Town Hall Meeting Rooms

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BETHLEHEM TOWN HALL
MEETING ROOM REQUEST FORM
445 Delaware Avenue, Delmar, New York 12054

CONTACT: Robin Nagengast 439-4955 – Ext. 1164
rnagengast@townofbethlehem.org

If your group is larger than 15 people and wants conference space (vs. auditorium), select rooms 101A & B which, without the room divider, will accommodate 40 people. No food, beverages, or craft materials are allowed in room 101A or 101B.


PURPOSE:

The Town of Bethlehem allows the use of meeting rooms for civic, educational, philanthropic, and recreational purposes having a substantial nexus to the Bethlehem community. At a minimum, such a nexus requires that any group seeking to use a meeting room provide a sponsor who resides in Bethlehem. Meeting rooms are not made available for private parties, rehearsals, or extracurricular sports or entertainment practice.

In allocating the use of meeting rooms, the Town will not discriminate on the basis of the political or religious beliefs of applicant groups, or on any other constitutionally or statutorily prohibited basis. However, the provision of meeting room space is not the primary mission of the Town, and must always be subordinate to the needs of town business. No use of meeting rooms will be allowed that is likely to disturb citizens in their customary use of town hall facilities, impede town hall staff in the performance of their duties, or endanger the town hall building. Use of meeting rooms for town government purposes preempts all other uses. Notifications of any necessary cancellations will be given as far in advance as possible.

Groups of 10 or more are given preference. Groups are limited to one meeting per month.

Meeting rooms may not be used for entrepreneurial or commercial purposes, for the solicitation of business, for profit or for fundraising. No goods or services may be promoted, sold, or exchanged upon the premises or by sample, pictures, or descriptions.

Exceptions to this policy may be made at the discretion of the Town as deemed in the best interest of the Town and the community.


RULES OF USE:

The occupancy limits are as follows: 240 people for the auditorium (seating for 120) and 40 people for room 101 or 15 people per side with the partitioning wall up.

No food, beverages, or craft materials are allowed in room 101A or 101B. The second floor of town hall is not available under this policy and activities may not take place in the hallways.

Groups using meeting rooms may arrange the available tables and chairs as they choose, provided that all pieces of furniture are returned to their original positions at the close of the meeting. Because town staff is unable to set up and break down rooms, groups requiring this service should ask for alternate sites in the Bethlehem area.

Smoking and alcohol are prohibited as well as the following items are prohibited: glitter, balloons, confetti, and paint.

 
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