2024 NATIONAL MEDAL
for Museum and Library Service Finalist

Cultural and Community Celebrations Policy

I. OVERVIEW

The East Brunswick Public Library brings people together with cultural and community celebrations that are inclusive, celebrate our uniqueness and similarities, and which foster an appreciation for other cultures and beliefs by creating shared experiences of joy and friendship.

II. SCOPE

This policy promotes respectful and equitable treatment of cultural groups hosting Library programs, while maintaining fairness and respect for all Library patrons and staff.

III. COMMITMENT FROM COMMUNITY ORGANIZATION

1) Reservation and Use of Library Space

  • Proposals. Program proposals must be submitted through the Library’s Program Proposal Form at https://ilove.ebpl.org/program-proposal. Proposals will be reviewed and selected by the Library’s Programming Committee and Administration.
    • Proposals will be evaluated and approved or denied on a non-discriminatory basis, without regard to the age, race, color, religion, creed, national origin, ancestry, sex, gender, gender identity or expression, affectional or sexual orientation, disability, origin, background, affiliations, beliefs or views of the program sponsors, provided those affiliations, beliefs or views are not inconsistent with the policies and values of the Library.
    • Programs must be non-commercial and for intellectual, charitable, cultural, civic, or educational purposes.
    • The Library reserves the right to deny any program proposal for any lawful reason, but need not disclose the reason for such denial.
  • Scheduling. Programs must be scheduled 4-6 months in advance. No exceptions will be made as large events require thoughtful planning and dedicated staff time.
  • Coordination. Reservation, Physical Setup, Promotion, and Maintenance arrangements must be coordinated through the library’s Marketing Coordinator at 732-390-6762.
  • Meeting Rooms. Meeting rooms must be reserved for all programs in case of inclement weather, with the exception of Color Play which is always held outdoors and must be canceled. Meeting rooms must be reserved at the time the program is booked to ensure room availability. Room availability is not guaranteed, and the Library reserves the right to change or cancel a room reservation or a program to allow for a Library-specific program or in the event of an emergency or unforeseen circumstance. The Library will make efforts to reassign the program to a suitable alternative location and will notify the program sponsor as far in advance as possible, in the event an approved program must be cancelled.
    • Meeting rooms are made available for use for such programs at no cost to the co-sponsors; however, the Library will seek reimbursement from the sponsoring organization to cover costs of additional clean-up by the Library and for any damage to Library property or facilities caused by or during the program.

 

2) Conditions of Use

  • Sponsorship. Programs must be Library-sponsored and co-sponsored programs with our known community partners.
  • Insurance.
    • Co-sponsoring organizations shall maintain commercial general liability insurance covering bodily injury, personal injury, and property damage with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate, naming the East Brunswick Public Library as Certificate Holder and the Township of East Brunswick as an additional insured. Proof of coverage must be submitted to the Marketing Coordinator before any event can be scheduled.
  • Event Types. Organizations may offer food, exhibits, crafts, tables of information, demonstrations, and entertainment.
  • Open to All. All programs must be open to the public, and all persons must be admitted and welcome to attend at no cost. While admission must be free, if approved by the Library, the program may include offering for sale certain items and services, including food or crafts.
  • Event Location. Music, dance, or performances must be held either in the meeting rooms or outdoors so as not to disturb other patrons and Library staff during our regular Library operating hours as per the Library Code of Conduct. The event location cannot be changed on the day of the event. The Library Administration must approve of a change to location in advance of the event date in case of inclement weather, subject to Meeting Room availability.
  • Color Play. All celebrations that involve the throwing of colored powders must be held outdoors. Color Play programs must be cancelled due to inclement weather. All colors must be purchased by the library as per the Township Joint Insurance Fund requirements. Attendees who participate in throwing colors are not permitted back into the building.
  • Weapons. The library prohibits cultural events that involve the display or use of swords or any other weapons.
  • Staff Assistance. Requests for library staff assistance before or during the event must be made through prior arrangements with the Marketing Coordinator. Staff assistance is dependent on availability and is not guaranteed.
  • Volunteers. All programs must use previously approved, registered Library volunteers. Requests for volunteers must be submitted in advance to the Youth Service Manager, (732) 390-6789. Requests are not guaranteed. Township Youth Council teen volunteers are not allowed; only registered Library volunteers.
  • Food Policies. All food must meet the requirements of the Township Joint Insurance Fund. This requires that food be prepared by a licensed restaurant or store bought. Any food programming must be approved in advance by the Library Administration.
    • No cottage food (food products prepared in a home or organization kitchen) is allowed without a permit. Organizations may purchase a Cottage Food Operator’s Permit through the New Jersey Department of Health to sell homemade food directly to consumers at https://www.nj.gov/health/cottagefood/ Proof of licensure must be shown to the Library Director prior to the day of the event.
    • Food trucks must obtain a FOOD HANDLER’S LICENSE through the New Jersey Department of Health. Proof of licensure must be shown to the Library Director prior to the day of the event.
    • Food trucks must obtain a FIRE PERMIT through District 2 at www.ebfd2.org Food trucks that do not obtain a permit and have a truck inspection on the day of the event will not be allowed to open.
    • Food trucks only may park in locations designated by the Library.
  • Code of Conduct. All programs and program participants must adhere to the Library’s Code of Conduct pertaining to noise levels, disruption, and cleanliness: https://ilove.ebpl.org/library-code-conduct.

 

3) Restrictions on Use

  • Physical Setup. The room setup must be arranged with and approved by the Marketing Coordinator a minimum of two weeks (14 days) prior to the event date. Any physical setup must follow Library and ADA guidelines for access and safety for all attendees, patrons, and Library staff.
  • Lobby Displays. Events can have a display in addition to a flyer for up to one week immediately prior to the event and must follow ADA guidelines in its Library approved location.
  • Program Changes. No additions may be made to the approved schedule of events less than 48 hours prior to the event. The Marketing Coordinator must approve of any changes.
  • Programming Supplies. Consumable supplies (e.g., construction paper, coloring sheets, colored powder, pompoms, etc.) must be provided by the organization. The library may be able to provide basic supplies (e.g., crayons, scissors,) with prior agreement through the Marketing Coordinator. No additional materials can be provided on the day of the event.
  • Physical Materials. Photocopying and dissemination of event materials must adhere to the Library’s sustainability goal to reduce waste in the landfill. This goal is listed on the library’s website ebpl.org/library-goals. To adhere to this goal, organizations must prepare a sign at the front entrance and create a QR code that links to the day’s itinerary. No paper copies of the itinerary may be printed. Materials for copying must be approved by the Marketing Coordinator, and no additional materials may be requested on the day of the event.
  • Timing and Clean-up. Programs cannot exceed their booked duration and must end sharply one hour before Library closing to ensure adequate time for clean-up and for program attendees to exit the building. Program sponsors are responsible for ensuring the room or outside area is fully cleaned following the end of the program and that the area is left in the same condition it was in just prior to the start of the program.

By my signature below, I certify that I read the online Adult Programming Policies, including this Cultural Celebrations Policy, understood them, and agree on behalf of the Organization to abide by those policies and to be subject to their provisions. By my signature I also certify I am authorized to sign on behalf of and bind the organization listed below.

Signature: ___________________________________________

Name: _____________________________________________

Organization: ______________________________________

Date: ___________________________________