MEETING ROOM USE POLICY, Fee Schedule, & Meeting Room Procedure

PROCEDURE AND GUIDELINES ON MEETING ROOM USEAGE

Meeting spaces at Spokane Public Library may be reserved using an online reservation system. Reservations are limited to 10 meetings per 60-day period per group. Meetings may be scheduled on the day of the meeting or no more than 60 days in advance. Bookings further in advance of 60 days may be arranged with designated staff approval. For rental rate purposes, use of library facilities must be identified as being commercial or noncommercial. Meeting rooms are free for non-commercial use. 

NON-COMMERCIAL USE
Non-commercial use is defined as a use or activity that use not intended to produce a profit, and where there is no direct payment by the attendee to access the content specifically offered in the room at that moment. No admission fee is charged, and no donations of money or other property will be solicited. No products or services may be advertised, solicited, or sold with the exception of books or other resources sold at library-sponsored events. Not-for-profit or recreational organizations that charge blanket participation fees but are not charging for the specific event or meeting held at the library, considered non-commercial. Activities of for-profit businesses that are not oriented toward making a direct profit, such as staff meetings and training, are considered noncommercial usage.

COMMERCIAL USE
Meeting or event may charge admission, class fees, sell tickets or other items, solicit donations or promote a commercial business. Examples include classes or services which charge fees, fundraisers, performances with charge admission or any event that includes food or merchandise vendors, including weddings. Rental fee may be waived or reduced when a service club or other not-for-profit group is fundraising for charitable purposes. Groups with reservations that extend after-hours are asked to have their participants remain inside the event room at closing time so as not to inhibit the library staff from executing closing procedures.

FEES
For rental rates, see the Meeting Room and Facilities Use Fee Schedule. Study rooms are free to use for individuals and small groups.

RENTAL FEES FOR EXTENDED-HOURS SPECIAL EVENTS
If an event would disrupt normal business-hours operations, library facilities may be available for special events outside of normal operating hours. Special events include, but are not limited to, weddings, retreats, presentations, awards banquets, and classes that include a finite number of attendees. Rental fees may be waived or reduced when an organization is fundraising for charitable purposes or at the discretion of library leadership.

DEPOSITS FOR EXTENDED-HOURS SPECIAL EVENTS
For special events booked outside of normal operating hours, a 50% deposit will be charged at the time of booking. The deposit will be applied toward the final rental fee amount. Final payment is due no later than thirty (30) days prior to the event.

RESERVATIONS
A valid library card is required to reserve a room in the online booking system. Upon exception, a staff member may reserve a room for an out-of-town visitor without a library card using the customer’s name, email address, and phone number. Customers only have access to the meeting room for the exact duration of the reservation. Please schedule ample time to allow for set-up and take-down of the event. By booking a room, the reservation-holder is responsible for ensuring all attendees follow the Rules of Conduct and the Meeting Room Policy.

PRIORITY SCHEDULING
Library-related programs and approved partners will be given preference and priority in scheduling. The library reserves the right to reschedule or cancel meeting room reservations at any time. As much notice as possible will be provided to the group(s) affected by a change, and suggestions for other spaces will be made when possible.

NO SHOWS
Please notify the library at least 24 hours before a meeting if a reservation must be cancelled. If a customer has more than 2 no-shows without prior notification, future room reservations may be cancelled. Rooms that are not accessed within 15 minutes of the reservation time may be cancelled and released to another user. Event room or studio cancellations made within 24 hours of the reservation will be marked as “no shows”. For any paid event cancelled more than one (1) week before the event date, a fee of $100 will be charged, and the remaining balance refunded. For paid events cancelled less than one (1) week before the event, payment by customer is forfeited and no refund will be issued.

EVENT PROMOTION AND ENDORSEMENT
Use of library meeting rooms in no way constitutes an endorsement by the Spokane Public Library of a program or point of view expressed. No news releases, publicity, or printed or electronic advertisements or announcements implying Rental Fees for Extended-Hours Special Events: If an event would disrupt normal business hours operations, library facilities may be available for special events outside of normal operating hours. Special events include, but are not limited to, weddings, retreats, presentations, awards banquets, and classes that include a finite number of attendees. Rental fees may be waived or reduced when an organization is fundraising for charitable purposes or at the discretion of library leadership. If an event is ticketed, 10% of proceeds may go to the library in lieu of the rental fee as agreed upon by designated library staff.

ROOM SETUP
The library does not provide a standard meeting room setup. Every event room is equipped with tables and chairs. Users are free to move the furniture around prior to or during the meeting as long as set up time is included in the reservation time block. Tables and chairs may be left out on the floor after the event, as long as they are organized in a tidy manner. Please do not move the podium as it is plugged into the floor. Users will be held responsible for any damage resulting from use of the meeting room, for damage to the meeting room or its contents, and the cost of any services required to restore the meeting room or any other part of the library to its original condition. The library is not responsible for any lost, stolen, or left behind items in the meeting spaces.

CLEANING
No janitorial services will be provided. The meeting room must be left neat and clean after use. Recyclable trash must be sorted into appropriate containers and nonrecyclable trash and garbage must be bagged. No liquids should be placed in the trash. Cleaning supplies are provided to wipe off tables and to vacuum or sweep the floor. A service charge of $45.00 will be assessed if the room is not returned to the original condition.

TECHNOLOGY
All event spaces, maker spaces, and study rooms are equipped with television screens or projectors. Customers must supply their own laptop to connect to the television screen or projector. Should additional technical support or staffing be necessary, an additional fee may be charged at the discretion of library leadership.

FOOD
Food is allowed in meeting rooms. When food or refreshments are provided, the group is wholly responsible for providing all supplies and clean up following the event.

FOOD TRUCKS
Food trucks may be allowed on library property with permission from the library during a partnership event or other approved event. The trucks must not adversely impact customer access to the library. Not all locations can support a food truck.

ALCOHOL
Alcohol is not permitted during library open hours. Upon exception, alcohol may be served at extended-hours events with prior written approval from the library’s Executive Director or designee. Appropriate liquor permit and proof of liability insurance are required. The library reserves the right to require additional insurance for certain special events. Non-profits must obtain a special occasion license for a specific time, date, and place. Private events providing alcohol at no cost may obtain a banquet permit, or hire a caterer licensed to serve alcohol. More information about permit applications can be found at lcb.wa.gov/special-licenses-and permits.

SMOKE AND OPEN FLAME
Smoke/mist/vapor of any kind is not permitted in the library. This includes anything burning, artificial smoke machines, poppers, etc. Open flames (candles, matches, sterno, incense, etc.) are not permitted at any time, without express permission from the library director or library designee.

INFLATABLES AND ACCESSORIES
Inflatables and accessories such as, but not limited to, bounce houses, obstacle courses, slides, ball pits, trampolines, and other similar structures are prohibited in library meeting rooms.

INDEMNITY AGREEMENT
The applicant is responsible for any damage to the facility and equipment that occurs in their use. The applicant will be charged the cost of needed cleaning/repairs when necessary. If unpaid, this balance will be submitted to a collection agency and may lead to suspension of library privileges. The applicant is responsible for properly operating any library equipment provided. HOURS Meetings may be scheduled within library operating hours. Requests for meeting rooms outside of library hours may be accommodated on a case-by-case basis. Contact the library for details.