Policy




  1. Permission for use of the Library meeting rooms as a limited public forum may be granted to Malverne-based groups and organizations whose purposes and programs are educational, cultural and/or civic and whose membership and attendees shall be comprised of a majority of residents serviced by the Malverne Public Library.
  2. The Library meeting rooms may be used during Library hours subject to availability, Events must be scheduled to end 15 minutes prior to the Library’s closing time. In general, they shall not be utilized more than once a month by any organization or group. The Director is authorized to approve exceptions. The Board may rescind permission for use of meeting rooms.
  3. The Library meeting rooms shall not be utilized by any organization or group which charges admission, solicits business, or otherwise obtains compensation or contributions of any nature, unless such organization or group is a an educational or cultural not-for-profit organization and has received prior approval of either the Board of Trustees or the Director.
  4. Applications for use of a meeting room may be obtained from the Library’s Administrative Office. Completed application forms must be approved by signature of the Director. Cancellation of a reservation must be made at least 72 hours in advance. Failure to do so may jeopardize future permission to use the rooms. Upon emergency closing, the Library automatically cancels all meetings.
  5. Permission for use of the meeting rooms will be granted to adults only. When a meeting room is to be used by individuals under the age of eighteen, the adult(s) in charge of the group shall be responsible for the conduct of the members of the group.
  6. All federal and State laws, local ordinances and rules of the Police and Fire Departments regarding public assemblies, and the provisions of this Policy, must be strictly obeyed.
  7. There will be no smoking or alcoholic beverages permitted in the building. Serving of refreshments requires prior approval of the Director. Complete clean up and removal of food and related materials is required at the end of the meeting.
  8. No pets or animals are allowed access except for service animals or animals that are part of a Library-sponsored program
  9. Meeting rooms shall be available in the order in which applications are received. The Library may cancel or reschedule meetings which conflict with the Library’s scheduling of Library-related or sponsored programs or meetings.
  10. In consideration of the use of meeting room facilities, each organization or group must agree that it will pay for all damage to any property of the Library resulting directly or indirectly from the conduct of any member, officer, employee or agent of the organization or group, or by any person in attendance; and that it will hold harmless and indemnify the Malverne Public Library and the Incorporated Village of Malverne from any and all liability which may be imposed upon them for injury to persons or damage to property caused by the organization or  any person in connection with the meeting room use.
  11. The Malverne Public Library shall assume no responsibility whatsoever for any property placed in the Library in connection with meeting room use, and the Malverne Public Library and the Incorporated Village of Malverne shall be expressly released and discharged from any and all liability for any loss, injury or damage to persons or property which may be sustained during or by reason of any use of the Library’s meeting rooms.
  12. Any accident, injury or property damage arising out of meeting room use, must be immediately reported to the Director or to the person in charge of the building at that time.
  13. Any meeting that requires physical activities must submit a Certificate of Insurance (and Endorsement to the Insurance Policy, if required by the   Library) naming the Malverne Public Library and the Incorporated Village of Malverne as additional insureds.
  14. Authorization for use of the Library meeting rooms shall be in accordance with the provisions of this Policy. Permission to use a meeting room shall not in any way constitute an endorsement by the Trustees or staff of the policies, beliefs or activities of the organization receiving such permission.
  15. The Library Director shall have authority to grant, refuse or revoke permission for use of the meeting room. Continued use of facilities by any group or organization is contingent upon observance of rules and regulations for use. Permission for future use may be withdrawn for infractions of the rules and regulations, or by reason of loud, boisterous behavior or other action or conduct which disrupts or interferes with library operations and the quiet use and enjoyment of library facilities by staff and library patrons.
  16. The Library Director, or designee, is authorized to order the termination of any meeting or activity making use of Library facilities in violation of any law or this Policy. The determination by said Library official is final. The Library Director, or designated representative, is authorized to call upon appropriate law enforcement agencies to enforce such action if, in the opinion of the Library official, circumstances warrant such an action. Future use of the meeting room may be denied or withdrawn to any group which violates any law or this Policy, or whose conduct and activities interfere with or disrupt Library operations or patrons’ quiet use and enjoyment of Library’s facilities.
  17. All meetings shall be open to the general public. The Library meeting rooms will not be used for meetings that are prohibited by the provisions of Section 414 of the Education Law, or those that are commercial in purpose or support, or to further an individual’s goals or for purely social functions.
  18. The sponsoring organization shall be responsible for its own publicity. Use of the meeting rooms by any group or organization does not constitute co-sponsorship by the Library. Neither the name nor the address of the Malverne Public Library may be used as the official address or headquarters of any organization. The sponsoring organization shall not use the Library’s name as co-sponsor in any press releases or any other publicity. A draft copy of press releases pertaining to scheduled use of the Library meeting room must be submitted for approval to the Director of the Library prior to publication.
  19. The meeting rooms must be left clean and orderly. The applicant or organization using the Library’s facilities assumes full responsibility for the preservation of order in the building, as well as liability for damage to or loss of Library property as a result of the meeting. The applicant further agrees to observe all the regulations of the Library Board of Trustees as they pertain to the meeting rooms.
  20. Any damages or required cleanup will be assessed at rates reasonable and customary to any group who uses the facility. No group may again use the facility until payment of any cost is received.

Adopted: Jan. 21, 2008 (Executive Board Meeting)

Amended:  January 28, 2015

Amended: May 15, 2017