Reserve a Meeting Room - Suffern Free Library

1. Meeting Time

Date Requested (check the online calendar of events for availability)*

Check our Calendar of Events for available dates and times.

Start Time*

:

End Time*

:

Number of People Expected:

Number under 18 years old:

Room Requested:*

Large Meeting Room (80 capacity with chairs, 20 capacity with tables and chairs)
Half of the Large Meeting Room (25 capacity with chairs, 6 capacity with tables and chairs)
Suffern Room (16 capacity board room)

2. Organization Information

Name of Organization*

Address of Organization

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code

501(c) (3)

Phone*

Email

Type of Organization:

Non-profit organization headquartered in the Suffern Central School District (SCSD)
Local civic, community, or educational organizations and other groups, whose purpose is non-commercial and non-profit and whose members reside in the SCSD
Non-profit organization based outside the SCSD that provides services to the residents of the SCSD with proof of 501(c)(3) status
Governmental agency
For profit or commercial groups headquartered in the SCSD
Residents of the SCSD when representing in an official capacity one of the groups or organizations listed above, and able to also demonstrate substantial participation by residents of the SCSD

Meeting is free and open to the general public:

Yes
No

3. Applicant Information

Name of Applicant:*

Address

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code

Library Card # (e.g. 22837000XXXXXX)

Office in Organization:

Phone*

Email

Contact Person 2:

Phone

Email

List all other co-sponsoring or participating organizations:

4. Meeting Agenda

Topic of/Title of Program:

Speaker's Name:

Type of Meeting:

Brief Synopsis of Meeting:

5. Room Setup & Equipment

Room Setup:

Theatre style with chairs in rows with table(s) in front
Conference style with individual tables with chairs around each
Other

Please Specify:

Number of Chairs:

Number of Tables:

Please Select All That Apply:

Lectern
LCD Projector
Screen
TV/DVD

Special Request:

6. User Fees

Use of the Meeting Rooms is free with the following exceptions, which will incur a user fee of $50 per hour:

Use by for-profit or commercial organizations headquartered in the SCSD during hours when the Library is open. A letter of intent must be submitted with the application. No admission fees may be collected but a nominal materials fee may be allowed.
Use by non-profit local organizations for fund raising events during hours when the Library is closed. Such use is only by approval of the Board of Trustees.
Where unusual supplies or services are required for a meeting, the Library reserves the right to deny a request or charge a fee.
If extraordinary housekeeping or maintenance service is necessary.
Other organizations not listed, but permitted at the discretion of the Trustees.

Payment of User Fees:

Payment of the User fee by check to the Suffern Free Library is due by the event date. The Library will not bill users after an event.
In case of closures or cancellations initiated by the Library, fees will be refunded.
Should the User have to cancel its meeting, fees will be refunded if the Library has not incurred any expenses as a result of this reservation.

7. Meeting Room Policy

Certification*

Select All
I hereby certify that I have received and read a copy of the Policy for Use of the Meeting Rooms of the Suffern Free Library. I have personally read the Policy, and agree to comply with the terms of the Policy regarding the use of the Library's Meeting Rooms.

*Must accept to submit.

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Phone

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