Rental Policies and Guidelines for Events

The Stillwater Public Library is foremost a public library. The library encourages public use of the library’s facilities within the policies established by the Board of Trustees. The fees that are charged are used to cover the costs of providing the facilities and to support the operations of the library.

Facilities available for community use and rental for events include:
Johnson Terrace
  The Margaret Rivers Room A and B
  The Serving Kitchen
  The Conference Room
  The Johnson Terrace

GENERAL RULES

 

A. Reservations

  1. All rooms/rental areas will be reserved on a first come, first served basis for rental dates. For events, reservations will be accepted up to eighteen (18) months in advance.
  2. No event date may be reserved or held without a signed rental agreement and down payment.  The library will hold all down payment checks for five (5) calendar days from the date of check receipt.  All down payments are fully refundable during this five day hold period.  After five days, all checks will be cashed and all down payments are non-refundable.
  3. If the rental client intends to cancel a reservation during the five day hold period, the rental client is responsible for notifying the library before 5:00 p.m. on the fifth day.  The rental client should leave a message of their intent to cancel for the Event Space Coordinator at 651-275-4338 x 129.
  4. The library reserves the right to schedule weddings on consecutive days. All weddings are guaranteed a 1 hour rehearsal on Thursday.  Rehearsals are booked on a first come, first served basis.  Rehearsals may be booked for a Friday if the date is still open 30 days prior to the scheduled event. 

Rental is available from 8 a.m. until 12:00 midnight (the event itself must end by 11:30 P.M. to allow for clean-up and closing by midnight) with the exception of Sundays. The facilities are available for events on Sundays from 1 P.M.* to 12:00 midnight. Set up may begin before 1 p.m. on Sundays with the approval of the Event Space Coordinator. Staff will work with the rental client to determine arrival and departure times. Catering and rental equipment/supplies must be delivered and picked up on the day of the rental event. The Event Coordinator or designee must approve, in writing, any arrangements for early or late delivery/pickup.

B. Fees

  1. Fees and costs are subject to change from time to time.  Rental clients will be charged those fees and costs that are in effect at the time a rental agreement is signed.  A rental client is responsible for obtaining the current fee schedule.
  2. The balance of the rental fee, other charges, and the damage deposit are due no later than five (5) days before the scheduled event. 
  3. A security deposit of $250 may be collected no later than five (5) days before the scheduled event. Renters may forfeit all or part of their security deposit if the facility is not left in good condition. In addition, renters are responsible for paying any specific damages caused by their group.

C. Smoke-Free Facility
This is a smoke-free facility. Smoking is not allowed anywhere in the building, on the terrace, in the parking garage, or on the grounds.

D. Occupancy limits
Renters must abide by the occupancy limits set by the library.

E. Fire Codes
State and local fire codes apply:

  1. No flammable substance or material may be used unless it meets fire safety standards.
  2. No open flames or candelabra are allowed. Candles are permitted only if they are enclosed in glass. A unity candle may be used only during the ceremony. Unity candles must have a protective pad underneath and must be extinguished at the end of the ceremony.
  3. No lights, candles, or candelabra are allowed to be placed in or on evergreen trees, wreaths, sprays, etc.  
  4. Miniature, cool lights may be used.
  5. Fireworks, including sparklers, are strictly prohibited.
  6. The path to emergency exits and to fire extinguishers may not be blocked.

F. Advertising Guidelines
All advertisements, announcements or posters must list individual or organizational names responsible for the event. The renter must make clear that the event is held at the Stillwater Public Library but is not sponsored by the library by including the following statement on posters or other advertisements: This event is not sponsored by the Stillwater Public Library.

G. Responsibility
The library is not responsible for personal or rental property before, during or after an event.

FACILITIES, CAPACITIES, AND EQUIPMENT

 

Rental of the facility for an event must begin when you arrive to set up. It ends when the facility is vacated and secured. Facilities must be rented for a minimum of eight hours. If your event requires a longer rental, fees will be prorated to accommodate your event. Please consult the Event Space Coordinator about rates if your event will take substantially less than eight hours.

The use of indoor tables and padded banquet chairs are included in the rental fees. A set up fee of $50 will be charged. At the time of booking, the decision must be made whether to book indoor facilities only or the terrace as well.

A. Capacities for the facilities are as follows:

Room Capacity with Tables Capacity with Chairs Only (Auditorium Style)
Margaret Rivers Room A 32 40
Margaret Rivers Room B 64 120
Margaret Rivers Room A & B 110 150
Conference Room 12 12
Terrace 250 300

B. Equipment

1. Available Furniture/Equipment in the Margaret Rivers Room

120 chairs and the following tables are included in your rental fee:
10 Oval Tables, 60”x72”
4 Rectangular Tables, 96”x30”

Only library tables and chairs may be used in the Margaret Rivers Room. No tables, chairs, or furniture items may be brought into the library from home or rental companies. Furniture from the terrace or the coffee shop may not be brought into the Margaret Rivers Room.

2. Available Furniture/Equipment – Johnson Terrace

Equipment Number Available Cost Per Unit
White resin folding chairs 300 $ 2.80
60” Round plastic top tables 30 $ 9.00
6’ Plastic top rectangular tables 6 $ 9.00
Black iron chairs 20 Free
Black iron tables 5 Free
Black iron benches 4 Free
Seat cushions for iron seating 24 $ 1.00

Only library tables and chairs may be used on the terrace.

NOTE: The renters must contract all other services and products from outside vendors. All items associated with the event may be delivered after 10 a.m. on the day of your event and must be removed from the site prior to the ending of your event except by permission of the Event Space Coordinator.  

C. Gallery
The hallway in the Community Meeting wing is an art gallery.  Works of art in the library for display cannot be moved, and the renter must agree to work around whatever is displayed at the time of their event. Access to fire doors and fire extinguishers in the gallery cannot be blocked.

D. Public Areas
As public areas of the library must remain available to the public while the library is open (unless the renter has paid for exclusive use of the terrace), items belonging to the renter may not be left unattended in the gallery or on the terrace.

E. Parking Garage
When the library is open, parking is on a first-come, first served basis. The library’s 43-car parking garage is rented for events only when the library is closed. The renter may provide a parking attendant to admit guests to the parking facility when the library is closed.

F. The Johnson Terrace

Exclusive Use of the Terrace
When the library is open, the terrace is available for use by library patrons as well as for those who are attending the event. The library may agree to reserve the terrace for exclusive use by event attendees with payment of an additional fee.

When the library is closed, the terrace rental will include exclusive use for the event. Due to the possibility of inclement weather, the terrace will only be rented in conjunction with the Margaret Rivers Room. The standing room capacity of the community meeting wing when the rest of the library is closed is 300 people.

G. Tents
The library allows the use of certain tents on the terrace. 

  • The rental client must request permission in writing to erect a tent.  The rental client must provide information about the type of tent to be erected, and provide the library with the set-up and take-down times, and the name and telephone number of their rental company.
  • A fee of $100 will be collected, due to the extreme wear and tear that tents cause to our facilities, and the disruption they cause to normal library operations.  This fee is non-refundable once the tent has been brought into the building whether or not it is erected. 
  • To ensure public safety, the $100/hour exclusive use fee will be charged while the tent is being erected and disassembled if these actions occur during the library’s operating hours.

H. Dance Floors
The library allows the use of dance floors on the terrace (they are not permitted in Margaret Rivers Room).  The rental client must request, in writing, permission to bring in a dance floor, and provide the library with set-up/take down times, and the name and telephone number of their rental company.

I. Heaters
The library allows the use of certain heaters on the terrace.  The rental client must request, in writing, permission to bring in heaters, and provide the library with set-up/take down times, and the name and telephone number of their rental company.  The rental client must abide by state and local fire code at all times, and all heaters which use a combustible liquid must be removed from the library by the conclusion of the event. 

J. Special Event Permit
Please be advised that some outdoor events that are open to the public may require a Special Event Permit from the City of Stillwater. This may be in addition to any required variance from the City’s noise ordinance.

Factors that might require a permit include attendance in excess of 75 or activities that have impact on the surrounding neighborhood or the community as a whole, for example:

  • amplified music or sound
  • music after 10 P.M.
  • any public safety issues

Special events requests should be submitted to the City Clerk on the City’s Application for Special Events at least 45 days before the event.

SET-UP and CLEAN-UP

 

A. Set-Up Policies

  1. The library staff will set up and take down tables and chairs in the Margaret Rivers Room for an additional charge of $50.
  2. If your event does not require set-up, this fee will be waived. The library set-up services do not include putting on linens, decorations, dishes, etc.
  3. A set-up diagram must be received in the Event Coordinator’s office one week prior to the event
  4. No decorations (i.e. NO TAPE, TACKS, NAILS, 3M HANGERS) or other devices may be used on the library walls.
  5. Only library tables and chairs may be used in the meeting rooms. No furniture or decorations in excess of six feet may be brought into the meeting rooms from outside the building.
  6. No meeting room, gallery, or coffee shop furniture may be used outside.
  7. NO RICE, BIRDSEED, HELIUM BALLOONS, ROSE PETALS OR CONFETTI ARE ALLOWED INDOORS OR ON THE TERRACE.
  8. If both the ceremony and reception are held at the library, there must be a plan for the changeover from a ceremony to reception. If the ceremony is on the terrace, a plan is needed for inclement weather. A plan must be submitted to the Event Space Coordinator for approval at least 14 days before the event.

B. Clean-Up Policies

  1. Renter is responsible for removing all trash, kitchen garbage, and recycling immediately after the event.
  2. Renter must have all decorations, catering items, rental items, personal belongings, etc. out of the building by the prearranged time. The renter must ensure that the caterer has cleaned the serving kitchen if it has been used.
  3. The renter is not responsible for putting away tables and chairs. This service is provided as part of your rental agreement.
  4. If the event clean-up has not concluded by the end of the rental time, a minimum of one (1) additional rental hour will be charged or held from any security deposit to be returned. Additional fees for the security officer or staff also may be required.
FOOD and ALCOHOL

 

A. Food
The lease includes use of the serving kitchen.

  1. The Washington County Public Health Department allows the use of licensed caterers only. The library maintains a list of licensed caterers who may use our facility.
  2. No cooking or food preparation is allowed in the building or on the grounds. Food must be prepared off-site and held and served from the library serving kitchen. A warming oven, ice machine, and refrigerator are available in the serving kitchen. A freezer is not available.
  3. If the kitchen is not being used but refreshments are to be served at the event, refreshments must be arranged through a caterer on the library’s list.
  4. Any refreshments other than those provided by an authorized caterer must be approved by the Event Space Coordinator.
  5. The caterer is responsible for cleaning the kitchen, removing trash and recycling and removing all catering items prior to their departure.
  6. Please request the library’s Catering Guidelines sheet

B. Alcohol Use Policy
All state and local laws governing alcohol use are applicable. The event must follow the library’s regulations:

  1. The library will charge an additional fee for events where alcohol will be served. See attached fee schedule.
  2. All alcohol must be supplied by and served by an approved caterer who is licensed to do so. See list of caterers.
  3. An open bar where guests serve themselves is not allowed. An appropriately licensed caterer must provide someone to tend bar and oversee alcohol consumption.
  4. Liability for alcohol service and consumption is assumed by the renter. The library assumes no liability for alcohol service or consumption. The renter must check with his/her insurance agent to ensure adequate coverage for the event and that the coverage is in the amounts required by the library. The insurance certificate must be received by the library at least five (5) days before the event.
  5. No serving or consumption of alcohol is allowed in the parking garage or in cars. Alcohol consumption outside must be confined to the terrace. 
  6. No alcohol service may be made to minors
  7. Alcohol service must conclude no later than 11:00 p.m.

SECURITY

 

Whenever there is an event in the library, a library representative or an approved security officer must be present and available. This person will assist with the library equipment and general facility usage in order to ensure successful facility use. Library staff or the security officer is responsible for locking/securing the building.

Security Officer
  1. A Security Officer may be required for certain events. Among the factors that will be considered in the determination include:
    • Whether or not the library itself is not open
    • Whether or not alcohol is served
    • Number of participants at event
    • Timing of the event
    • Music
    • Dancing
  2. There is a four-hour minimum for a security officer. Library staff will make arrangements for a security officer for the event. Payment of the security officer at the established rate is the responsibility of the renter. The security officer must be paid by the end of the event.
  3. The event must conclude at the pre-arranged time to avoid additional security fees.
  4. The library reserves the right to make the final determination on the need and the timeframe for a security officer based on the individual event.  
INSURANCE

 

The renter must carry insurance to cover the event. Typically, homeowners/ renters insurance will cover an event of this type. A minimum of $300,000 Bodily Injury and Property Damage Liability is required. Please refer to Insurance Coverage for Special Events for more information. The insurance policy must be in the name of the person signing the rental lease. Proof of insurance is required before the event takes place.

MUSIC

 

  • Dancing and dance bands are allowed. Music amplification must be MINIMAL and VOLUME MUST BE UNIFORM because the library is in a residential neighborhood. IPODS and MP3 players may present special problems. Please consult the Event Space Coordinator about their use.
  • Music must conclude by 11:30 p.m. indoors and 10:00 p.m., if outdoors.

Some public events with music that will take place on the terrace may also require a Special Event Permit from the City of Stillwater. Special events requests should be submitted to the City Clerk on the City’s Application for Special Events at least 45 days before the event.

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