Meeting Room Use

General Meeting Room Use
Reservations

1. Library use will receive priority scheduling at all times. The Director reserves the right to reschedule or cancel non-library reservations due to Library needs.

2. Free use is available only to Provo City Resident Library Card holders.

3. All groups affiliated with a commercial entity of any type fall under rental use.

4. Library meeting rooms may not be scheduled by minors.

5. The Meeting Rooms and/or Ballroom may be scheduled up to one year in advance.

6. Meeting Room and/or Ballroom reservation requests will be accepted on a first-come, first-serve basis and may be made in person, by phone, mail, FAX or e-mail through the Library Scheduling Office.  Reservation requests will be held for only 24 hours without payment.

7. The Security/Cleaning Deposit must be paid and required forms completed within 24 hours of reservation requests to confirm a reservation time and date.

8. Provo City residents will receive a 15% discount on room rental fees.

9. Special equipment and/or additional security staff needs may require separate fees in addition to room reservation fee and the Security/Cleaning deposit.

10. For repeat meeting room use, reservation and waiver forms must be updated at least annually or as often as the information changes.

11. The Provo City Library Meeting Room and/or Ballroom Use application and waiver must be completed by an officer or authorized representative of the group or organization.

12. The person who signs the Meeting Room and/or Ballroom Use forms shall be held responsible for reasonable care of the room, furnishings and library equipment.

13. The Library will refund 100% of the Security/Cleaning Deposit with 30 calendar days or more advanced written cancellation notice. A refund of 50% of the Security/Cleaning Deposit will be given for between 29 and 10 calendar days advanced written cancellation notice.  Less than 10 calendar days written cancellation notice will forfeit 100% of the Security/Cleaning Deposit.
 

14. Failure to give notice of cancellation may result in revocation of future meeting room scheduling privileges.

15. All, partial, or no refund of the Security/Cleaning Deposit may be made after a Meeting Room and/or Ballroom use at the Library Scheduler’s discretion, contingent upon the cleanliness of the room and condition of the room furnishings and library equipment.

16. Some events, at the Library scheduling staff’s discretion, may require additional security staff.  Costs for additional security staff are the sole responsibility of the meeting room user and must be paid at least 30 days in advance.  Library staff will then make the necessary arrangements with the Library’s security staff provider.  Additional security will require a four (4) hour minimum security fee. Bonded security services are available at the user’s request for any meeting space for an additional fee.

17. At the Library scheduling staff’s discretion, additional liability insurance may be required.  Additional costs for the liability insurance are the sole responsibility of the meeting room user and must be paid at least 30 days in advance.

18. Reservation requests for Library equipment should be made at the time of meeting room reservation.  Equipment reservations are available upon a first come, first serve basis.  All associated deposits must be paid and forms completed prior to use.

19. Requests for kitchen use should be made at the time of meeting room or ballroom reservation. Reservation requests for the kitchen will be accepted on a first come, first serve basis and will be held for only 24 hours without deposit payment. All associated fees must be paid and forms signed to confirm the kitchen reservation.

20. Any user defaulting on a Library account, such as charges for bad checks, meeting room damage or equipment damage will be turned over to a collection agency.  The Library will not accept new bookings and will cancel existing room bookings for individuals or groups that have invoices outstanding of 45 days or more. Meeting Room and Ballroom Use

21. The Library Director reserves the right to revoke facility use privileges of any individual and/or group that does not comply with the policy and guidelines as stated herein or violates the terms and conditions of the meeting room use agreement.

22. Activities shall not disrupt, nor impede public access to library services or materials.

23. Use may not be limited on the basis of race, color, national origin, ancestry, religion, sex, disability, or legally protected status.

24. Free Use and/or Rental Agreement and any other required forms must be completed and deposit and rental fees paid in full prior to any use.

25. Designated room capacity and other matters of safety shall be observed in all meetings.

26. The name, Provo City Library at Academy Square, in any form, must not be used in any way other than to specify the location of the activity.  It is understood that the ideas and opinions either expressed or presented by groups or individuals using the Library facilities may or may not be those of the Provo City Library.

27. Nothing may be fastened or affixed to the walls, Library building or Library property except to surfaces designated for temporary display.  Decorations, if any, must be pre-approved by the Library Scheduler.

28. Distribution of any material must adhere to the Library’s Posting and Distribution of Free Non-Library Material Policies.

29. The Library shall not provide ongoing storage for property of organizations meeting in the Library.

30. Food may be served in the meeting rooms with the Library Scheduler’s pre-approval. No red-dye-based punches may be served at any time.  Food and drink shall not be taken from the meeting rooms where they are served.

31. Alcohol is prohibited on all Library premises. In accordance with the Utah Clean Air Act, smoking is prohibited in all Library buildings.

32. Ballroom events must conclude leaving sufficient time to clean up and vacate no later than 11 p.m. unless approved in advance in writing by the Director. All events extending past 11 p.m. may be subject to an additional late-night fee.

33. Any application for room use that causes concern for the health, safety and well-being of the Provo City Library staff, patrons, buildings, or premises in any way may be denied by the Director.  Illegal activities are prohibited on Library premises.

34.  Library Grounds (i.e. the lawns and parking areas) are not available for use by any group (i.e. non-profit, commercial, and private) with the exception of the Library.

Questions which are not covered in this policy should be addressed
to the Library Scheduling Coordinator at 801-852-7691.

Free Meeting Room Use

Category 1

Free use is limited to these groups:

ʉۢ State Registered Non-Profit Organizations and their certified charters based in Provo
ʉۢ Open governmental meetings
ʉۢ Community special interest groups based in Provo

Free Use Meeting Guidelines

1.  Free Use Scheduling is available only to Provo City Resident Library Card holders in good standing.  Free Use Scheduling is not available for the Ballroom.

2. Meetings and activities must be free and open to the public with no commercial or business intent. All groups affiliated with a commercial entity of any type fall under rental use.

3. Groups engaging in any type of monetary transaction while on library premises including, but not limited to, solicitation of funds for membership, fees, charity, raffles, auctions, admission, sales or accepting donations of any kind fall under the rental categories.

4. Groups qualifying for Free Use may reserve up to two free Library meeting room time blocks.  Neither the Ballroom nor after hours time blocks are available for Free Use.

5. The Library limits the free use reservations to 80 free use time blocks per month, with up to 40 of those in the Prime Time blocks.

6. The Security/Cleaning Deposit must be paid within 24 hours of a reservation request to confirm reservation times and dates.

7. The Provo City Library Free Use and/or Rental Waiver and any other required forms must be signed and the Security/Cleaning Deposit paid prior to any use.

8. Any group arriving 15 minutes or more before, or leaving 15 minutes or more after scheduled times may forfeit the Security/Cleaning Deposit and incur a pro-rated charge according to the Category 2 fee schedule. Chronic offences of this type may result in revocation of future meeting room scheduling privileges.

9. The Library will refund 100% of the Security/Cleaning Deposit with 30 calendar days or more advanced written cancellation notice. A refund of 50% of the Security/Cleaning Deposit will be given for between 29 and 10 calendar days advanced written cancellation notice. Less than 10 calendar days written cancellation notice will forfeit 100% of the Security/Cleaning Deposit.

10. Failure to give notice of cancellation may result in revocation of future meeting room scheduling privileges. 
  

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Meeting Room and Ballroom Rental

CATEGORIES 2, 3, 4
Rental use is available to:

Category 2

•  Category 1 groups that have used their free use allotment
•  Ballroom use by Category 1 groups
•  Non-profit organizations and their certified charters engaging in any type of monetary transactions.
•  Community special-interest groups engaging in any type of monetary transactions.
•  Closed governmental meetings

Category 3

• Private non-commercial use
• Commercial use that is free and open to the public

Category 4

• Private or commercial use which is closed to the public
• Private or commercial use which is soliciting donations or charging admission

Rental Guidelines

1.  All groups affiliated with a commercial entity of any type fall under rental use.

2.  All required Meeting Room fees and the Security/Cleaning Deposit must be paid within 24 hours of a reservation request to confirm a reservation time and date.

3.  The Rental Agreement and any other required forms must be completed and the Security/Cleaning Deposit and rental fees paid in full prior to any use.

4.  Provo City residents will receive a 15% discount on room rental fees.

5. The Library will refund 100% of the Security/Cleaning Deposit with 30 calendar days or more advanced written cancellation notice. A refund of 50% of the Security/Cleaning Deposit will be given for between 29 and 10 calendar days advanced written cancellation notice.  Less than 10 calendar days written cancellation notice will forfeit 100% of the Security/Cleaning Deposit.

6. Failure to give notice of cancellation may result in revocation of future meeting room scheduling privileges. 
  

7. Any group arriving 15 minutes or more before, or leaving 15 minutes or more after scheduled times may incur a pro-rated addition to their charges according to the rental fee schedule. Chronic offences of this type may result in revocation of future meeting room scheduling privileges

8. A 10% commission is charged on all commercial or special interest monetary transactions conducted on Library premises.  This includes, but is not limited to auctions, raffles, product sales, tuition, fees, etc.

9. Written approval for concession sales must be obtained at least 30 days in advance from the Meeting Room Scheduler.

Board of Trustees
Provo City Library
Approved Feb 14, 2001