1) When you arrive at the library, ask a staff member to unlock the room for you. When you are done, ask a staff member to lock the room.
2) Return the room to its original setup when you are done. Your reservation should include time for set up before and clean up after. We provide a vacuum cleaner, cleaning supplies, and trash cans for you. The room may be booked for someone else immediately after you, so it should be clean and ready for them to use. A cleaning fee will be charged to groups who do not thoroughly return the space to its original setup.
3) Room capacities are set by fire code and must be observed. Book the right size room for the number of people you expect.
4) Smoking is prohibited in the library and on the library property.
5) Deliberate misuse of or damage to library meeting rooms or equipment will result in billing the user for damages and/or refusing any further requests for meeting room use. Items like frosting left smashed into furniture or the carpet can constitute damage and will result in a charge. Please help us offer a nice space for all to use by keeping spaces clean and in good condition. Not cleaning the space will result in a charge.
6) The use of helium balloons is prohibited in our meeting spaces.
7) The library is not responsible for loss or damage to the private property of individuals or organizations using meeting facilities.
Beverages may be served in connection with an event. No beverages may be taken outside the designated event location. Alcoholic beverages cannot leave the premises.
Alcohol is allowed at special events following approval from the Board of Trustees and through the use of a licensed caterer only. A special event application must be completed and processed through the Board of Trustees. Applications must be submitted no less than 60 days prior to an event for consideration. The Board of Trustees meet monthly, typically the first Thursday of each month.
The consumption of alcoholic beverages falls under the Board’s Special Event Alcohol Use Policy (Board Policy 3.08). All guidelines therein must also be followed.
Food is allowed to be brought in and consumed for personal use. Potluck or food made at home is also allowed.
However, at the Downtown Library, any store-bought or catered food, brought in to be consumed by a group with one paying individual, organization, or company (i.e. any event which provides food to attendees) must be purchased through Roasters Coffeehouse, located within the library. To use the caterer of your choice, you must pay a $2 per person fee, up to $250. This only applies to the Downtown Library.
There is no outside vending allowed on library premises.
All set up and load-in for events must be coordinated as a part of your rental time. No items may be delivered or stored at the library without prior approval. All vendors such as caterers, DJs, and rental companies must coordinate entrance into library spaces as part of your rental time. No vendor will be allowed into the library earlier than the planned rental time. You are responsible for ensuring someone who is responsible for all activities and has full authority to make any necessary decisions is on site at all times during load-in. It is your responsibility to communicate this with your vendors.
No items may be left at the library without prior approval. All vendors must be out of the building completely by the end of the rental period. If an event is not concluded by the end of the agreed upon reservation time, including all clean up and all vendors out of the building, a fee of double the hourly reservation fee will be incurred per hour for the overtime, with a minimum charge of $200. It is your responsibility to communicate this with your vendors. The setup of spaces must be returned to the standard configuration or a cleanup fee may be assessed.
All equipment entering the building is subject to the library’s approval. A list of all equipment must be given to Community Relations staff for approval at least seven days prior to the event. All equipment must be removed immediately following the meeting or event. The library does not provide lifts, ladders, extension cords, or any other equipment.
The library must coordinate any necessary sound or A/V equipment needs with you prior to your event, including scheduling any rehearsal time.
Any additional lighting must be approved prior to an event with the Community Relations department at least two weeks prior to the event.
Décor must not mar or affect the library appearance and must be removed immediately following an event. No materials, lighting, adhesives, or any physical structures should touch the walls, ceiling, light fixtures or any part of the façade or interior of the building at any time, for any reason. No open flame is permitted. No artificial smoke machines are allowed in the building. No fireworks of any kind or sparklers are permitted inside the building.
Users may be required to submit evidence that the user is covered by general liability and workers compensation insurance satisfactory to the library and that the City of Cedar Rapids, the Cedar Rapids Public Library and their trustees, officers and employees have been named as additional insureds with regard to the use of its meeting room.
Such coverage shall be required when the user will serve or sell alcoholic beverages in connection with the event, when the event will be held outside regular library hours, or when, in the judgment of the library, special circumstances exist in connection with the event. The general liability coverage must be in the general aggregate of not less than $1 million, and the workers compensation and employers’ liability coverage must be in the amount of at least $100,000 for injury and $500,000 for disease.
If the library permits alcoholic beverages to be served, but not sold, in connection with the meeting or event, the general liability insurance coverage must include host liquor liability coverage.
If the library permits alcoholic beverages to be sold in connection with the event, the user shall obtain at its own expense liquor liability insurance coverage in addition to the general liability coverage, in an amount not less than $500,000 for each common cause and not less than $500,000 as an aggregate limit.
If in the judgment of the library there are special circumstances warranting greater insurance coverage than aforesaid, the outside organization shall obtain such coverage as the library requires. Required insurance certificates must be obtained and submitted to the library not less than 96 hours prior to the scheduled wedding, event, or meeting.
The user shall indemnify, defend, and hold harmless, the City of Cedar Rapids, the Cedar Rapids Public Library and their trustees, officers and staff for any claims arising out the user’s use of the facilities.
Violation of these rules may result in cancellation of the reservation or the meeting and/or denial of future use of the facilities.
The library reserves the right to amend, add to, modify, or delete any of the provisions of this policy at any time, with or without prior notice.
The Board of Trustees sets policy for the library.
Board Policy 4.01
At the Cedar Rapids Public Library we value civic engagement. We demonstrate that value by serving our
community with a variety of accessible public spaces for meetings, programs, training sessions, and
events. In full support of free expression of ideas, the library Board of Trustees neither approves nor
disapproves of any particular program or its content.
II. GENERAL MEETING ROOM POLICIES
1. Food is allowed in all meeting rooms except the Technology Classroom.
2. Room capacities must be observed.
3. Rooms must be reserved and supervised by adults age 18 or older.
4. The library is not responsible for loss or damage to the private property of individuals or
organizations using meeting facilities. An outside organization may be required to submit
evidence that the organization is covered by general liability.
5. Deliberate misuse of or damage to library meeting rooms or equipment may result in billing the
user for damages and/or refusing any further requests for meeting room use.
6. Library programs and events take precedence over any other use of civic space. The library may
cancel a reservation or change room assignments for library business.
7. In keeping with our goal of open access for all, the library does not charge for traditional use of
civic space. Library facilities are also available for celebrations and commerce – including, but
not limited to parties, weddings, and a variety of for-profit activities. A fee schedule and detailed
planning guide is available for special occasion use.
Revised: 05/25/95, 12/02/99, 02/05/04, 05/08/07, 11/4/10
Reviewed: 2013, 11/2015
Our logo cannot be used on your promotional materials without permission.
When you are promoting your event, do not use the library’s telephone number as your organization’s contact point. It is better for your guests if you provide an independent address, telephone number and/or website people can go to for more information.
On rare occasions, we may need to shift which room you use in order to accommodate another group. If this happens, we will do our best to notify you as soon as possible and make the transition smooth.
The library reserves the right to take photographs of any wedding or event for its own records and for future promotional materials.
Library programs and events take precedence over any other use of civic space. The library may cancel a reservation or change room assignments for library business.