Facility Use Information

The following procedures have been put into place by the Township in order use all areas efficiently and safely. Violation of any rule or misuse of any area of a Township facility or use other than what was applied for and permitted will result in revocation of your group's ability to use any Township facilities in the future and/or forfeiture of any fee / deposit.

Application Information and Procedures
  1. A Facility Use Form and Hold Harmless Agreement must be filled out and returned to the appropriate Township Department at least fifteen (15) business days prior to the event/meeting date. The date and time of use, requested area and contact person must be specified. The use of any facility is on a first come, first served basis, provided all documentation has been received and is in good order.
  2. Availability of any facility is subject to Township Department, Council, Boards, Committee, Commission and / or Association meetings, which have priority. Be advised, emergent Township business also takes priority over the use of any facility. The Township of Denville reserves the right to cancel the use without advance warning due to inclement weather or emergent circumstances. Information regarding the closing of the facilities can be found on the Township of Denville calendar. The facilities are not available for use on holidays or the evening preceding a holiday. Granting permission to use any Township facility should not be construed as an endorsement of any individual or group.
  3. The Township of Denville has the right to refuse any request if, in the opinion of the Administration, it will disrupt Township business or the safety of Township employees.
  4. A Certificate of Insurance must be received by the appropriate Township Department (see facility use form) at least fifteen (15) business days prior to using the Township facilities evidencing a $1,000,000.00 Liability Insurance Policy and declaring the Township of Denville as an additional insured. A copy of the actual endorsement adding the Township as an additional insured must be provided. NOTE: The scheduled event / meeting must fall within the policy term as stated on the Certificate of Insurance. (Sample Certificate of Insurance form)
  5. The completed facility use form, hold harmless agreement and certificate of insurance should be received by the Township no later than fifteen (15) business days prior to the event. The Township will then send notification either granting or denying permission no later than seven (7) business days prior to the event. Completed documentation does not guarantee the requested facility will be available. You are able to call the appropriate Township Department in advance to see if the facility is available.
  6. The approved group is responsible for all set up and breakdown and for ensuring the facility is left in a clean and orderly state. Limited Township furnishings may be used with care taken to protect the floors, walls, tables and chairs. Use of furnishings or equipment from other areas of the facility is strictly forbidden. Township furnishing should be returned to the original set-up before leaving the facility. The Township reserves the right to request a deposit to ensure the safekeeping and clean up of the premises.
  7. Please be advised that alcohol consumption is prohibited in any Township owned building.
  8. Any facility use request is subject to review by the Township of Denville Administration for a determination as to whether security will be necessary. This determination may require your group or organization to pay for either police or custodial presence.
  9. Any outside vendors providing services to the event or meeting must also provide a Certificate of Insurance allowing for an off premise event and naming the Township of Denville as an additional insured for the policy. Again noting the terms of the policy should incorporate the event date.
  10. The appropriate Township of Denville department (see Facility Use form) shall be notified in advance of any cancellation or postponement. Rescheduling of an event will be subject to availability of the facility requested.
Building / Facility Specific Information
For the Municipal Building / Community Room
  • The rooms in the Municipal building are available for use by any adult-structured, registered non-profit, Township of Denville based groups or organizations both during and after normal business hours and on the weekends provided they can and do submit the proper documentation.
  • Keys
    • If no one attending the event / meeting has access to the building, (i.e. an employee of the Township, Member of Council, etc.), then a key to the front door must be picked up from the Administration office during normal business hours (8:00 am – 4:00 pm Monday to Friday) either the day of the meeting (a normal working day) or on the Friday prior (if it is a weekend meeting).
    • The person picking up the key will be required to sign another form stating they are the responsible party. It is your responsibility to pick up the key to the building prior to your meeting and to also return it promptly.
    • The Police Department will not grant access into the building. The key should be returned to either the Administration office the next business day after the meeting or can be placed in the Tax and Utility drop box outside the front door.
  • There will be no more than ten (10) meetings per year allowed to be scheduled. All meetings / events will have to be completed by 10:00 PM so that your clean-up can be done and everyone is out of the building no later than 10:30 PM.
  • The Municipal Building Community Room can accommodate 110 people with chairs only and 55 people with tables and chairs.
  • The Municipal Building Upstairs Conference Room can accommodate 16 people.
For Recreation Buildings and Facilities
  • Keys
    • Any keys needed for the Gardner Field House, Veterans Field House or access to the gate must be picked up at the Recreation office during normal business house (8:00 am to 4:00 pm) on the day before your event (weekdays) or on the Friday prior (if you are having a weekend event).
    • The person picking up the key will be required to sign another form stating they are the responsible party. It is your responsibility to pick up the key to the building prior to your event and to also return it promptly.
    • The Police Department will not grant access into any facility. The key should be returned to the Recreation office the next business day.
  • Alcoholic Beverages
    • Township Ordinance 133-14.1.b prohibits the consumption of alcoholic beverages in all Township Recreation Facilities without express permission.
    • Alcohol consumption is strictly prohibited at Cook’s Pond.
    • If you intend to serve alcohol in any other park / facility described above at a fund-raising event, you must apply to the Municipal Clerk for a Special Affairs Permit.
    • In addition, the Mayor of the Township of Denville must grant permission to any person or group intending to consume alcohol on any property of the Township of Denville. A copy of the Facility Request Form will be sent to the office of the Mayor upon application. If permission is granted by the Mayor, you will receive the completed application indicating in section E. b) of the facility use form that permission to consume alcohol is granted and specifying any additional requirements such as insurance requirements or necessary ABC permit requirements.
    • Additional insurance information is also specified in section F of the facility use form. Please read sections E and F carefully and completely. Note: If selling alcohol or charging admission to an event, additional liability insurance is required.
    • Recycling is MANDATORY and GLASS IS PROHIBITED.
  • No automobiles shall be allowed on the fields, in the areas of the backstops, or in any other non-authorized parking area.
  • The Gardner Field meeting room can accommodate 25 people.
  • The Gardner Field picnic pavilion can accommodate 200 people.
  • The Veterans Field meeting room can accommodate 20 people.
  • The Veterans Field picnic pavilion can accommodate 75 people.
Facility Usage Rules
  1. Approval to use specific rooms does not permit the right to use Township supplies, apparatus, tools, etc. Township office space and assigned areas shall not be permitted for public use.
  2. The use of tape, nails, screws and / or tacks to affix an item to a wall or ceiling is prohibited. It is the organization’s responsibility to provide their own easels or boards to display their items. At no time shall the Township facility be marked, painted or defaced.
  3. Smoking is not permitted in any Township owned building. The use of open flame is prohibited inside any Township building. Grilling is confined to picnic areas near fireplaces and tables.
  4. Alcoholic beverages will not be permitted on the premises, with the exception of those areas given express permission from the Mayor or Council, as applicable.
  5. Drugs in any form are prohibited.
  6. Gambling is prohibited, unless previously approved by resolution by the Township Council.
  7. All activities shall terminate, with all persons out of the facility, no later than 10:30 PM. Special permission to stay past 10:30 PM may be granted at the time the application is processed.
  8. All groups / organizations using any Township facility will clean up the areas that they used immediately upon completion of their activity. All garbage must be bagged. At all fields and picnic pavilions, garbage must be placed in the dumpster serving the facility. All recyclable items must be bagged separately and left next to garbage receptacle. All furniture will be returned to its original location.
  9. Audio-visual / electronic equipment must be supplied by the group / organization requesting the use of the facility.
  10. All doors must be secured and all lights turned off at the end of your event. If there is more than one group / organization using the facility, it is the responsibility of all the parties to ensure the facility is secured properly at the end of the evening. Should the building not be secured properly, your rights to use a Township facility in the future may be rejected.
  11. All activities must occur only on the date and time specified in the application approved by the Township. Your organization is responsible for watching any children who may be present. Orderly behavior by everyone present is the responsibility of the organization / group.
  12. There are no kitchen facilities available for food preparation. Catered or light snacks can be provided by the group / organization requesting the facility.
  13. Only in the event of an emergency, please contact the Denville Township Police Department (973-627-4900).
  14. The Township is not responsible for any items / equipment brought into the facility by your organization / group. All items should be removed upon leaving.
  15. The person (applicant) signing the application is responsible for any and all damages done to the facility while their group / organization are using the facility. If any part of the facility is damaged by a member, patron, subcontractor, guest or person admitted into the facility, the applicant is responsible to reimburse the Township for any damage and / or costs the Township will have to pay to restore the facility to good order.