Rental Policies and Guidelines for Meetings
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: The Margaret Rivers Room A and B The Serving Kitchen The Conference Room The Johnson Terrace The Storytime Room and the Computer Lab are not available for reservation by the public.
- All rooms/rental areas will be reserved on a first come, first served basis for rental dates. The library will take reservations for meetings up to four (4) months in advance. For times when the library is closed, we will take reservations for meetings up to eighteen (18) months in advance.
- 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.
- To secure a rental date, a rental agreement must be signed.
- The client is responsible for paying the booking fee within five (5) working day after signing the rental agreements. If the booking fee is not paid within this time frame, the date will be released for rental to others.
- In all cases, the rental fee and other charges are due in full before the scheduled meeting.
- Meeting room users are responsible for paying any specific damages caused by their group.
- By order of the Board of Trustees, the library is a smoke-free facility. Smoking is not allowed anywhere in the building, on the terrace, in the parking garage, or on the grounds.
- Renters must abide by the occupancy limits set by the library. See below.
- When the library is closed, meetings may be held only if the library is able to staff the facility.
- No cooking or food preparation is allowed in the building or on the grounds. No small appliances (i.e. NO COFFEE MAKERS, POPCORN POPPERS, TOASTERS) may be used. The serving kitchen is for food service only. A warming oven, ice maker and refrigerator are available for your use if you rent the serving kitchen. Please note: there is no freezer.
- If you wish to serve refreshments at the meeting but are not renting the kitchen all refreshments must be purchased through a caterer on the library’s caterer list under a separate agreement. No food may be brought into the library for the meeting.
- The library is not responsible for personal or rental property before, during or after the meeting.
- State and local fire codes apply:
- No flammable substance or material may be used unless it meets fire safety standards
- No open flames or candelabra are allowed.
- No lights, candles, or candelabra are allowed to be places in or on evergreen trees, wreaths, sprays, etc.
- Miniature, cool lights may be used.
- Fireworks, including sparklers, may not be used at the library.
- The standard arrangement for Margaret Rivers Room A is two side-by-side 96"x30" tables with chairs. The standard arrangement for Margaret Rivers Room B is auditorium style with chairs facing east, a head table, and a side table.If a different arrangement of chairs and tables is desired, the library staff will set up and take down tables and chairs for a charge of $25/hour with a minimum of one hour of set up time.
- Nothing may be affixed to the library walls (i.e. NO TAPE, TACKS, NAILS, 3M HANGERS).
- Only library tables and chairs may be used in the meeting rooms. No chairs, tables or furniture items may be brought into the meeting rooms from home or rental companies. Furniture from the coffee shop and the terrace may not be brought into the meeting rooms.
- Meeting room or coffee shop furniture may not be used outside the building. This includes the terrace.
- Renters must have all personal belongings out of the building by the prearranged time.
- A fee will be charged for any clean up beyond normal usage.
These meeting spaces are not appropriate for children and students doing craft projects involving crayons, markers, paint, glue, clay, etc. Rental clients who use the rooms for meetings featuring craft or building projects are required to provide adequate protection of library tables, furniture, and carpeting to prevent damage by cutting, scratching, or denting. Glitter, confetti, paints, and solvents are strictly prohibited. Any costs for replacement or repair of library property arising from such damage will be paid by the group sponsoring the meeting. Groups will be charged an additional fee if extra clean-up is required.
Children must be supervised at all times. There must be at least one adult for every ten (10) students in grades 1-12 and at least one adult for every five (5) students in kindergarten or pre-school. Students and group leaders may not bring food, beverages, or candy into the library. Rules #10 and #11 apply to people of all ages.
Please consult the Event Space Coordinator for a list of audiovisual equipment that may be reserved for the meeting.
Any group, organization, or individual that sells, offers to sell, or charges tuition at its meeting will make plain to attendees that the library is not sponsoring the meeting.
If alcohol is to be served, an additional fee will be charged. Please see the list of caterers licensed to serve alcohol.
| 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 |
HOURS OF USE
Meeting reservations will be taken from 7 a.m. until 10 P.M. dependent upon the availability of library staff to monitor the building.
PARKING GARAGE
The library’s 43-car parking garage is available for exclusive use for your meeting only when the library is closed. When the library is open, parking is on a first-come, first served basis.
ADVERTISING GUIDLINES
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.
BUILDING SECURITY
A library staff member will be available throughout the meeting.
THE SERVING KITCHEN
If the meeting will include food service, users may lease the serving kitchen in addition to the Margaret Rivers Room. The Public Health Department allows the use of licensed caterers only. Please see the list of caterers who have been approved to use our facility.
THE JOHNSON TERRACE
When the library is open, the terrace is available for use by library patrons as well as for those who are attending the meeting.
When the library is closed, the terrace rental will include exclusive use for the meeting. 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.
If the meeting on the terrace requires more chairs or tables than the wrought iron furniture provided, the library has chairs and tables available for rent. Please ask for rental rates. No furniture may be brought onto the terrace from other sources.
