General Rules for Use of County Meeting Rooms/Facilities
9. The following general rules must be followed:
9.1 All gatherings and meetings must be open to the general public. No admission fees shall be charged.
9.2 Individuals, organizations and entities shall be required to execute an Agreement indemnifying and holding harmless the County from any and all claims or liability arising out of the use.
9.3 Permission to use a County facility or land is limited to only those approved rooms or spaces described in the Application. No permission is granted to enter any other room, except for nearby rest rooms, stairwells and entry ways which must be traversed to gain access to the requested space;
9.4 Scheduled use of room may be subject to cancellation.
9.5 Groups that are not organized as non-profit or governmental entities will require special Freeholder (or their designee) written approval. Any individuals or groups which are not legally organized shall be required to execute a Personal Indemnification Agreement for the benefit of the County. The person executing the Indemnification Agreement must physically reside in the County. Depending on the size and nature of the event, and the risk of injury to persons or property, users may be required to post a bond, either cash, or letter of credit or adequate surety. The County may draw on the security to indemnify itself in connection with costs and expenses, including clean up, as well as liability for claims.
9.6 Meeting space must be used for educational or cultural programs or for civic purposes for the benefit of the public.
9.7 Limited Public Forum and Non-Public Forum spaces may not be used for partisan political activity.
9.8 County facilities or lands may not be used for any commercial purposes or similar promotional purposes (in accordance with paragraph 2.1.2 of this Policy). Admission fees, promotional or advertising campaigns directed at profit making shall not be permitted.
9.9 Use of County meeting rooms, land and facilities under this Policy must not interfere with County government functions, operations or business.
9.10 All meetings/activities scheduled on off-hours/weekend/holidays or where special accommodations/set-up is required, will require an additional fee (currently $35.00 per hour) payable to the County for opening/preparing the room/closing/cleaning the facility, with the exception of the Historic Court House where the fee is $75.00 per hour. Use of spaces, when attendance will exceed 50, requires special accommodations and fees to cover anticipated County costs, given the size and nature of the event.
9.11 Any materials, equipment or films to be used and any written or printed materials to be distributed shall be submitted with the Application and subject to review by the County Administrator or the Board of Chosen Freeholders to assure compliance with this policy.
9.12 All individuals or Organizations who use County space must assume full responsibility and liability for any damage or injury caused by their activities or invitees. No additional furniture or equipment, other than what is available, is to be used without County approval.
9.13 Any group who utilizes County space shall submit, with its application for use, the name and contact information for an individual who accepts responsibility for the group and its use of County property.
9.14 Groups are responsible for the proper supervision of all participants/invitees
who are on County property in connection with that group’s use of County property.
9.15 Any group using a County facility, meeting room or land pursuant to this Policy shall release and indemnify the County of Hunterdon for any liability and obtain a waiver of subrogation from its insurance carrier for negligence and damages caused to or by the user, or its property, during the time of the use.
9.16 Any such group using County property, land or facilities shall hold harmless the County from any liability to third parties for injury caused by the group, or any persons or groups invited to attend or attending the meeting or session on County property.
9.17 The group shall be liable to the County for any and all damage the group’s invitees or attendees, County property or injuries to County employees, officers, or agents caused by the group, or by any of the group’s officers, agents or employees, or by any person attending or seeking to attend the group’s meeting, whether or not such damage is the result of negligence, intentional acts, or is accidental.
9.18 The County will not provide storage space for equipment, supplies, materials or other items owned by a group and used in a County building.
9.19 Groups must pick up after themselves, turn off lights, replace furniture as originally found and make sure the room is returned to its original state.
9.20 Food and beverages are only permitted in designated areas. No alcohol or smoking is permitted.
9.21 No weapons are permitted.
9.22 In the event of an emergency involving the physical plant, (flooding, electrical problems, plumbing, etc.) contact the county Emergency Services Department at (908) 788-1202 who will contact the County Building and Maintenance Department.
9.23 Room capacity limits will be strictly enforced.
9.24 In the event of an accident involving injury, contact the appropriate emergency department via 9-1-1.
9.25 Future privileges, for use of County facilities may be refused for infractions of any rules or regulations of the County of Hunterdon.
9.26 Groups utilizing County facilities after hours, when no County employee is present, are responsible for the security of that facility including but not limited to locking the facility and returning building key in time frame set forth in Key Distribution Record (attached).
Large Group Activities
9.27 Any group which consists of fifty (50) or more people may be subject to additional requirements including, but not limited to, posting a bond, letter of credit or cash, increased security requirements and an additional fee for the use of the space to cover County costs. Requirements will be tailored depending on the size and nature of the event, and the risk of damage or injury to persons or property.
9.28 The County will require that any group or user in this category provide a written plan for security and sufficient police protection, traffic or crowd control protection, parking, sanitary facility, including water, toilets, sanitation, or similar services depending on the type of activity and the anticipated number of participants.