PROVINCETOWN PUBLIC LIBRARY
356 Commercial Street
Provincetown, MA 02657
508.487.7094
www.ptownlib.com
COMMUNITY SPECIAL EVENT
POLICY
Purpose
The
purpose for providing space for nonprofit community-based Special Events and
Meetings in
the
Provincetown Public Library is to further the Library’s role in the community
as a center for educational, informational, cultural, civic or charitable
purposes.
Statement of Policy and
Procedures
- The Library spaces
are for meetings or programs of an educational, informational, cultural,
civic or charitable nature, primarily presented or co-sponsored by the
Library, but otherwise are limited to nonprofit groups or agencies. Only Library Events may involve the sale
of items.
- Use of the facilities
for Library, in priority order are
§
Library-affiliated
or Library-sponsored/co-sponsored meetings or programs shall have priority over
all other requests.
§
Community
nonprofit cultural or civic organizations.
§
Town
of Provincetown boards and committees.
§
County
governmental units.
- All meetings and
programs must be open to any member of the public who accepts and complies
with the purpose and conditions of the Event.
- Requests for meetings
or programs limited to the Reading Room may be approved by the Library
Director or designee. Requests
beyond that require Trustee approval.
- Meetings or programs
which, in the sole judgment of the Staff, would interfere with the
functions of the Library or of the Patrons using the Library will not be
permitted. Meetings or programs
which are approved but which prove disruptive to Library operations and
are not in compliance with the Library Behavior Policy shall be asked to
end their activities.
- Scheduling an Event
for an organization or group in the Library does not in any way constitute
an endorsement by the Library of the organization of group, its
activities, or of the ideas and opinions expressed during the course of
the Event. The use of the name,
address or telephone numbers of the Library as the address or headquarters
for any organization or group using the Library is prohibited. Publicity generated may recite the
Library name, address and appropriate space only. Any other mention requires the express
written approval of the Library Director or designee.
- Signs, posters,
displays, etc. promoting an Event must have the approval of the Library
Director or designee.
Application and Scheduling
- Application Form and Procedure Any organization or group wishing to
use the Library must complete the Application for Library Use and receive
the approval of either the Library Director or designee, or the
Trustees. Reservations are not
confirmed until the Application has been signed by either the Library
Director or designee, or the Trustees, and returned to the organization or
group Representative.
- Scheduling Procedure All scheduling of Library facilities
is made through the Library Director or designee.
- Requests for the
Reading Room should be made at least two (2) weeks in advance. Approval for use of the Reading Room
will be considered as requested throughout the year, so long as Staff is
available to be present for the meeting or program.
- Requests for use of
the entire facility should be made at least two (2) months in
advance. Only one (1) event per
quarter will be scheduled in any fiscal year.
- Events may be
scheduled only after Library hours.
- All Event
participants must vacate the building by 10 p.m.
- Orientation
An on-site orientation on building use and care, and emergency
procedures is required of the representatives of organizations or groups
using the building and must be scheduled at least one (1) week before the
Event. Representatives should
become familiar with the location of fire exits and options including fire
stairs for use by disabled attendees, fire extinguishers, remote fire
phones, manual pull stations, etc. Representatives are encouraged during
Event opening remarks to indicate exits and define emergency procedures.
- Cancellation The Library reserves the right to
cancel a scheduled and confirmed booking under extraordinary
circumstances. Cancellations by the
Applicant(s) must be made 48 hours in advance. Fees will be retained for cancellations
received with less than 48 hours notice and for no-shows. Exceptions will be made in the event of
severe weather, or if unforeseeable circumstances acceptable to the
Library Director or designee cause an Event to be cancelled less than 48
hours in advance of it.
- Capacity
The Library Director or designee reserves the right to match the
anticipated attendance at an Event with the space that is most
appropriate.
- Children’s Programs All non-Library Events for groups of
people under the age of 18 require the presence of a responsible adult at
all times. Parents of young
children (seven years and younger) are encouraged to attend any program at
which their child is present and, at a minimum, must remain in the
building for the duration of the program and retrieve their child
immediately at the conclusion of the program.
Use Fees Use fees, subject to Trustee review and
change, are based on space, time and personnel.
A Library Staff Member must be present in the building for each
Event.
- The fee is $25.00
per hour for a meeting or program limited to the Reading Room.
- The fee is $50.00
per hour for an Event that includes use of the Second Floor and/or
Mezzanine.
- An additional
custodial fee or security deposit of $50.00 per hour may be charged for
an Event where refreshments are offered.
- Fees must be paid
two (2) weeks in advance.
The fee structure will be reviewed
regularly by the Library Trustees.
Rules and Conditions of
Use
- The Library will be
available for Events during after-hours only. Events may be scheduled for set-up no
sooner that 15 minutes after Library closing and must be concluded in time
for the premises to be vacated no later than 10 p.m.
- Furniture shall be
left in a neat and orderly condition.
Any furniture that has been moved must be restored to its original
configuration. Furniture may not be
moved into or out of specific areas.
- Clean-up and
restoration of furniture to original arrangement must be accomplished in
time for Library to be vacated no later than 10 p.m.
- Light refreshments
may be served at the discretion of the Library Director or designee. If permission granted, the organization
or group is responsible for clean-up and removing all refreshments.
- The Library does not
provide plates, utensils, coffee makers, etc.
- Consumption of
alcohol on Library premises, both indoors and on the grounds, is
prohibited.
- Smoking is permitted
out-of-doors at the Center Street Entrance only.
- Audio-video equipment
may be used at the discretion of the Library Director or designee.
- The Library assumes
no responsibility for any equipment, supplies, materials, clothing, or
other items brought to the Library by any group or individual attending an
Event.
- The Library assumes
no responsibility or liability for accidents, injury or loss of individual
property in the Provincetown Public Library.
- The Responsible Party
designated on the Application Form by any organization or group shall be
responsible for paying the cost of any damage or loss incurred by the
Library by the actions of any member or guest of the organization or group
during the course of an Event. The
Library will make all arrangements for repairs as appropriate.
- Nothing may be
attached to walls, ceilings, doors or furniture in any part of the
Library.
- No signs, posters,
displays, etc., promoting an event may be placed anywhere in the Library
without the express approval of the Library Director or designee.
- Applicants using the
Library may not discriminate on the basis of race, gender, color, creed,
national origin, religious belief or handicap, against any person
requesting admission to an Event, so long as that person is in agreement
with and complies with the purpose and requirements of the event, e.g.,
pay an admission fee.
- Failure to abide by
the policies and rules established above will result in suspension or
termination of an organization or group’s privileges.
Waiver of Liability All organizations or groups shall
indemnify, defend and hold harmless the Provincetown Public Library, its
Trustees and Staff, and the Town of Provincetown, its officers, agents and
employees from and against any and all claims suits, actions of any kind,
arising and resulting and accruing from any negligent act, omission or error of
the organization or group resulting in or relating to personal injuries or
property damage arising from the organization or group’s use of the Library.
All
organizations or groups shall defend, at their sole cost and expense, any legal
action, claim, or proceeding instituted by any person against the Town of
Provincetown as a result of any claim, suit or cause of action accruing to the
term of the Agreement for Use of the Library for injuries to body, life, limb
or property as set forth above.
All
organizations or groups shall hold the Provincetown Public Library and the Town
of Provincetown harmless from and against all judgment, orders, decrees,
attorneys’ fees, costs, expenses and liabilities incurred in and about any such
claim investigation or defense thereof, which may be entered, incurred or
assessed as a result of the foregoing.
The
Board of Library Trustees of the Provincetown Public Library establishes the
Policy regarding the use of Library facilities and is the sole authority in
interpreting these regulations. The
Library Director has the supervisory responsibility delegated by the Trustees.
Any and all
parts of this Policy may be revised, modified or amended by the Board of
Library Trustees at any time. Exceptions
to the rules concerning the use of Library facilities can be made only by a
vote of the Trustees.
Adopted by the Board of
Library Trustees on April 25, 2005.
PROVINCETOWN
PUBLIC LIBRARY
356 Commercial Street
Provincetown, MA 02657
508.487.7094
SPECIAL
EVENT SCHEDULING REQUEST FORM
§
Please complete entire
form.
§
Please provide a copy of
your 501(c)(3) nonprofit Letter of Determination.
§
Return form to the Library
Director at least two (2) weeks in advance of Event.
§
Your request will be
scheduled upon written confirmation by Library Director.
Organization
Name ___________________________________________________________________
Responsible
Party’s Name _____________________________________________________________
Address
________________________________________
City/ST/Zip _________________________
Phones
(day) _________________ (evening)
_________________ (cell)
____________________
(fax) ____________________________ Email ______________________________________
Applicant
is a _____ 501(c)(3) nonprofit organization _____ Provincetown Board/Committee
Event
Date _____________ Alternate Date
_____________ Approximate Attendance
__________
Actual
Time of Event ___________________________
Will refreshments be served? ___________
Is
this a Fundraising Event? __________
If so, how much will each Guest pay? ______________
Purpose
and Description of Proposed Use _______________________________________________
____________________________________________________________________________________.
Indicate
Space Requested _____________________________________________________________
I have read the attached
“Community Special Event Policy”. I
understand the Policy and Procedures and, on behalf of the Applicant
Organization, declare that we will abide with the requirements set forth.
We hold the Town of
Provincetown, the Board of Library Trustees, Library Staff, and other parties
concerned harmless from any and all liability, and will defend the Town of
Provincetown, the Board of Library Trustees, Library Staff, and other parties
concerned in connection herewith.
Signature of Applicant Date
Approved by Board of Library
Trustees Date