FREQUENTLY ASKED QUESTIONS

What are the space capacities?

The Woodland Great Hall can seat 380 people theater style and 200 people reception style. The Woodland Parlor can seat 150 people theater style and 100 people reception style. For either space, if a dance floor is required, these capacities are reduced. Please refer to the Great Hall Floor Plans or the Parlor Floor Plans for ideas.

Is there any time of the year The Woodland cannot be rented?

The Woodland is not available for rental from mid-June through mid-August. During that time period, The Woodland spaces are dedicated to Funky Fun Art Camp run by Maplewood Township.

Is there a kitchen available?

The Woodland Great Hall has a fully equipped kitchen with oven, stove, refrigerator, and preparation table. Currently, there is no freezer. The Woodland Parlor has a small pantry equipped with a small refrigerator/freezer and a preparation cart.

Can both spaces be rented at the same time?

Yes, if both spaces are available.

Do we need to provide insurance?

All renters must obtain liability insurance with a minimum of $1,000,000 per occurrence and $2,000,000 aggregate. The policy must name the Township of Maplewood as additionally insured at 574 Valley Street, Maplewood NJ, 07040. The renter must provide the Township with a certificate of insurance prior to rental date. The township may unilaterally cancel events if proof of coverage is not provided. Insurance Providers. Please note that the address for your Certificate of Insurance MUST match either your name or the legal name of your organization.

Does The Woodland have air conditioning?

The Great Hall is not air-conditioned. The Parlor is air-conditioned.

What are the lighting and sound capabilities?

The Woodland Great Hall has an overhead stage light that is operated with switches. Gels can be used to change the color of the lights. The Woodland Great Hall has a Yamaha MGP32X mixing board for sound. A fee of $150 is required for use of the Woodland Great Hall sound system.

The Woodland Parlor has ceiling lights and wall sconces and access to a portable speaker system if needed.

Do you provide sound and lighting engineers?

We can help set up the sound and lighting system and our staff have a basic working knowledge of the equipment to set up your event. We do NOT have a sound or lighting technician on staff. Depending on your needs, you may want to consider hiring out for this purpose.

If you have questions specific to the Woodland sound or lighting capabilities, please reach out directly.

We want to have an event at The Woodland, what are the next steps?

1) Fill out the Woodland Rental Inquiry Form. All forms are reviewed once a week. We will get back to you and let you know if your preferred date or any alternative dates you may have requested are available.

2) Once your event date is reserved, we will email you to confirm you would like to proceed with the event.

3) Once the date is confirmed, an event agreement is generated for your signature. Your agreement contract and event invoice are based on the information you specify in your initial inquiry form along with instructions of all needed forms, permits, and or certifications. Any changes to the event details may change the fees associated with your event. ANY changes to an event should be communicated immediately to our event coordinator.

Additionally, the following are required for all events booked:

• You must fill out the Special Event Application Form on the Township website. This application has a separate fee of $75. This additional application is required so that the Township can determine if other services or township departments may be necessary during your event. [Please do NOT complete this form until we have confirmed that we have availability and you have completed steps #1 and #2 above.]

• All renters need to submit a Certificate of Insurance with a minimum of $1,000,000 per occurrence and $2,000,000 aggregate. Policy must name the Township of Maplewood as additionally insured at 574 Valley Street, Maplewood NJ, 07040. The renter must provide the Township with a certificate of insurance prior to rental date. The township may unilaterally cancel events if proof of coverage is not provided. Insurance Providers. Please note that the address for your Certificate of Insurance MUST match either your name or the legal name of your organization.

• A TAM certificate (techniques of alcohol management) will be required if you are serving alcohol. Each server must have their own TAM certification. If the alcohol is self-serve, a TAM certificate may not be needed assuming the event is private. Public events do require TAM certificates.

• If you are a Nonprofit selling alcohol or a nonprofit including alcohol in the ticket price for a public event, you must apply for a social affairs permit POSSE Online Licensing System - New Jersey Office of Attorney General (njoag.gov). This can take 30 days to be approved.

• A floor plan will be required. See Great Hall Floor Plan or Parlor Floor Plan for ideas. You can create your own floor plan as well.

What is the fee schedule?

For us to hold the date, 1/2 the rental fee is due upon receipt of the invoice. The balance is due 6 months prior to event date. The security deposit is due two weeks prior to the event. See Venue Rates.

Are there any events that require police presence.

All Special Event Applications are reviewed by the Township. The Township determines if police presence is required. If so, the renter must incur the cost. If there is alcohol at an event and there will be more than 150 people (or more than 200 people without alcohol) you may be required to hire a Maplewood Police Officer.

What time do events need to finish?

All events at The Woodland must end by 11PM. Breakdown of the event can occur after that time.

Can we have food trucks at our event?

Yes. Food trucks are approved yearly by the Maplewood heath department. Please reach out for a list of all currently approved trucks. All food trucks must apply for a one-day permit via the township website to be permitted at an event. Special heath and/or fire inspections may be required based on whether or not the truck utilizes a propane tank.

Are we allowed to make modifications to the space?

We do not allow for any modifications to the interior or exterior of the building. If you would like to discuss specific decor or the hanging or placement of any specific decorations for an event, please speak to our event coordinator prior to your event.

How far in advance can the space be booked?

Private events are generally booked no longer than six months in advance. Community groups may request the space up to a year in advance, but will be required to sign use agreements to secure the space between 4-6 months prior to an event.

What is the alcohol policy?

There is a $250 charge for having alcohol in the Woodland Great Hall and a $150 charge for having alcohol in the Woodland Parlor.

1) If you are serving alcohol in a government building, it is required by the Township of Maplewood that at least one (1) bartender (volunteer or professional) be certified in ‘Techniques of Alcohol Management (TAM) Training’. Please provide a copy of this certification with your signed agreement. Click here for online training.

2) If you are a Nonprofit selling alcohol, or you are a Nonprofit including alcohol in the ticket price and your event is a public event, you must apply for a social affairs permit. The Township has a limited about of social affairs permits available each year, so you must be approved in advance to apply for this permit prior to booking your event. The application for this permit can be found at POSSE Online Licensing System - New Jersey Office of Attorney General (njoag.gov). Once you apply, it can take 30 days to be approved.

3) If you are serving alcohol and your event includes more than 150 people (or more than 200 people without alcohol) you may be required to hire a Maplewood Police Officer. The rate is $96 per officer per hour with a minimum of 4 hours during the actual event. The rate is subject to change. Once your Special Event Application Form is submitted, the police department may contact you directly to determine if officer(s) are deemed necessary for the event. This typically occurs 14 – 30 days prior to your event date. You will need to provide your total anticipated event attendance when contacted.

Is there weekend availability?

The Woodland is a township community space in heavy use throughout the year. Weekend availability is limited during peak seasons (Fall and Spring). Priority is given for community use first and foremost, however, private weekend rentals are possible depending on building and staff availability.

Do you sponsor events?

The Township does sponsor many community public events throughout the year. To inquire about a possible Maplewood sponsorship, email us.