Main Library Reservations:

1. No special event will interfere with the normal operation of the library. Events to be held in the Atrium/West Terrace area may only be scheduled outside of normal library hours.
2. The contract to rent library space is for the space and designated furnishings only and does not include equipment, sound system, catering, linens, decorations, entertainment or security personnel, unless otherwise specified at the time of approval. Additional equipment is available upon request.
3. The Events & Festivals Manager or designee must approve the following activities prior to the confirmation of the reservation: charging admission; soliciting or collecting a “free will” offering; selling alcohol; selling materials; conducting raffles, opportunity drawings or selling tickets for door prizes.
4. Art galleries, staff areas (including Information and Circulation desks) and café counters are not available for rental and may not be used during an event.
5. Clearwater Main Library room rentals may not be contracted out to third parties, or the rental contract will be terminated. Event Holder may not, under any circumstances, sub-lease the Clearwater Main Library.
6. The City of Clearwater reserves the right to impose any additional rules or regulations, whether or not expressly provided herein, which may be in the best interest of the library and the operation of its facilities. Any additional rules/regulations shall be binding to the Client. The City of Clearwater reserves the right to deny the rental to anyone whose planned use of the space does not comply with these terms and conditions.

Deposits & Fees:

1. Applications must be completed, signed and on file no later than fourteen (14) business days prior to the event. This time frame is necessary to arrange coverage of security and maintenance during your event. A deposit of 50% of the rental fee is due within one week of the reservation. The remaining balance is to be paid in full no less than ten (10) business days prior to the event. Payments can be made by cash, check, Visa or Master Card.
2. Special event rentals are subject to 7% sales tax, which is not included in the rental fees. For tax exemptions, clients must provide a valid current copy of the organization’s IRS federal tax-exempt letter, showing their 501c3 status attached to payment.

Bad Check Policy:

Any checks returned by the bank, for any reason, will be assessed the actual return fees charged to the City of Clearwater. Event holder will then be required to make payment with certified funds. The Event will not be held until certified funds are received. The City of Clearwater will not accept a reservation for a future Event from a prospective Event Holder owing monies to City of Clearwater. Reservations for any additional Events previously scheduled are also subject to cancellation.

Cancellations:

Cancellations must be made, in writing or by e-mail. If notification of cancellation is made at least fourteen business (14) days prior to the reservation date, the Client will be subject to a $50 administrative fee. All cancellations made less than fourteen (14) business days prior to the event will forfeit $100, or the 50% rental fee deposit, whichever is greater.

Refunds:

1. Refunds may be granted at the discretion of the Events & Festivals Manager in the event of severe weather (i.e. hurricanes) or other disasters or emergency situations in which the Clearwater Main Library is unable to host the contracted event.
2. If notification of cancellation is given at least fourteen business (14) days prior to the event, the 50% deposit is refundable minus the $50 administrative fee.
3. All refund requests must be approved by the City of Clearwater Events & Festivals Manager. Upon approval, refund request forms must be properly filled out and sent to City of Clearwater Parks & Recreation, P.O. Box 4748 Clearwater, FL 33758, Attn: Chrystal Lee-Lun.

Setup & Breakdown:

1. Setup and breakdown times for all events must be included in the contracted rental hours.
2. During library hours, event setup in the Atrium area shall be minimal and must be approved by the Events & Festivals Division. Upon approval, the Bookworm Café should have at least 4 round tables and 15 chairs. Setup in other areas (i.e., conference rooms, Rooftop Terrace) must not interfere with the normal operation of the library.
3. No decorations may be affixed to the walls, windows, doors or columns without prior approval from the City of Clearwater Events & Festivals Division. The Client is responsible for the removal of all decorations at the conclusion of the event.
4. Rice, birdseed, and confetti are prohibited from the Clearwater Main Library.
5. It is the sole responsibility of the client to insure that all deliveries, preparation and cleanup are completed in accordance with the procedures for use established by the library, and that library staff and services are not impacted or involved. It is also the Client’s responsibility to insure that all event attendees, including the Client, guests, entertainment and catering staff have cleared the building by the agreed-upon time or an additional fee will be charged to the Client.
6. Event equipment must be picked up as soon as possible after the event is completed. Arrangements are the responsibility of the Client. The library will not be responsible for any equipment or items left after the event.
7. The event space used by the Client must be left in its original condition. The Client will be held responsible for any damage or failure to restore the space and clean the area. Any such damage conditions to the library building, furnishings, gallery exhibits, equipment or materials during the hours of the event will be assessed and charged to the client named on the contract and will be due and payable before the client may be granted use of the facilities in the future.

Catering/Kitchen:

1. Clients and caterers will have access to the kitchen according to the beginning time on the rental agreement that the Client has agreed to and paid for.
2. Food must be prepared off site, unless approved by the City of Clearwater Events & Festivals Division. The kitchen is for staging and organizing the serving of the client’s guests.
3. The City of Clearwater is not responsible for any malfunctions of equipment.

Alcohol & Tobacco Use:

1. No alcohol may be sold, provided for a donation, or in any way distributed in contradiction to local and state law. Alcoholic beverages may be served with events held pursuant to an alcohol permit. If you have any questions or need assistance, please contact the Division of Alcoholic Beverages & Tobacco Tampa Office at 813-272-2610.
2. Clients must obtain the approval to serve alcohol from the Events & Festivals Manager or designee. Violation of this policy without seeking appropriate approval will result in the cancellation of the event.
3. Persons must be at least 21 years of age to possess or consume alcohol. ID’s must be checked as required by law. Alcoholic beverages may not be sold or served to individuals who appear to be or who are intoxicated. The City of Clearwater assumes no responsibility for the improper and/or illegal serving of alcoholic beverages during rental of the Clearwater Main Library. At no time shall alcohol be carried or consumed outside the Clearwater Main Library building or parking lots.
4. Smoking is allowed only in designated exterior areas near the front entrance, on the West Terrace and on the Rooftop Terrace.

Security:

For all meetings/events held outside of normal library hours, the client is responsible for providing security using the city approved security or extra-duty police officers from the Clearwater Police Department. The front entrance will remain locked until thirty (30) minutes prior to the event, unless otherwise specified at the time of application. The front entrance may not be left unattended if unlocked at any time during the event. Security must be on duty when the first guests arrive and must remain on duty until the last participant leaves. There will be additional fees incurred for the cost of security during the event.

Liability:

1. Each facility user shall indemnify and hold harmless the City of Clearwater, its agents and employees against any and all damages, claims, liability due to loss of the property of others or any other liability arising out of its use of the Clearwater Main Library.
2. When requested, the client shall provide Liability insurance naming the City of Clearwater, Florida, its employees and agents as additional insured for a combined single limit Bodily Injury and Property Damage per occurrence, with limits to be specified at the time of application. Said Liability insurance shall cover liability for all activities and operations of the client including products and completed operations and including the contractual liability assumed by the client in this agreement. The insurance policy must contain a provision providing the City of Clearwater, Florida, with sixty (60) days written notice prior to termination, non-renewal or restriction of coverage. The client shall provide the City a certificate of insurance upon request.

Promotion/Publicity:

1. The City of Clearwater logo may not be used on any promotional material without the express written consent of the City of Clearwater Events & Festivals Divisions.
2. Signing the Rental Contract does not result in your event being posted on the City of Clearwater Library Systems web site or in the City of Clearwater newsletter or magazine.
3. Event holders shall not hang signs, bunting or other advertising materials anywhere on the premises without prior approval of the City of Clearwater Events & Festivals Division. The City of Clearwater does recognize the need for event holders to display sponsor advertising; therefore, advertising materials and locations will be determined on an event-by-event basis.

Facility Surroundings:

The Clearwater Main Library is located near private businesses and public venues that may hold simultaneous events. Staff cannot control parking lot usage and will not be provided to accomplish this; unless pre-arranged as part of the rental fees.