Rent a Meeting Room

Community Room Policy

The Whittier Public Library provides community rooms for use by local community organizations on an equitable basis regardless of the beliefs or affiliation of individuals or groups.

The community rooms are intended for meetings that are educational or cultural in nature.

The community rooms may not be used for the purpose of partisan politics, sectarian or religious services, fundraising, direct sales or the direct solicitation of clients or customers, or for any purpose which is illegal under City, County, State or Federal laws.

The use of the community room by an organization, in no way constitutes an endorsement of that organization's beliefs, doctrines or programs by the City of Whittier.

Fees

Nonprofit and for-profit organizations may use the community rooms during regular business hours. The following fees were adopted by the City Council on 7/2010 and would apply to usage of the community room. The fee is due upon submission of the application.

Fee Schedule

Non Profit Meetings $25.00 per hour for the first two hours
$10.00 per hour for each additional hour
after the first two hours
For-Profit Organization Meetings $81.00 per hour for the first two hours
$10.00 per hour for each hour thereafter
Set Up / Break Down Fee $15.00

Application Process

Any person applying for use of the community rooms must be at least 18 years of age. The person signing the application shall be responsible for any damage to library property resulting from the organization's use of the room.

Application forms can be obtained at the Central Library and the Whittwood Branch.

Applications must be submitted in person or through the mail. A faxed application is not accepted. An application form must be completed and approved, and the fee must be paid upon submission of the application to guarantee usage of the room. If the meeting attendance will include minors, there must be at least one adult for every ten minors.

Availability

The rooms are available during the regular open hours of the library.

Groups may book six months in advance not to exceed three bookings by the same organization in one month.

Library related events and city functions will receive first priority in scheduling. The library reserves the right to cancel a prior booking for a room for a library or city function providing that the Library provides the organization whose booking is affected with 72 hours notice of such cancellation. In such cases, the library will make every effort to relocate the organization's meeting to another City facility.

Refunds

Refunds will be provided only upon receipt of a notice of cancellation by the library at least 48 hours prior to the event or function. Notice of cancellation must be given to the Whittier Public Library Administration Office.

General Rules of Use

  1. No smoking.
  2. Alcohol is not permitted on the premises.
  3. Meetings shall conclude 10 minutes prior to library closing or additional charges will be assessed.
  4. Light refreshments may be served but no kitchen facilities are available. No punch or other liquids containing red dye may be served.
  5. The Library can provide chairs, tables, a lectern, a VCR, TV monitor and a projection screen. Any other equipment must be provided by the group at its own cost.
  6. Each group is responsible for setup and breakdown of the room. The Library will do set-up and breakdown for a $15 fee. If chairs, tables or other equipment are not returned to their original location at the conclusion of the meeting, the organization will be charged the $15 set-up/breakdown.
  7. The group must clearly indicate on all publicity that the event or meeting is not sponsored by the Library or the City.
  8. All publicity materials posted on library premises or other City property must be approved in advance by the Library Director or her designee.
  9. The applicant shall be responsible for the cost of repairs or replacement of property damage resulting from the organization's use of the room, normal wear excepted.
  10. Programs and/or meetings cannot disrupt normal library service.
  11. The Library reserves the right to have access to all meetings to ensure that the event is in accordance with the Community Room Use Policy.
  12. The Library Director or his/her designee in their sole discretion may shut down any event or meeting which is not following the requirements as stated in this policy. Failure to follow any of the requirements of this policy will result in the permanent denial of use of the community rooms in the future for that organization.

The Library Director will make the final decision as to the appropriateness of an application for use of the community rooms. In addition to the above stated policies, the Library Director in her sole discretion may reject an application if it is determined that the proposed use will interfere with library service. In that instance the group will be referred to meeting rooms in other City facilities if appropriate.

Liability Statement

The organization/participants will be required to defend, indemnify and hold harmless the City of Whittier, its officials, agents and employees for any loss, damage, cost or expense, including attorney's fees that may arise during or out of the organization's use or occupancy of the City's facilities.

Adopted by the City Council 7/2010