MEDIA ROOM POLICY
The Highland Park Public Library permits non-library groups to use the Ida Kushner Media
Room to promote civic engagement and to enhance the quality of life for Highland Park
residents. Usage of the Media Room is granted on an equitable basis, regardless of the beliefs
or affiliations of individuals or groups requesting its use. Library permission to use the Ida
Kushner Media Room does not constitute an endorsement of the beliefs or opinions of
groups booking the room. All individuals using the Media Room must comply with the
Library’s Media Room Policy, as well as the Library’s Code of Conduct, at all times.
I. Priority of Use
A. Library activities shall have top priority over all other requests to use the Media Room.
Outside use of the Media Room shall be subject to cancellation.
B. The Borough Government of Highland Park and the Friends of the Library shall have second
priority for Media Room reservations.
C. All other Highland Park-based or affiliated groups shall have their applications considered in
the order received and processed accordingly.
D. Groups not based in or affiliated with Highland Park will have their applications considered
only if the room is available. We will consider requests in the order received.
II. Media Room Procedures and Requirements
A. All events must be free and open to the public. Groups may not charge an admission fee,
nor sell or promote specific products or services offered by entities, practitioners, or any other
commercial interest. This includes the distribution of business cards or brochures promoting any
business, product, or service. Limited sales of merchandise directly associated with an event
sponsored by the library, such as books at author signings, are only permitted with advance
written approval from the Library Director.
B. Our Media Room limits attendance to 70 standing people, 60 seated in chairs, and 45 seated
at tables and chairs, in keeping with Fire Department regulations.
C. The Ida Kushner Media Room may be reserved by anyone ages 18 years or older. They are
responsible for upholding the Library Code of Conduct and the protection of Library property in
connection with the meeting. Those booking the room will promptly reimburse the Library for
any expense or damage resulting from the misuse of the Media Room or other library facilities.
D. Groups must submit Media Room applications at least two weeks prior to the date requested.
The Library will keep copies of the applications on file. Groups may book the Media Room up to
six times per calendar year, and no more than twice per month. Groups can only book the
Media Room up to 60 days in advance.
E. Applications must list all facilities, equipment, personnel, date, and times needed. The Library
cannot guarantee on-site technical support for external events. Groups using Library equipment
(i.e. hearing loop assistive system, digital projector, sound system, etc.) are required to book an
appointment for a tech tutorial with library staff ahead of the scheduled event. Groups must
return all technology equipment and accessories, such as microphones and connecting cables,
to the library immediately following events.
F. Groups using the Media Room will set up the room themselves, using tables and chairs
provided by the library, and then restore them to their original positions after the event.
G. Groups shall clear the facility of any decorations, special equipment, etc. brought in by the
organization. The library prohibits the use of adhesive on walls.
H. Groups using the Media Room must clean up following their events, with all facilities,
including the Kitchenette adjacent to the Media Room, being left as found. All groups will be
subject to fees for janitorial or custodial services incurred if the facility is not left in satisfactory
condition. Failure to comply may be cause for denial of future requests from the organization.
I. Events must conclude at least 15 minutes prior to the Library’s closing time. Individuals
booking the Media Room must ensure that all event attendees leave the Library by closing.
Library staff cannot stay past operating hours to assist with external events.
J. The library cannot provide storage space for groups using the facility.
K. Groups using the room will ensure adequate security, including police protection, when
necessary. The Library Director shall determine if such supervision is needed. All groups shall
be subject to any extra fees to cover security costs.
L. Publicity: External event groups may not use the name of the Library, or the Library’s logo, in
any publicity for non-Library sponsored events except to designate the meeting location. The
Library Director or designee must approve any signs or flyers promoting groups’ events prior to
public posting. Those seeking to co-sponsor an event with the Library must seek prior written
approval from the Library Director.
M. The Library reserves the right to revoke permission to use the Media Room. A group may
appeal the denial of its application to use the Ida Kushner Media Room in writing to the Library
Director, who will respond in writing, with reconsideration by the Library Board, if necessary.
Adopted April 21, 2025, Revised September 29, 2025