A. Overview

The purpose of the Library’s event spaces is to provide space for library programs and events, to fulfill the Library’s role as a community center where the public can attend informational, educational, cultural, and civic events, and to champion the principle of intellectual freedom by providing a forum for the exchange of ideas.  The Library permits the public to use its facilities and event spaces when such use does not interfere with Library-sponsored programs and services.

It is the policy of the Fayetteville Public Library to provide event space to Fayetteville residents, governmental agencies, nonprofit groups, businesses, and associations.  Permission to use Library event space does not in any way constitute the Library’s endorsement of the group or individual’s policies or beliefs, and no claim to that effect may be used, explicitly or implicitly, in advertising. The Library neither approves nor disapproves of content, ideas, or subject matter presented in event spaces and does not accept responsibility for ensuring accuracy or that all points of view are represented. 

Use of the Library’s event spaces must meet the policies approved by the Library’s Board of Trustees; any activities that are inconsistent with these policies will be denied or terminated.  This policy shall be administered by the Executive Director, or their designees, who are authorized to make any exceptions to this policy when in the best interest of the public and the Library. The Fayetteville Public Library and the Board of Trustees are not responsible for accidents, injury or loss of individual property while using the event spaces. Any exceptions to this policy must be agreed to in writing.

B. Event Spaces available

1. Event Center
2. Ziegler Reception Room
3. J.B & Johnelle Hunt Family Gathering Glade
4. Walker Family Teaching Kitchen
5. Other spaces are available with approval from the Executive Director

C. Library rights and requirements

1. The Library reserves the right to change or cancel reservations for event spaces. If changes or cancellations are necessary, the Library will provide the affected group with as much notice as possible.

2. The Library reserves the right to publish a list of events taking place in its event spaces, place a sign announcing the name of the group and the time of the event, move groups to a smaller, larger or more appropriate room, when applicable, based on attendance projections, and require changes in reservations due to conflicts with Library programs.

3. The Library requires prior notice and approval for any needed assistance from Library staff.

4. Library personnel will have open access to event spaces at all times. Failure to meet this requirement may cancel the event and shall be grounds for denial of future use of library event space.

5. When the Library closes because of an electrical or heating/cooling equipment failure, power outage, or a weather-related emergency, all efforts will be made to notify organizations scheduled to use an event space. During adverse weather conditions, the Library will post closing information on its website.

D. Uses not permitted

1. Sale, marketing of goods, gaming – gambling, bingo, casinos, etc., commercial uses, e.g. bazaars, special benefit sales, retail sales, and programs designed to promote the purchase of products or services.

2. Social events and parties, e.g. birthdays, anniversaries, baby showers, wedding ceremonies and receptions, play groups, memorial services, etc.

3. Political rallies or lobbying supporting or opposing a specific candidate, petitioning for votes, or requesting donations.

4. Events outside of library hours except with approval.

E. Responsibilities of users

1.  No organization or group using the meeting rooms will discriminate on the basis of race, color, religion, gender, gender expression, national origin, disability, marital or family status, sexual orientation, political opinions, or socioeconomic status.

2. Those using event spaces are responsible for maintaining order. Appropriate conduct is expected as a condition of room use, as described in the Library’s Code of Conduct.

3. Communicate all room set-up and vendor needs to the Events team by established deadlines. Room set-up changes cannot be accommodated on the day of the reservation. Room set-up must be requested and approved by the Events team prior to the reservation date.

4. Provide copies of all licenses and insurance required for room rental to the Events team by established deadlines. This includes vendors coming into the building for events.

5. Nothing may be affixed to walls, flooring, woodwork, ceiling, or furniture. All decorations must have prior approval from the Events team.

6. No lit candles, open flames, pyrotechnics, cooking, or smoking. Clients may use electric tea lights if necessary.

7. Prohibited materials include confetti, rice, bird seed, smoke/fog machines, silly string, use of fireworks, or glitter.

8. Service animals as defined by the Americans with Disabilities Act are permitted. All other animals require prior approval.

9. No use of auxiliary lighting or special equipment without prior approval.

10. Windows may not be covered, and doors may not be locked or obstructed, without prior approval.

11. All events and set up/tear down for events must be held during Library hours unless prior authorization has been granted.

12. Events must take place within the confines of the rented spaces.

13. The Library does not permit temporary wayfinding signs in the building without prior approval. Please advise guests to follow the permanent wayfinding signs and screens with the rooms’ names.

14. Event space users must follow all applicable city codes.

15. The client is fully responsible for assuring that sound levels during the entire reservation comply with the City of Fayetteville code, as well as staying within acceptable limits as approved by the Events team at time of booking so as to not disturb other library patrons.

16. Groups must use the room for the purpose stated on the booking form. Any changes must be approved by the Events team prior to the reservation date. Occupancy may not exceed the stated limit.

17. The Fayetteville Public Library asks clients to “clean as they go” during their events. The Library will provide clients with trash and recycling bins, the number of which will be determined by the anticipated number of guests at the event. Basic cleaning supplies will be supplied by the Library. Clients should recycle where possible. When events are finished, rooms must be returned to their pre-event condition, i.e. neat, clean, and with tables and chairs as originally laid out. Clients may be charged for any items remaining after agreed rental time frame (see below).

18. The responsible party agrees to a pre-event and post-event walk-through with Library staff.

19. All AV needs must be communicated no less than 15 days prior to the event. The Library does not allow outside AV equipment unless pre-approved by the Events team.

20. Abuse to an event space, to the Library building, or to the contents of the Library may result in the termination of the privilege to use the Library’s facilities. Matters of abuse may be defined as, but are not limited to:

    1. Damage to the room, building, or contents. The group using the room when the damage occurs, including the soiling of carpets, walls, furnishings, etc, is responsible for the cost of repair, cleaning, or replacement.
    2. Failure to follow guidelines for providing security while in the building.
    3. Failure to leave the room before or at closing time unless approval for after-hours use was granted by the Events team.
    4. Failure to leave the room or building in a neat and clean condition.
    5. Failure to notify the Events team of reservation time changes or cancellations.
    6. Excessive noise or activity which disturbs other Library patrons.
    7. Failure to pay assessed Library fees.
    8. Failure to adhere to Library policies.

21. Failure to comply with this policy may result in denial of future use of the Library event spaces, financial liability for damages, and/or immediate removal from event spaces.

F. Charges for use of event spaces

1. All groups using Library facilities are subject to the Library’s fee schedule.

2. Rental payment is due with signed contract as well as a $1,000 deposit at least 30 days prior to event. A late event request with less than 30 days’ notice may be subject to additional charges, and deposit and payment are due upon execution of the agreement. Deposit will be forfeited if items are left outside of reservation window without approval, items leave the facility without approval, if there are any time overages either before or after the reservation window, or if there is damage to the facility.

3. The Library reserves the right to charge a cleaning fee, deposit, and/or require liability insurance for use of its event spaces.

4. The Library reserves the right to charge for technical support, use of equipment, and room set-up fees for layouts differing from those choices provided by the Library.

5. AV set-up fees do not imply nor does the Library accept any responsibility for the clients’ proper use of or the condition of any AV equipment provided by the Library, such as a computer, projector, media players, etc. The Library is not liable for any damage or loss of the clients’ own software or hardware when used in an event space, nor is it responsible for the failure of the client to operate any physical media, computer program, etc. when using Library equipment.

6. Access to public Wi-Fi and parking is included in the room rental fee.

7. The Library reserves the right to require additional security and/or off-duty police at the expense of the client.

G. Cancellations

1. Cancellations made 30 days or more prior to the event date will receive a full refund of the rental fee. Notice of cancellation must be submitted in writing.

2. Cancellations made between 29 and 7 days before the event date will receive 50% of the rental fee refunded and will forfeit the deposit. Notice of cancellation must be submitted in writing.

3. Cancellations made within 7 days of the event date will not receive a refund and will forfeit the deposit. Deposits will be forfeited without notification of cancellation.

4. Two no-shows for reservations will result in the cancellation of all other events for the year.

5. Postponements or reschedules: In the event of an unforeseen circumstance, the client may reschedule or postpone the event to another date within a span of six months from the original scheduled date with no penalty, dependent on event space availability.

H. Procedure for booking an event space

1. Reservations are honored on a first-come, first-served basis. A reservation is not confirmed until all required paperwork is completed and approved by the Events team, and all initial deposits are paid in full.

2. If different than the default setup, the room setup diagram must be submitted to the Events team a minimum of 15 days before the event.

3. Individuals booking the rooms listed on page 1 of this policy must be at least 18 years old.

4. Clients must designate one individual as a contact person. That person is responsible for scheduling and supervising the activities of the group. Clients must complete all required paperwork and make any required deposits or payments before a reservation is confirmed. The name of the authorizing individual, sponsoring organization, and contact person are required at the time of booking.

5. For optimal use of the library’s AV systems, use of FPL equipment (including laptops) is recommended and available for use. Please see the library’s website for a complete list of available equipment. Clients choosing to use their own equipment are still subject to the AV system fees. It is the responsibility of these groups to request the equipment at the time the room is scheduled. Charges for damaged equipment or software will be billed to the authorizing individual or sponsoring organization.

6. Advance booking is as follows:

   1.  Reservations can be made up to 12 months in advance.

   2. Groups meeting once a month can reserve for a 12-month period.

   3. Groups meeting more than once a month can reserve for periods of up to 6 months.

   4. Event Center reservations must be made at least six weeks in advance.

   5. Rooms are not reserved until the booking has been approved by the Events team.

i. Procedure for booking an event space

1. Liability/Vendor event insurance is required. A copy must be provided at the time of deposit. In cases of exceptions, an Event Space Indemnification & Waiver Agreement must be filled out.

J. Equipment and Furniture

1.  Library exhibits, furniture, or equipment may not be moved or rearranged without prior written approval and assistance of library staff.

2. Library audiovisual equipment and stage lighting are available only upon prior reservation and must be operated by Library staff.

3. All audio/visual equipment will be operated under the supervision of library staff.

4. Installed library audio/visual equipment will not be moved.

K. Food and Beverages

1. FPL assumes no responsibility or liability for food served and/or consumed on the premises.

2. No alcoholic beverages except with prior approval.

3. Any additional licensing used by the client must accompany their contract. It is the responsibility of the user to enforce all conditions of their liquor license. A copy of the license must be attached to the client’s contract and the original must be displayed during the client’s event.

L. Caterer and Vendor Responsibilities

1. Any caterers must be pre-approved by FPL.

2. A caterer must have documentation, including any applicable food service permits issued by the City of Fayetteville, Department of Health training certificates for safe food handling, Arkansas certificate for serving alcohol, general liability insurance, and any other information as required by the Library.

3. The Library may approve a caterer that is not on the pre-approved list if all fees and library conditions are met. For consideration, documentation listed above must be submitted.

4. Caterers and vendors are responsible for the set-up and breakdown of all non-library equipment on the date of the event.

5. The caterer/vendor, with prior permission, may use its own additional kitchen equipment (i.e. warming ovens, electric ovens, sterno warmers, etc).

6. Caterers and vendors should recycle where possible.

7. The Events team must be notified of all deliveries needed a minimum of 10 days (or earlier as required by the Events team) in advance of the event. All deliveries must be pre-approved for access into the building. The caterer/vendor must be onsite to accept deliveries for the event. The caterer is responsible for providing all carts needed to move equipment to and from the event space from the delivery area.

M. Deliveries and Storage

1. All equipment and event supplies must be removed immediately following the event and not be left for pickup on another time or day. The Library is not responsible or liable for loss, damage, or disposal of any items brought in by the client or the caterer.

2. Delivery, set-up, and pick-up of all equipment brought into the library facility are the sole responsibility of the client and may take place on the day of the event only. All vendors and equipment must vacate the facility at the end of the agreed rental time frame.

3. The Library does not provide storage facilities before or after an event. Items left in the library will be discarded. Any materials or items left behind will be stored for up to 5 days and the client will be charged $100 per day. After 5 days, the Library may discard said items.

Code KT

Date Approved 10/19/20

Date Revised 04/27/23; 70/27/23 (D); 11/30/23 (D) 06/14/26 (D)