Library Facility Use and Rental Procedures

Purpose

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.

Booking & Paying for a Room

The meeting and conference rooms are available to be rented for use during the library’s normal business hours*. Fees are based on room capacity (Insert fee schedule) All events and room clean-up must end 15 minutes prior to that Branch’s closing (see Library Hours of Service).

Community meeting rooms may be reserved up to six months in advance and may be booked for no more than 4 individual gatherings within the 6 month period.  This rule is specific to each branch location. The purpose of these restrictions are to allow groups an equal opportunity to use the meeting rooms.

Longer booking periods may be possible, but will need to be approved in advance by the Library Director.
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.

In order to allow adequate time to process your request, we ask that the Library Facility Use Request 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.

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 and/or no sales tax.

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

As a final step in your rental, an executed Facility Use Permit will be returned to you. This confirms your reservation.

You must have the executed Facility Use permit with you when you come for your program.

Clarifications & Restrictions

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.

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.

Activities associated with events must not interfere with the regular operation of the Library.

Community Meeting rooms are not intended to be used for regular, consecutive meetings by clubs, organizations, businesses, or individuals, since such use prohibits general availability to the public.

Meeting Rooms may not be reserved and/or used if, the meeting poses illegal, potentially hazardous, health or safety risk or if the meeting interferes with the functioning of the Library.

Meeting rooms shall not be used for entrepreneurial or commercial purposes.

While commercial use of the Library meeting rooms is generally not allowed, a commercial entity or professional practitioner may rent a meeting room to provide an educational program open to the general public related to his or her field or expertise.

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 may not state or make reference to the Library as sponsoring the event. The Library’s phone number may not be included on any of the publicity, and the Library’s address is to be given for directional purposes only.

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.

Political candidates and groups may 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.

Event Insurance

Groups of 41 or more are required to indemnify St. Lucie County and provide proof of insurance. A certificate of insurance naming the BOCC as an additional insured must be submitted as part of your facility use rental packet.  See the Branch Coordinator for further information, including purchase of a one-time event insurance (Tenant Users Liability Insurance Policy- TULIP).

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. Questions about room rentals should be directed to the specific branch library location.

Room Set-up/Use/Break-down

There are no custodial services. Tables and chairs must be set-up and taken down by the group. Special arrangements for custodial assistance may be requested in advance. Please note that additional payment for staff time may be required.

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. Library staff will be available before the event for familiarization but will not necessarily be available during the event to assist technically.

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.

Room Capacity

Renters may not exceed the anticipated number of participants stated by them on their application and Facility Use Permit. Renters must comply with all posted room capacity limitations and adhere to all fire safety regulations.

Decorations & Food

Decorations cannot obscure exit signs or doors. No items may be attached to walls, floors, or ceilings.
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

No alcoholic beverages may be served in the library during hours that the Library is open to the Public. It may be possible to arrange to serve alcoholic beverages at after-hours events held in the large Community Room at Lewis Branch, contingent upon the applicant receiving approval of the County Administrator or designee and payment of an additional fee or as required by a contract between the County and a vendor. The applicant must provide copies of all required permits prior to the event and must meet insurance requirements as specified by Risk management and the County Attorney.

Persons must be at least 21 years of age to possess or consume alcohol and identification must be provided
The County assumes no responsibility for the improper or illegal serving of alcoholic beverages during use of a County facility. Additional staffing and security may be required.

The County Administrator’s decision may be appealed to the Board of County Commissioners.

Other Information

The Library Director (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 Director to discuss these rules and procedures.

*The large Lewis Branch Community Room