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Meeting Room Use Guidelines​


Room reservations are accepted two months in advance, with the exception of the Pulliam Auditorium, Lecture Room and after-hours meeting spaces. For these facilities, reservations are accepted six months in advance with a maximum of one booking per quarter.

Rental fees are charged in hourly increments, with the exception of the Pulliam Auditorium and after-hours meeting spaces which have four-hour minimums.

For Burton Barr Central Library, fee payment is due within 48 hours (two business days) of requesting the reservation. The exceptions are Pulliam Auditorium and after-hours rentals at Burton Barr Central Library. For these facilities, one-half of the fee is due within 48 hours of the initial reservation, with the balance due 14 days prior to the event. The Library reserves the right to cancel a reservation if payment is not made within 48 hours (two business days).

For Branch Libraries, you will need to visit the library where the meeting is to be held in order to book the space.

Guidelines:

Reservations are confirmed upon payment, receipt of a signed meeting room contract and a room set-up form (if required). Acceptable forms of payment include cash, check or credit card.

Booking fees are non-refundable. If your meeting is cancelled, please notify the library as soon as possible.

When food and beverages are provided by the user, an additional $25 clean-up fee is due at the time of booking. The Pulliam Auditorium is exempt, as the food fee is included in the rental fee. Clean-up fees are refundable if the program is cancelled. Enclosed Sterno containers with chafing dishes for warm food are allowed when an attendant is present. Open flames for cooking and grilling are not permitted.

Administrator approval and a liquor permit are required to serve alcohol in the library, and is only permitted during after-hours events.

Admission fees may not be charged for meetings held in a library meeting room. The user may not buy or sell anything while using the room.

 

Signage must be pre-approved by Library Administration. Handouts may be distributed inside the room only.

Except for the Pulliam Auditorium and the Lecture Room, libraries provide tables and chairs only. Additional equipment is the responsibility of the organization or individual renting the space.

Room set-up forms are available in Library Administration for the Pulliam Auditorium and the Lecture Room. If you will be using the Library's audio-visual equipment, please make arrangements to test your computer with our equipment at least one week prior to your meeting date. The Library is not responsible for technical difficulties encountered if your equipment was not tested in advance of your meeting date.

City employees shall not handle, care for, or act as custodian of any equipment or property at the meeting, and shall not be liable for any loss or damage to such property. The library will not store materials for any meetings. 

The Library reserves the right to eject or cause to be ejected from the facilities any disorderly person or persons. Neither the City nor its employees shall be liable to users for any damages that may result upon such action. 

It is the responsibility of the applicant to follow all applicable local, state and federal safety rules and regulations.

Any damage resulting from use of the facility shall be paid by the user. 

The user is responsible for setting up and leaving the room in the condition in which it was found.

Tape, tacks, pins, etc. may not be used inside the meeting room. 

Balloons and candles are not permitted. 

Users not complying with the contract regulations will not be allowed future use of any Phoenix Public Library meeting room.