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Meeting Room Information/Policy

The meeting rooms of the Library, Arts & Culture Department are available to individuals and groups in the community as a public service. Eligibility, fees, procedures and standards of behavior are determined by the Library. The Director of Libraries has final authority in determining the acceptability of all applications.

LIBRARY MISSION STATEMENT

The Library, Arts & Culture Department provides services, materials and activities to enrich life, foster literacy, inspire intellectual curiosity and stimulate the imagination.

LIBRARY MEETING SPACES DEFINED

An auditorium is defined as an enclosed space that will accommodate more than 150 people. An auditorium is only available at the Central Library.

Meeting rooms are defined as enclosed spaces, without a stage, that accommodate more than 12 people but fewer than 100. Meeting rooms are available for rental at the Casa Verdugo Neighborhood Library and the Montrose Neighborhood Library.

A Recital Hall is an enclosed space, with a raised platform or stage and a piano that will accommodate 100 150 people. A recital hall is available only at Brand Library and Art Center.

The Library Connection @ Adams Square is a public/community space without a meeting room or study rooms. Under some circumstances, subject to Library needs and staff availability, it may be used for meetings of local, Glendale-based civic organizations and community associations. Use of the Chevy Chase Neighborhood Library is governed by a separate policy.

Conference rooms (enclosed spaces that accommodate up to 10 people) are available at Central Library. Use of conference rooms is governed by a separate policy.

Use of the Brand Library Art Galleries is governed by a separate policy.

GENERAL POLICIES

The Auditorium, Recital Hall, meeting rooms, study rooms, and other spaces of the Library, Arts & Culture Department sites are made available to the public as a public service.

Space availability is subject to Library needs, operations, programming, and staffing.

No person's right to attend a public meeting or public program will be denied because of origin, age, race, sex, sexual orientation, or disability.

Scheduling a rental group or organization to meet or present a program in the Library does not in any way indicate the Library's endorsement of the group or organization or of its activities, ideas, or opinions expressed during the course of meetings or programs held at the Library. The Library may not be listed as a sponsor on any publicity.

Eligibility, fees, procedures and standards of behavior are determined by the Library.

Meetings or programs which, in the judgment of the Library Director, would interfere with the functions of the Library or with patrons using the Library will not be permitted.

Renters not following the terms of the Meeting Room Rental Policy and the Facilities Reservation Request and Agreement will be charged accordingly and may be denied further use of Library meeting spaces.

The Director of Libraries has final authority in determining the acceptability of all applications.

ELIGIBILITY

Meeting rooms may not be used for any events requiring medical exams, testing, treatment or procedures.

FEES

Individuals, commercial organizations, and non-profit organizations charging admission, restricting admission on the basis of membership, and/or asking for suggested donations as a fund raiser may rent the Central Library Auditorium and the Brand Library Recital Hall by paying a Ticketed Event Fee.

Glendale individuals, commercial organizations and non-profit organizations may use Central Library Auditorium and Meeting rooms and Brand Library Recital Hall at a reduced rate according to the Library's schedule of Fees and Facilities included in this policy.

Non-profit groups (IRS exemption 501c) may use the facilities except the Central Library conference rooms at a reduced fee if proof of current non-profit status and taxpayer ID number are provided by the meeting organizer. Proof of affiliation with the organization must be provided. Organizations may at the Central Library Auditorium and Meeting rooms and Brand Library Recital Hall venues use the non-profit rate for a maximum of 12 events per year. Additional events must be booked at the Commercial rates.

Fees may only be waived based upon the Library's Sponsorship Policy and upon approval by the Director of Libraries or by a Library Services Administrator. City of Glendale, Glendale Unified School District, County, State and Federal offices, departments and/or personnel conducting official government or school district business may be allowed free use of available Library meetings spaces. Educational programs presented by such civic organizations as AARP, League of Women Voters, etc. will be charged at the Glendale non-profit rate.

RESERVATIONS

Reservations may only be made by the staff at the site of the Auditorium, meeting room or other meeting space.

Reservations are taken on a first come, first served basis.

Reservations may be made no more than three months in advance (reservations for January may be made on the first of October, etc.).

At Casa Verdugo Neighborhood Library, Montrose Neighborhood Library, the Library Connection @ Adams Square and a person, organization, partnership, or other group may reserve and use the same meeting room no more often than twelve (12) times in a calendar year. Limits on the use of neighborhood library meeting spaces are established to provide access to the meeting facilities to a broad a range of organizations and groups.

Meetings, programs and other events at and the Library Connection @ Adams Square may only be scheduled for times when the Library is closed to the public. Meetings scheduled for hours a Library site is closed are subject to the availability of Library staff to secure and monitor the building. Inquiries about such reservations must be made at least 15 calendar days in advance of the event.

If an unusual level of noise is anticipated (such as playing or performing music), the event may only be scheduled for a time when the Library is closed to the public. Groups exceeding the noise limit for an event booked when the Library is open will be booked for hours the Library is closed for all future events.

Reservation time includes renters' set-up and clean-up time. Early arrivals and late departures cannot be accommodated.

To facilitate room set-up, the Library may hold up to one hour between any two meetings in the same place.

Full rental payments must be made within seven (7) calendar days of making the reservation in order to hold the preferred date and time. Reservations made less than 15 calendar days before an event are subject to staff availability, and must be fully paid at the time of the reservation. All payments made within 30 calendar days of the event are non-refundable.

CANCELLATIONS

Cancellations, rescheduling of an event, and all other changes to the contract must be made at least 30 calendar days in advance of the scheduled event. Cancellations made less than 30 calendar days in advance of the event forfeit their payment and may not reschedule without a new contract.

If an event is cancelled, the cancelled contract will be kept on file for one year.

RENTER RESPONSIBILITIES

It is the responsibility of the person signing as an individual or the authorized representative of the group to remain on the premises throughout the period for which it is reserved, to ensure the safety and security of attendees and the facility, and to further ensure that all provisions of the contract are followed.

Users of the Auditorium and/or any other meeting space are expected to use the Library for its intended purposes, and to leave the meeting space in the condition it was found. (City of Glendale staff will remove trash from trash receptacles and containers.)

Renters (authorized representative or person signing the contract) are responsible for any and all damage and injury caused directly or indirectly to the Library, its patrons, its collections, equipment, facilities, or services by or during their use of the Auditorium and/or meeting room facilities.

Every person, group, or organization using City facilities shall indemnify, hold harmless and defend City, its City Council, officers and employees from any and all liability or financial loss, costs, or expenses (including attorney's fees and costs) resulting from any suits, claims, losses or actions brought against the City, its Council, officers and/or employees which results directly or indirectly from the wrongful or negligent actions of renters (including its sponsor, spectators, participants, members, officers, directors or agents).

Individuals attending meetings or programs are expected to observe the rights of other library users and staff members; must comply with the Library's Interior and Exterior Rules of Behavior Policy, the Facilities Reservation Request and Agreement, and all related policies; and must follow all instructions of the staff in charge of monitoring the event.

Children attending meetings or programs, or who are with adults attending meetings or programs, are subject to the Library's Children in the Library Policy. Individuals attending meetings are responsible for supervising the children in their care and ensuring they comply with the Library's Interior and Exterior Rules of Behavior and all other Library policies.

Renters not following the terms of the Facilities Reservation Request and Agreement may be denied further use of Library meeting spaces.

REFRESHMENT AND FOOD

Renters of meeting rooms may serve light refreshments in connection with their events. There is a $35 non-refundable reception fee required for permission. The Library is not responsible for providing a coffee maker except at the Central Library Auditorium, and does not provide supplies/equipment including but not limited to coffee, plates, utensils, or staff to prepare, clean-up, or serve refreshments.

Food may not be taken into the public areas of the Library where food is prohibited.

ROOM SET-UP AND CLEAN UP

Room set-up will be provided according to directions on the Facilities Reservation Request and Agreement. Changes to the requested room set-up may be made up to 15 calendar days in advance of the scheduled event. On the day of the scheduled event City of Glendale staff may not be available for modifications of the room set-up unless the arrangement of the room does not meet contracted agreement.

Changes to the pre-arranged room set-up that are made by renters, their staff, volunteers, or audience are made at their own risk.

Furniture, including Library furniture and furniture and sound equipment belonging to renters, may not be moved into or out of meeting spaces, unless by advance agreement.

The kitchen and service areas must be left clean within the allotted time of rental.

Materials may not be affixed to any wall or Library supplied furnishings.

PUBLICITY

All publicity is the responsibility of the renter.

All advertising and public notices of events held in Library facilities must clearly designate sponsorship by the renter only and may not include the Library's email address, phone number, logo or any indication of co-sponsorship.

STAFFING

Library staff will be present when the Library is not open. Their role is to monitor use of the room and run the audio-visual equipment, not assist with the details of a rental event including clean up.

LIMITS ON USE

All Library facilities are smoke-free.

No alcoholic beverages may be served or presented at events, programs, or meetings held in Library facilities or on Library grounds.

City of Glendale staff is not responsible for arranging or carrying program materials, delivery or removal of refreshments, or clean up. Library staff will set up furniture prior to the event, remove contained trash, and put away tables, chairs, and library equipment.

City of Glendale staff may not accept calls, page, or relay messages to or for any person attending meetings or programs, except in an emergency.

Due to liability issues and space limitations, the Library does not provide storage for any organization or group.

The Library will only allow the sale of merchandise for sponsored events in compliance with the Library's Co-Sponsorship Policy.

Events of a strictly social nature such as parties, weddings, bridal or baby showers, etc. are permitted on a case-by-case basis at the Central Library, Brand Library and Art Center, the Montrose Neighborhood Library and the.

The Library is not responsible for and assumes no responsibility for any accident, injury, loss or damage to the private property of individuals or organizations using the facility.

REFUND

Refund policy and procedures are governed by the Glendale Municipal Code (section 5-7 et seq). The Code provides that refunds will be made, less "administration and clerical cost entailed by the transaction." There is no set charge for cancellations prior to 30 calendar days before the event. Each case is reviewed individually.

If an event is cancelled less than 30 calendar days prior to the event, no refund is made because of administrative and clerical costs incurred and the loss of potential revenue to the City for a rental date which is booked and unavailable to other renters.

VIOLATION OF POLICIES

Violation of any of these policies and procedures may result in denial of further use of Library meeting rooms.

MEETING ROOM BOOKING PROCEDURES

RESERVATIONS

1. Rates are determined by the credentials of the authorized person signing the agreement.

2. Reservations may only be made by staff at the site being reserved.

3. If a reservation is made by phone, the renter may pick up a Reservation Request and Agreement form, have it mailed to them or download it from our website.

4. Hours when reservations may be made at each site are listed in the Schedule of Meeting Room Fees.

5. When the full contract has been completed and all fees paid, a copy of the contract and the receipt are given or mailed to the renter.

6. Original contracts must be signed and full payment must be made within seven calendar days of reserving the facility to hold the reservation date and time. Renters not paying fees by the deadline will forfeit the reservation. Only original contracts are accepted (no copies or faxes).

7. Authorized renters must prove Glendale residency and non-profit status to qualify for rates as indicated. Organizations and individuals must have letterhead, printed business cards or some other form of business identification showing Glendale address. Residency is not determined by an individual member of an organization. Non-profit organizations must show proof of current IRS exemption as a 501c organization. No exceptions will be made.

8. Any changes to the contract must be made in writing on the contract by the renter prior to 30 days before the event. If changes are acceptable to the Library site, they will be initialed and entered on the Library's calendar.

REFUNDS

1. Requests for refund will be handled by the office of the City Clerk (818-548-2090).

2. The City Clerk issues the form for claim of refund (Form K-152, copy attached).

3. Handling of refunds is described in GMC (Chapter 4.08) as follows:

When a claim is filed with the City Clerk, it shall be transmitted to the head of the division or section which collected or received the money and then it will be reviewed. If the head of the division is satisfied that one of the conditions specified in the municipal code exists, he or she shall approve such claim for payment.

There shall be deducted from each refund submitted a sum equal to the administration and clerical cost entailed by the transaction as estimated by the Director of Finance.

4. Questions about refunds should be directed to the City Clerk.

LIBRARY, ARTS & CULTURE DEPARTMENT FACILITIES RESERVATION REQUEST & AGREEMENT

All groups, organizations, or individuals who are given approval to use any of the Library, Arts & Culture Department meeting facilities must agree to the following:

1. All instructions of the staff must be followed.

2. The authorized representative signing the contract must remain on the premises throughout the period for which it is reserved to ensure the safety and security of attendees and the facility and that the Library's standards of behavior are observed.

3. The maximum number of attendees will not exceed seating capacity as stated on the Library's Fees and Facilities schedule.

4. During events held while the Library is open to the public, quiet must be observed. Meeting Room doors must be closed. If the Library is closed, there is no access to that portion of the building. Renters causing noise disruption to Library operation may forfeit their right to future rentals or be required to rent during closed hours.

5. Library business telephones may not be used by renters.

6. All damage or theft that occurs while Library facilities and equipment related to the event are being used is the responsibility of the authorized representative signing the contract.

7. No disturbance, change or removal of exhibits is allowed.

8. No pictures, displays, signs, instructions or any other materials may be hung or affixed to the walls, furnishings or equipment.

9. Doors, desks and aisles must be kept free from obstructions.

10. Changes to the arrangement of furniture and equipment specified in the Reservation Request and Agreement must be made prior to 15 days before the event. Any desired changes made to the furniture arrangement within 15 days of the event must physically be made by the renter during the scheduled time of the event, at the renter's own risk and liability, and must be returned to the former setup before leaving the Library.

11. All technical arrangements regarding lighting, use of audio-visual and/or other equipment, seating quantity and arrangements, etc. must be pre-arranged by signed contract using the Facility and Equipment Request and Sign Out Form. No changes can be made at time of the event.

12. No electrical, computer, film or audio equipment may be brought into the Library unless pre-approved in writing.

13. Storage of personal property in any library area is not permitted.

14. Library facilities must be left in a good and clean condition after meetings or events.

15. No smoking is allowed at any time in Library buildings or on library property.

16. No alcohol is allowed at any time in Library meeting spaces or buildings or on Library premises.

17. No food or beverages may be served on the premises, unless prearranged by contract and upon payment of the non-refundable reception fee. If renter claims food and/or beverages will not be served, and food is present, renter will be charged the non-refundable reception fee.

18. Library staff use of kitchen facilities may not be obstructed.

19. Pianos at the Central and Brand libraries may not be moved from the stage under any circumstances. No other piano is allowed in the room. The City maintains a regular schedule of tuning for the pianos. Any additional tuning will be at the user's expense and only the City's contract tuner may be used. If tuning or rehearsal time is required, please call (818) 548-2030 (for the Central Library) or (818) 548-2051 (for Brand Library) for more information and to make arrangements.

20. The Library will only allow the sale of merchandise at sponsored events in compliance with the Library's Co-Sponsorship Policy.

21. The Library's mailing address, telephone, or email contact may not be used by organizations meeting at the Library.

22. The Library assumes no responsibility for publicity and promotion of events.

23. All persons, groups, or organizations using City facilities under this agreement take the premises "as is" and assume all risks of injury, including death, to members of the group, organization, event participants, and event spectators (which might arise out of activities or out of conditions present on the City facilities and grounds).

a. Every person, group, or organization shall inspect the City facilities for unsafe or dangerous condition prior to use. Any discovered unsafe condition must be reported to City Staff for repair, in writing. Prior to using under this agreement, it is permitted to reopen the facility to see that the dangerous condition is corrected or barricaded, or an appropriate and effective warning posted by permittee.

b. Every person, group, or organization using City facilities under this agreement shall indemnify, hold harmless and defend City, its City Council, officers and employees from any and all liability or financial loss, costs, or expenses (including attorney's fees and costs) resulting from any suits, claims, losses or actions brought against the City, its Council, officers and/or employees which results directly or indirectly from the wrongful or negligent actions of permittee (including its sponsor, spectators, participants, members, officers, directors or agents).

Wrongful or negligent actions include failure to adequately inspect, discover, and remedy or warn of defects in the premises or grounds.

c. Every person, group, or organization using City facilities under this agreement shall procure and maintain, in full force and effect, during the period of permitted use, a policy of insurance satisfactory to City which shall insure City against any liability of whatsoever nature on account of bodily injury (including death) or property damage arising out of or in connection with the event or activity or the use of said premises by permittee (including sponsor, participants, spectators, officers, directors, partners, or agents), including all costs of defending any claim arising as a result thereof. The insurance policies required herein shall be in an amount and on forms approved by the City. City, at City's sole option, may waive all or part of the foregoing requirements regarding indemnity and insurance, or require the user to obtain similar insurance coverage, either through the City or by other arrangement approved by the City, and user shall be required to reimburse City for the cost of any insurance provided pursuant hereto.

24. All rules and regulations not contained in this list, including those found in the laws of the State of California, City of Glendale Charter and Municipal Codes, and any lawful order of law enforcement officials, Library staff, fire officials, or duly authorized employee of the City, must be adhered to. All provisions of the Glendale Municipal Code are incorporated by reference herein as if fully set forth. Copies of the City Charter and Municipal Codes are available in the office of the City Clerk and at all Glendale libraries.

25. The Library, Arts & Culture Department reserves the right to deny use of these facilities to any group, organization or individual that may cause disruption to the ordinary and usual operations of the Library facility.

26. Any changes in scheduling must be made no later than 30 calendar days prior to the event. Fees for reservations which are cancelled 30 or more days prior to the event will be refunded as provided in Glendale Municipal Code, Section 5-7 et seq. No refund will be given for cancellations made less than 30 calendar days prior to the event (GMC, section 5-7 et seq.).


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