PUBLIC SPACE USE AGREEMENT

Transcription

1 PUBLIC SPACE USE AGREEMENT Thank you for choosing the Metropolitan Library System to host your event. Please read the following carefully. When making your reservation request, be sure to include any needed set up and tear down time. Users will not have access to the meeting room until their assigned time. Meeting rooms must be vacated and left clean 15 minutes prior to library closing time. PUBLIC SPACE REGULATIONS: Because we are a Library, our policies differ from those of a hotel or convention center. We ask that you follow our guidelines so that all visitors may enjoy the facility. 1. Authorization for the use of Library public spaces includes only the time and space reserved. Renters will not have access to the space until their assigned time. 2. All activities must remain inside the assigned, rented space. 3. Décor must be approved by the Library and must be removed immediately following the rented space agreement. Equipment, supplies or décor may not be stored in the library for subsequent use. If left unclaimed for five (5) days after the end of the rental agreement, such property may be sold by the Library at a public sale or otherwise disposed of without notice to the customer or liability to the library. 4. Candles or other open flames are not permitted. 5. Groups may cater food and beverage into the rented space. a. Caterers must comply with rules and regulations of the singed Use Agreement plus the following: i. Caterer must provide proof of all necessary permits and licenses for event service. ii. Catering staff will arrive and exit only through locations designated by the Library. iii. Parking for catering vehicles must be arranged with a designated Library staff member. iv. Use of loading docks and service elevators must be prearranged with a designated Library staff member. v. All spaces used by the caterer must be cleaned and tables wiped clean. The proper disposal of trash is expected. Nothing (including ice and water) may be poured into the drinking fountains, landscaping, fountain, or grass areas. All food and beverages must be removed from the premises and trash properly disposed of immediately following the time the space was rented for.

2 6. Designated Library staff will conduct a walk-through after each event to verify that facilities are left in proper order. 7. If payment for damages is required, the Library will assess the reasonable cost of repairs and will provide notice of the damage assessment. Payment for the assessed amount will be due within thirty (30) days of the notice. The Library will deny use of the meeting space until such payment is received. 8. It is the responsibility of the designated on-site contact to serve as the authorized representative of the group and remain on the premises throughout the reserved time to ensure the safety and security of the attendees and the library facility, as well as ensuring that the attendees observe the local, state and federal laws and the Library s Rules of Conduct. A copy of the Rules of Conduct is attached to this agreement. 9. Groups must obey all occupancy limits. 10. By applying for use of the Library s public space, the sponsoring group acknowledges that the Metropolitan Library System does not sponsor the activity. Additionally, the group will explicitly identify itself as the sponsor and will not identify the Metropolitan Library System as associated with the group s activities in any of its literature or publicity. Neither the name nor the address of the library may be used as a mailing address for organizations, groups or individuals using library public space. 11. Directional signs are subject to approval by the Library and may only be posted by Library staff. Unauthorized signs will be removed. Handouts may be distributed inside the rented space only. 12. Groups will not tip library personnel. 13. Groups using the Library s public space must not disturb regular Library functions. 14. All persons, groups or organizations using Library facilities take the premises as is and assume all risks of injury, including death or property damage, to member of the group, organization, event participants and event spectators which might arise out of activities or out of conditions present on the facilities and grounds. 15. Every person, group or organization using Library facilities shall indemnify, hold harmless and defend the Library and its employees from any and all liability or financial loss, costs, or expenses (including reasonable attorney s fees and legal costs) resulting from any suits, claims, losses, or actions brought against the Library and/or employees which results directly or indirectly from the wrongful or negligent actions including, but not limited to, failure to adequately inspect, discover and remedy or warn of defects in the premises or grounds to the extent allowed by Oklahoma Law.

3 RULES OF CONDUCT POLICY The Metropolitan Library System, by adopting these rules of conduct seeks to ensure that our library provides an atmosphere conducive to appropriate use of its services and facilities. REGULATIONS 1. The library reserves the right to require anyone of any age violating the Library Rules of Conduct to leave the library. Serious or repeated misconduct may lead to restrictions including loss of library privileges ranging from one day to two years, and/or appropriate legal action. 2. A person excluded from the use of the library building, property, and/or services may request in writing that the Executive Director reconsider such a decision and present evidence to the Executive Director that the exclusion is not warranted under the circumstances or that s/he no longer poses a threat as described above. 3. The following actions and forms of conduct are not permitted: Engaging in any activity in violation of federal, state, local or other applicable law or library policy. Engaging in any unlawful or potentially harmful activity on library property, (illegal or disruptive behavior will be subject to immediate, appropriate, and necessary action.) Carrying firearms and/or dangerous weapons of any type (except armed law enforcement officers or MLS authorized security officers). Selling, consuming, possessing, or being under the influence of alcohol or illegal drugs. See Policies and Procedures for use of meeting rooms for exceptions regarding alcohol consumption. Soliciting, conducting surveys, polls or petitions not authorized by the Library. Tampering with, defacing, mutilating or theft of library property. Disrupting the use of library services of other customers. Examples: loud talking, audible tones such as those from a cell phone or headphones, screaming, crying, banging on computer keyboards, creating or contributing to loud and/or persistent noise producing activities. Harassing others, verbally or physically. Fighting or challenging to fight, running, pushing, shoving or throwing things.

4 Entering the library with communicable diseases, contagious illnesses or lice or other body or article infestation. Using restrooms for bathing, shampooing or doing laundry. Littering. Entering or being in the library barefoot, without a shirt, with wet clothes, with offensive body odor or personal hygiene, or being otherwise attired so as to be disruptive to the library environment. Entering unauthorized workspaces, including docks and back alleys Blocking or impeding access of others or bringing items in that take up an excessive amount of space or present a potential danger. Monopolizing library space, equipment, materials, or facilities preventing others from using them, including prolonged or chronic sleeping or lying down. Eating, drinking, using or preparing to use tobacco products (including, but not limited to, cigarettes, pipes, smokeless tobacco, other tobacco products and electronic cigarettes/vaping devices, or any other product packaged for smoking or the simulation of smoking), except in designated areas. No smoking within 25 feet of entrances according to State law. Engaging in acts of indecent exposure or sexual activity of any kind. Leaving packages, backpacks, luggage, or any other personal items unattended. (These unattended items are subject to immediate confiscation.) Bringing animals into the library, with the exception of service animals. Damaging, destroying or stealing someone else s property. Leaving children under the age of 10 years old unattended. (The library assumes no responsibility for minor children). Failing to comply with a reasonable staff request.

5 By accepting the terms and conditions of this agreement, representative of the organization requesting use of public space certifies he/she has received read and understands the Public Space Regulations,Use Agreement and Rules of Conduct. User agrees to abide by the policies and regulations of the library with regard to use of such facilities and agrees to save, hold harmless and indemnify the Metropolitan Library System from any claims; lawsuits or judgments arising from loss, damage to property or injury to persons from or during the above described activity(s). Cancellation of a reservation must be made at least 48 hours in advance of the scheduled event to receive a full refund. Exceptions include unexpected hazardous weather or other emergencies. To confirm this reservation, full payment or purchase order must be received within five days of this request. Reservations will be canceled after five days if payment is not received. PAYMENT OPTIONS: Mail check, money order or purchase order to Metropolitan Library System, Attn: Headquarters Manager, 300 Park Avenue, Oklahoma City, OK Pay with credit card, check, cash or money order at any library location Include the meeting location, date and event name with any payment Payment must be received prior to the event