Recreation - Facility Use Eligibility & Guidelines

By ordinance, reservation permits for facility use are issued only to entities that qualify as residentgroups or organizations.*The entity making the application is the entity that is accepting responsibility (including liability) for the group use. A resident cannot apply for an out of town group or organization. Likewise, a "resident" organization/group cannot apply for a regional or state organization. The guidelines for consecutive use reservation permits** require additional documentation, including proof of liability insurance as stipulated by the township. The “insured” named must match the “applicant”. If there is any question that the majority of members of a group qualify as “residents”, the township has the right to require a roster or membership list that includes addresses to verify residency status.

NOTE: Township facilities are supported through local tax dollars, and all use (including by permit) is provided free of charge. Therefore, we make every effort to ensure that residents have optimum opportunity to have access to them.

* Eligible Residency Youth Leagues/Organizations that include both Plainsboro/West

Windsor residents (Cranbury for CPLL); Plainsboro-based groups/civic organizations; Plainsboro based community organizations; organizations for which Plainsboro is a primary catchment area, as long as the majority of participants will be Plainsboro residents. On rare occasions, the township is asked to host a regional event (with local/regional non-profits). Refer such questionsto the director for approval. Proof of residency may be required.

* Not Eligible as Resident Group Adult West Windsor-Plainsboro groups, groups/civic organizations not located in Plainsboro, individuals (regardless of residency)

** Reservation Limitations In order to allow everyone an opportunity to use township facilities, reservations will be limited to no more than 15 hours a month. (Usage beyond this requires special approval and is based upon availability and circumstance.)

Priorities

Our primary goal is to ensure that public facilities are used to the benefit of township residents. Township activities have priority over all other use. Official functions (such as elections) pre-empt all other programs and activities. The Township maintains the right to cancel or otherwise make unavailable any dates that conflict with township operations.

Reservations

Community use of township facilities is managed through a reservation system. A quarterly application process is currently in place; during the year eligible groups making requests will be considered on a first come – first served basis. Given the demand for use of public space, a maximum limit is established for reservation cycles. Facility reservations are processed on a space available basis to eligible groups.

Limitations and Prohibitions

Use of facilities on holidays is not permitted unless specific permission has been granted. If Township facilities are closed due to weather conditions, no groups will be permitted to use the Township of Plainsboro, 641 Plainsboro Road, Plainsboro, New Jersey, 08536, Tel: (609) 799-0909, Fax: (609) 799-7026 building. Township facilities are not available for private parties or family functions. Facilities may not be reserved before 8:00 am and all activities must conclude prior to 11:00 pm.

The following activities are prohibited:

Smoking

Alcoholic Beverages 

Cooking / Food Preparation

Use of candles, lantersn, incense, or any open flame 

Political or religious activities/events

Fundraising events

Fundraising activities 

Sales of goods or services 

Raffles, lotteries, collections 

Insurance Requirements

Eligible groups are required to submit an original Certificate of Liability insurance in the amount of $1,000,000.00 (one million dollars) covering the entire request period in conjunction with their application. A liability insurance policy must contain the following:

In the Description box: “The Township of Plainsboro as additionally insured”

In the Certificate Holder Box: The Township of Plainsboro, 641 Plainsboro Road, Plainsboro, NJ  08536 

In lieu of an insurance certificate a per use fee is required (Fee Ordinance Section 2-17, Article VI).

(a) Use of Municipal Building facilities by small, community based groups who cannot post an insurance certificate:

[1] Room A: $50.00

[2] Room B: $50.00

[3] Rooms A and B: $75.00

[4] Room C: $25.00

[5] Room D: $25.00

(b) These fees are for each meeting or event held in the Municipal Building. All groups must comply with all rules and regulations for facility usage. Payment of fees will not alter residency requirements.

Loss of Building Use Privileges

Forfeiture of building use privileges will result if group does not comply with terms and condtions if group use results in inappropriate conduct or improper use of facilities. If application is proven to contain misrepresentation(s) or inaccurate information. Failure to follow general use guidelines pertaining to care and upkeep of facilities and/or equipment will result in one written warning. Repeat offenses will be subject to forfeiture of use. Should a group lose its building use privileges for any of the above reasons, the minimum effective period shall be one year from notification.

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