Hillsdale Free Public Library's Meeting Room

Meeting Room

The Hillsdale Free Public Library’s Meeting Room is located on the 1st floor and can accommodate up to 40 persons.

While the primary function of the Meeting Room is to provide space for library-sponsored programming, it can also be used by:

  • Community groups engaged in educational, cultural, intellectual, charitable, or social activities
  • Local business leaders who want to share their knowledge for educational purposes or to build their standing in the community. Additional application and approval steps exist for these for-profit entities.

Interested in using the Meeting Room?

Following are the steps to apply to use the Meeting Room:

  • Review the library’s Meeting Room policy and Rules of Conduct.
  • Complete the appropriate online request form (see below).
    • Please fill out the forms completely. The approval process will go more quickly.
    • Check the library’s calendar to look for open dates and times. Be prepared to propose alternate dates for your meeting as the calendar may not reflect all holds on the Meeting Room.
  • Review the Hold Harmless Agreement and be prepared to sign a hard copy of the agreement after your application is approved and before the meeting date. The text of the Hold Harmless Agreement is provided below. A link to download the agreement is provided; a hard copy may be obtained at the library as well.
    • Applicants seeking a waiver of the insurance certificate requirement must obtain that from the Library Director before the meeting date.

Your request will be reviewed promptly. If you have questions, please call the library or send an email to [email protected].

Meeting Room Application – Nonprofit, Community Groups
Meeting Room Application – For-Profit Entities

Use of the Meeting Room by outside entities requires that the Hold Harmless Agreement be (1) signed by the Meeting Room applicant after the application is approved and (2) provided to the Library Director before the meeting date. Download the Hold Harmless Agreement here or obtain a copy at the library.

Sample
HOLD HARMLESS AGREEMENT
(to be signed by organizations using municipal buildings)

BETWEEN THE HILLSDALE FREE PUBLIC LIBRARY (BOROUGH OF HILLSDALE) AND

Name of Organization using the Facility: [name]

Address of the Organization (Not Post Office Box): [address]

Telephone Number of the Organization: [telephone number]

Type of Organization (Individual, Partnership, Non-Profit Organization, For Profit Entity, Public Entity): [organization type]

In consideration of the use of the Hillsdale Free Public Library public meeting room on the following dates: [date(s)] for the purpose of [event title/description] (the “Event”), the undersigned agrees, to the extent permitted by law, to indemnify and hold the Hillsdale Free Public Library, the Hillsdale Free Public Library Board of Trustees, and the Borough of Hillsdale and all their respective employees, appointed and elected officials, officers, agents, volunteers, contractors, vendors, and representatives harmless from and against any and all liability, loss, claims, costs and attorney’s fees arising out of the use of the property referred to above.

I understand that this Hold Harmless Agreement also requires that the Hillsdale Free Public Library and the Borough of Hillsdale are indemnified from any losses or damages resulting from the acts or omissions from any guest, participant, visitor or other person attending the Event. Unless waived in writing by the Hillsdale Free Public Library, I agree to furnish a Certificate of Insurance specifically naming the Hillsdale Free Public Library and Borough of Hillsdale as additional insured providing general liability coverage including, bodily injury and property damage with minimum limits of liability not less than $500,000 non-profit group organization / $300,000 individual. In order to induce the Hillsdale Free Public Library (Borough of Hillsdale) to accept this Hold Harmless Agreement, the following information concerning the intended use of the premises is furnished:

Total number of persons anticipated is [number]. Live entertainment (will) or (will not) be provided. Other use [describe].

This Agreement shall remain in full force and effect for any continued, additional or postponed date for the Event. The Hillsdale Free Public Library reserves the right to cancel or interrupt the event if the representations set forth therein are not adhered to or if the Library determines that a situation exists that may potentially lead to personal injury, property damage or violation of law.

Signed this [day] day of [month], 20[year] as the binding act in deed of

Name of Organization:

Authorized Signature:

Printed Authorized Name & Title:

Waiver of Insurance

If signed by the Director, the application does not warrant the requirement of an insurance certificate.
[signature] Library Director

HILLSDALE FREE PUBLIC LIBRARY
509 HILLSDALE AVENUE – HILLSDALE – NJ – 07642
HFPL.ORG