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Meeting Rooms & Public Policy

 

Program Policy

The Library provides use of its facilities for programs according to four categories.

A Library Program is any program offered by the Library, admission for which is free, that is open to the public without restriction for entertainment or information purposes only.

A Private Nonprofit Use is any program offered by a nonprofit community organization for its administration and/or members, but is not open to the public.

A Nonprofit Use is any program offered by nonprofit community organization that is open to the public and may include presentations and/or fund raising events.

A Commercial Program is an event offered by any person(s) or commercial entity that is open to the public or invitees and whose intention is to hold a meeting, raise money, or sell a product or service either at the program or afterwards.

It is the Policy of the Sedona Public Library that no alcohol shall be served on the Library premises with the exception that alcohol may be served at Library fund raisers or Board-sponsored events.

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Rental Fees 

We have two rooms. The Quiet Study is located in the library and is only available when the library is open. It will hold up to 25 people; no food or drink allowed in the room (bottled water is allowed); cost is $30 for each 2 hour increment.

The second room we have is called the Community Room. It will hold up to 100 people and is available when the library is open or closed. Food and drink are allowed in that room (no alcohol).

The cost for this room is $40 per hour with a minimum of 2 hours ($80) for Commercial renters; $25 per hour with a minimum of 2 hours ($50) for Non-Profit renters. Non-profits must provide the Letter of Determination from the IRS stating the non-profit status of the renter.

Renters are responsible for setting up, taking down and cleaning up. This set-up time and take down time is included in your rental time.

There is a security deposit required for this room. The check is not cashed, but is held to make sure that the room was left in good condition. Fees are $75 if there is not food or drink and $150 if food and beverages will be served. We ask that this is a separate check from the rental check.

There is a $30 fee to have someone come to let you in and/or out of this room if rented when the library is closed. We asked that you are cleaned-up and out of the building by 10:00pm at the latest.

Chairs and tables are available for no charge in both rooms. There is a projection screen available in each room. We also have Microphones, DVD Player, a video projection unit, a computer projection unit, and a Sound System available for rent.

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Library Programs

Library programs have access to the Library’s tables, chairs, podium, sound system and audiovisual equipment for no charge.  They can be “produced” either by Library staff or by a member of the community.  Presenters for Library Programs will submit a proposal using the approved Proposal Form a minimum of one month prior to the anticipated event.  The Proposal will include a full description of the event, the necessary equipment, room setup, hoped-for program time and date(s) of presentation, and a description/biography of the presenter.  The Library Program may be scheduled in the Community Room either during or outside of the Library’s regular hours.  Library Programs may be scheduled in the Quiet Study Room only during regular library hours.  Refreshments may be served at Library Programs only in the Community Room and only with limited access to the Community Room kitchen.  Costs for presentation, including use of the facilities and equipment, photocopying of materials for handout and the custodian’s time to setup, open and close, will be borne by the Library.  Permission for all Library Programs will be granted by the Library Director or his/her appointed representative.

In the event of the Library presenting an author on book tour, or any Library Program, the sale of the author’s book(s) will be permitted.  In such cases, the Library will receive 10% of the gross sales of all books sold during the program.  Information brochures may be offered by presenters during Library Programs.

Sedona Public Library will assist in publicizing Library Programs with at least one (1) press release, posting of information on the Library Events bulletin board, publication on the calendar handouts and Library Events web page.

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Private Nonprofit Use

Private Nonprofit Use events have access to the Library’s tables, chairs, and podium, for no charge.  Use of the sound system and audiovisual equipment will be according to the Library’s approved rates.  The presenting organization must submit proof of their nonprofit status in the form of an official IRS determination letter in the name of the presenting organization.  Use of another organization’s nonprofit status will not be accepted.  Any Sedona/Verde Valley nonprofit organization may have use of the Library meeting rooms twice each SPL fiscal year (June – May) year for no charge for up to three hours each meeting.  Requests for Meetings will be submitted using the approved Proposal Form a minimum of one week prior to the anticipated meeting date.  Permission for all Meetings will be granted by the Library Director or his/her appointed representative.

Meetings can be held during the Library’s regular hours for no charge by the Library, but Meetings scheduled outside of the Library’s regular hours will incur a fee for the custodian to open and close the building.  Private Nonprofit Use events may be scheduled in the Quiet Study Room only during regular library hours.  The Library will provide no support for use of the equipment or for photocopying.  Refreshments may be served at Meetings only in the Community Room and only with limited access to the Community Room kitchen.  Setup, take down and clean up is the responsibility of the user.  A security deposit will be required according to the Library’s approved rates.\

Sedona Public Library will not provide any information or publicity assistance for these events.

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Nonprofit Use

Nonprofit Use events will have access to the Library’s tables, chairs, podium, for no charge.  All other equipment use will be according to the Library’s approved rates.  Rental rates for such events will be according to the Library’s Non Profit status rates.  The presenting organization must submit proof of their nonprofit status in the form of an official IRS determination letter in the name of the presenting organization.  Use of another organization’s nonprofit status will not be accepted.  Requests for Nonprofit Use events will be submitted using the approved Rental Form a minimum of one week prior to the anticipated meeting date.  Permission for all such Nonprofit Use will be granted by the Library Director or his/her appointed representative.

Sedona Public Library will post the event, organization name and contact information, if desired, on the Library Events web page.  The organization may post an announcement on the Community Room Events bulletin board located outside the Community Room.

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Commercial Programs

Commercial Programs have access to the Library’s tables and chairs for no charge.  All other equipment use will be according to the Library’s approved rates.  Rental rates for such events will be according to the Library’s Commercial status rates.  Requests for Commercial Programs will be submitted according to the Library’s approved Rental Form a minimum of one week prior to the anticipated program date.  Permission for all such Commercial Programs will be granted by the Library’s Director or his/her appointed representative.

Sedona Public Library will post the event, organization name and contact information, if desired, on the Library Events web page.  The organization may post an announcement on the Community Room Events bulletin board located outside the Community Room.

A sign will be posted at both the Community Room and the Quiet Study Room stating the following: “The Sedona Public Library (Library) makes this room available for rent to non-profit and commercial users on a non-discriminatory basis.  The Library does not review, censor, or approve the content of any renter’s program.  Views expressed are those solely of the renter.  The Library does not endorse any materials or products.”

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Proposal Form

*(denotes required field)

Program Information


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