Library Facilities Use and Rentals Guidelines and ProceduresOverview
The primary use of the St. Lucie County Library System’s meeting rooms is for conducting the official business of the Library.
When meeting rooms are not being used for Library programs, by the Friends of the Library, the Board of County Commissioners (BOCC) or the St. Lucie County Constitutionals, they may be rented to individuals, groups and organizations in the public and private sector. This fee-based policy is governed by the St. Lucie County Facilities Use Policy adopted April 3, 2012.
Only BOCC Departments, including St. Lucie County Constitutionals and Library-sponsored programs, are exempt from rental fees. In rare circumstances, a fee-waiver may be considered. Please consult the County's Facility Use Policy to see if your event might qualify and how to go about applying for such a waiver.
Events may not interfere with regular Library operations. At this time, the Library meeting rooms are only available for rental during the regular operating hours of the specific Branch location. All events and room clean-up must end 15 minutes prior to that Branch’s closing (see Library Hours of Service).
This policy and set of procedures does not apply to Library programs or programs sponsored in partnership with the Library Division. All procedures and Guidelines for Library Programs and Library-sponsored programs remain intact.
Who May Rent and What Are the Costs
Each Branch has a Meeting Room Coordinator. Questions about room rentals should be directed to the specific site Coordinator listed on the Library’s Meeting Room Fee Schedule.
Use of the Library’s meeting rooms is available to individuals as well as profit and non-profit organizations for a rental fee as stipulated in the Library’s Meeting Room Fee Schedule. Active St. Lucie County non-profits and local Governmental agencies will receive a 50% fee reduction. All other renters, including out-of-County non-profits, will be charged the full rate. The Library will not credit or bank a renter for any unused time.
For those seeking non-profit rates, it is the responsibility of the renting organization to attach proof of their “active” local non-profit status. A copy of their current entry from the Florida Department of State Division of Corporations (www.sunbiz.org) will serve to confirm their status. If you do not want to be charged sales tax, you will need to provide a copy of your organization’s Florida Consumer’s 501 (c3) Certificate Exemption. Without this proof, the organization will not be eligible for the reduced rate.
Meeting rooms must be rented by an adult (18 years of age or older). Youth or children’s groups must be supervised at all times by adults.
Political candidates and groups may now rent the rooms, but political posters for candidates or political causes may not be displayed in areas visible to the public outside the room. The Library endorses no political candidates or causes.
Timeline for Booking a Room
A room may be booked any time during the calendar year from January 2 to December 31. All reservations expire December 31. Reservations for the following year will be accepted in November and December of the current calendar year. The requesting organization is responsible for contacting the Branch Library in advance, but not until the first business day of November. A new Facility Use Request must be completed each calendar year. Facility Use Permits for multipile dates within the year are permitted as long as payment is included with the completed Permit. Renewals are at the discretion of the Library System Manager (or her designee) and are not automatic.
How to Book a Room
In order to allow adequate time to process your request, we ask that the Library Facility Use Request form be submitted to the Room Coordinator in charge of the Branch’s meeting rooms at least 30 days prior to the requested date of use.
The Library Facility Use Request form is not the equivalent of a confirmed reservation.
Payment in full and all required documents, including the signed Library Facility Use Permit, are due no less than 30 days prior to the event. Occasional requests with less than 30 days’ notice will be considered for processing, but any payment made less than 30 days prior to the event must be made in cash, cashier’s check, money order or certified check. The Library reserves the right to cancel any event if payment in full is not made within 10 business days of the event date.
If there is a question about a group’s eligibility, additional documentation may be requested.
All renters must complete and submit:
A St. Lucie County Library Facility Use Request form.
A signed St. Lucie County Library Facility Use Permit.
- Payment in full for all requested dates.
Groups of 41 or more are required to indemnify St. Lucie County and provide proof of insurance naming the BOCC as an additional insured. See the Room Coordinator for further information.
Upon receipt and review, a written (or email) confirmation verifying receipt of all payment and required documentation will be sent to the contact person listed on the Facility Use Permit.
Please note it is only at this point that a reservation is confirmed.
What Room Rental Includes
All rooms come equipped with tables, chairs, and Wi-Fi. With advance notice, we can usually arrange to have a podium, a DVD player and monitor, a screen, and/or a presentation easel available.
The Library does not provide technical support for equipment provided by the Library or for the personal laptops or equipment brought for use in the meeting room.
It is the responsibility of those using the meeting room and meeting room equipment to make arrangements before the event to become familiar with the operation of that equipment. Library staff will be available before the event for familiarization but will not necessarily be available during the event to assist technically.
Room Usage Guidelines
No items may be attached to walls, floors, or ceilings.
Smoking is never permitted anywhere inside Library buildings.
Except where noted, light refreshments are permitted. Consumption of refreshments is limited to the meeting room itself. The renter is responsible for supplying all utensils and equipment.
Alcoholic beverages may not be served.
All refuse from events serving food must be bagged and placed either inside or near one of the trash receptacles located in each room. The Library reserves the right to charge the group or organization an up-front cleaning fee. This fee will be determined based on the size of the expected crowd or the activity. The minimum charge will be $25.
Groups are responsible for the supervision of any children who may accompany their members. Children shall remain with the user or be supervised by an adult who remains with them.
Library staff cannot take or deliver messages for meeting room participants.
Renters may not exceed the anticipated number of participants stated by them on their application and Facility Use Permit.
Groups may not assign or transfer their reservation to another group or organization, and the organization named on the Facility Use Permit agreement must be the organization present at the time of the event.
Renters must comply with all posted room capacity limitations and adhere to all fire safety regulations.
About Publicity and Endorsements
Rental of a Library meeting room does not constitute an endorsement of a group’s policies or beliefs by the St. Lucie County Library System or by St. Lucie County.
The Library promotes only the programs it sponsors or co-sponsors. It does not promote the programs of organizations renting our facilities. Advertisements for such programs must state that the St. Lucie County Library is not sponsoring the event. The Library’s phone number is not to be included on any of the publicity, and the Library’s address is to be given for directional purposes only. So that staff may answer any basic logistical questions about the event, the Library requests an advance copy of any advertising or flyer that promotes the event.
All events held at the Library must be conducted in an orderly manner and in full compliance with applicable laws, regulations, and the Library System Code of Patron Conduct. Activities associated with events must not interfere with the regular operation of the Library.
The Library System Manager (or her designee) reserves the right to review and modify permission to use Library facilities if the anticipated meeting is likely to be unreasonably disruptive to regular Library functions, too large for the applicable room capacity, disorderly, dangerous to persons or property, or in any other way inconsistent with the Library System Code of Patron Conduct.
The Library retains the right to cancel reservations for a meeting room for operational reasons or for failure to adhere to regulations governing the use of meeting rooms. Please feel free to contact the Library System Manager to discuss these rules and procedures.
May 24, 2012