Catalog

Public Meeting Rooms

Room Rental Guidelines

The Library Board welcomes community groups, charitable and commercial organizations to apply for the use of selected Library rooms and areas, as available, on a fee-per-use basis.  Meeting space is made available to eligible non-partisan, secular community organizations and tax-supported government bodies for public meetings on an equal basis, provided that the use of the meeting room does not interfere with the effective use of the Library by the general public or the regular operation of the Library.

No use of the Library, including meeting rooms, is permitted that will interfere with effective use of the Library by the general public or the regular operation of the library.

The meeting room is to be used for the purpose described with the application.  Organizations may not hold demonstrations, rallies or conduct solicitations for business or perform fundraising for any organization not directly affiliated with the Library.  Organizations may not advocate for, or promote, religious or political doctrine or beliefs.  

All groups must be supervised by a responsible adult and an adult will be required to complete the application.

All meetings and programs must be free of charge.  Organizations may not make a collection or charge a fee to those attending the meeting/program.

Press releases, posters, invitations, and other promotional materials are the responsibility of the group making application.  Organizations may not imply that an event or meeting is sponsored, co-sponsored or endorsed by the Library in any advertising or publicity.

The Library is not responsible for equipment, supplies, materials, or other items owned by an organization and used by them in the Library.  Porter services and storage space are not available.

Refreshments may be served, but food may not be prepared on-site.  The room must be left clean and neat after the program ends.  No material may be attached to the walls for display purposes. 

The group or organization holding the meeting is responsible for any damage done to the room and/or its contents, the buildings and ground, or for personal injuries incurred during attendance at the meeting, and further agrees to pay costs for any extra cleaning or repairs necessary after the event. A Certificate of Insurance, naming the Mahwah Public Library and the Township of Mahwah as additional insureds must be provided in advance of the meeting.

Organizations may use a Library room up to four (4) times in one month and twelve (12) times in each calendar year.  Programs/meetings may be held during normal hours of operation, Monday through Saturday.  Events will not be approved for dates on which the library is closed, or on Sundays.  Program organizers may arrive one-half (1/2) hour before the Library opens to setup the program.  All programs must end one half (1/2) hour before closing.

All programs and meetings are cancelled if the Library closes due to weather or other emergencies.  Reasonable efforts will be made to contact the renting organization; however, the organization should verify that the Library is open prior to their reservation.  If the Library closes, the organization will be given the choice of rescheduling their meeting, or receiving a refund. 

Small Meeting Room

The Small Meeting Room is the ideal venue for small group meetings and presentations for your club, business or organization.  It features two multimedia displays, four tables and 25 chairs, and a built-in prep sink.  A folding partition wall can divide the room into two smaller spaces, suitable for small group meetings or breakout sessions.

Default Configuration: Meeting style with two conference tables and 12 chairs on each side of the room, as shown.  This configuration seats 24 comfortably, with space for displays and a presenter. 

Optional Presentation-Style Configuration: Tables removed, or pushed to the side wall, and 24 chairs facing front (toward the displays).  This configuration seats 24 comfortably, and 12 additional chairs may be added for up to 36 seats.  Other configurations may be available, depending on setup time and furniture requirements.

Rental Fee:

  • Mahwah Non-Profit: $20 for the first two hours, including setup; $10 each additional hour or part of an hour.
  • Mahwah For-Profit: $40 for the first two hours, including setup; $20 each additional hour or part of an hour.
  • Out-of-Town: $80 for the first two hours, including setup; $40 each additional hour or part of an hour.

Large Meeting Room

The Large Meeting Room is the ideal venue for mid-size meetings and presentations for your club, business or organization.  It features a lectern, an LCD projector and drop-down screen, two multimedia displays, up to eight tables and 50 chairs, ample counter space and a built-in prep sink.  A folding partition wall can divide the room into two smaller spaces, suitable for board meetings or breakout sessions. 

Default Configuration: Presentation style with 50 chairs, facing front, and one or two tables at front, as shown.  This configuration seats 50 comfortably, and 10 additional chairs may be added for up to 60 seats. 

Optional Meeting-Style Configuration: Four conference tables and 12 chairs on each side of the room. 

Optional Classroom-Style Configuration: Up to eight tables in four rows, with up to 24 chairs, facing front.

Other configurations may be available, depending on setup time and furniture requirements.

Rental Fee:

  • Mahwah Non-Profit: $40 for the first two hours, including setup; $20 each additional hour or part of an hour.
  • Mahwah For-Profit: $60 for the first two hours, including setup; $30 each additional hour or part of an hour.
  • Out-of-Town: $120 for the first two hours, including setup; $60 each additional hour or part of an hour.

Winter Room

The Winter Room is the ideal venue for large meetings and presentations for your club, business or organization.  It features a lectern, an LCD projector and drop-down screen, up to eight tables and 120 chairs.  An attached food prep area may be rented for an additional fee.

Default Configuration: Presentation style with 120 chairs, facing front, and one or two tables at front, as shown.

Other configurations may be available, depending on setup time and furniture requirements.

Rental Fee:

  • Mahwah Non-Profit: $60 for the first two hours, including setup; $30 each additional hour or part of an hour.
  • Mahwah For-Profit: $80 for the first two hours, including setup; $40 each additional hour or part of an hour.
  • Out-of-Town: $200 for the first two hours, including setup; $80 each additional hour or part of an hour.

Optional Equipment

In addition to the amenities listed with each room, the Library offers the following optional equipment and services:

  • Overhead transparency viewer, no charge
  • VHS/DVD Player, no charge
  • Laptop with Microsoft Office (Word, Excel, Power Point, etc) and WiFi access, $25/event
  • Polycom conference telephone with calling in the US (no international calls), $25/event
  • Use of the Winter Room kitchen, including sink, food preparation and serving areas (note there is no refrigerator or stove), $25/event, available only with Winter Room rentals
  • Portable LCD projector with VGA, s-video and component inputs, $50/event
  • Use of Winter Room piano, $200 event, only with Winter Room rental

Contact the Librarys business office at 201.529.7323 or visit mahwahlibrary.org for the complete room use policy.

Click here for more information about using any of the library's meeting rooms.

Click here to download the meeting room application form.

100 Ridge Road, Mahwah, NJ, 07430 201.529.READ
info@mahwahlibrary.org