Special Event Facility Form 

Name (required)

Email (required)

Phone Number

Address (required)

Organization

Date of Use (required)

Start Time (required)

End Time (required)

Expected Number of Attendance (required)

Type of Event (required)

Non-Profit Tax ID Number

I have read and understand the Forest Hill Public Library Community Room Policy and I agree to abide by its regulations. Failure to due so will result in immediate revocation of your reservation and forfeiture of your deposit. (required)

Yes

No

Your Signature (required)

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Review Electronic Records and Signatures Policy (required)

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                               Special Event Facility Rental Policy

Purpose
The Forest Hill Library District (“Library”) is committed to supporting community engagement by making its full facility available for rental to individuals, organizations, and community groups for appropriate events and gatherings that align with the Library’s mission and policies.

Policy Statement
This policy outlines the terms, conditions, and fees for renting the entire Library facility. All renters must adhere to the guidelines stated below to ensure the space is used safely, respectfully, and responsibly.

Use of the Library's Facility does not constitute the Library endorsement or approval of viewpoints expressed by participants using the space. Advertisements or announcements implying such endorsement are not permitted. The Forest Hill Library District is designed to meet general informational, educational, cultural, and civic purposes. Under the following guidelines, the library space is available at times that do not conflict with the daily operations of the library.

Eligibility and Permitted Use

• The Library facility may be rented by individuals, nonprofit organizations, civic groups, government agencies, and businesses.
• The space may be used for meetings, workshops, receptions, cultural events, and similar functions.
• Use of the facility must not interfere with Library operations or conflict with the Library’s values.
• All events must comply with local, state, and federal laws.

Availability

• Rentals may only occur outside of regular Library operating hours.
• Availability is contingent upon Library programming, staff capacity, and approval by the Library Director.

 Rental Fees

• Facility Rental Fee: $500 for up to four (4) hours of exclusive use.
• Staffing Fee: A Library employee must be present during the entire event. The renter will be charged $37.50 per hour for on-site staff coverage, including any time required before and after the event for setup and cleanup.
   

Example Total Cost for 4-Hour Event:

• Rental Fee: $500
• Staffing Fee: $37.50 x 4 hours = $150
• Total: $650
   

Additional hours may be added at $150 per hour (facility) plus $37.50 per hour (staff), subject to approval and availability.

Reservation and Payment

• Reservations must be made at least 14 days in advance.
• Full payment is due no later than 7 days before the event date.
• An additional refundable security deposit of $250 is required to cover potential damages or extra cleaning.

Cancellation Policy

• Cancellations made 5 or more days in advance will receive a full refund, minus a $50 processing fee.
• No refund will be issued for cancellations made less than 2 days before the event.

Rules and Responsibilities

•  No admission is charged for those attending the meeting
• Online reservations must be completed and electronically signed by an adult, 18 or older, representing the group requesting use of the meeting room.
• Soliciting, direct marketing, or actively selling items or services is strictly prohibited. Fund-raising activities or events are also prohibited, with the exception of those directly benefiting the Library.
• Decorations shall be freestanding and fireproof. 
• No push pins or tacks, staples can be used on the walls.
• No cooking allowed
• Renters are responsible for setup and cleanup within the rental period.
• The facility must be returned to its original condition.
• No smoking, alcohol, or open flames are allowed.
• Youth events require adult supervision at a 1:10 ratio.
• Any damages or excessive mess may result in forfeiture of the security deposit and additional charges.
• The user will be responsible for any damages while in use. (ex: floor, wall, or window damage) at the current market rate for such repairs.
•  Maximum room occupancy is 200.
   

ACCEPTABLE USAGE OF THE LIBRARY'S COMMUNITY ROOM INCLUDES:

• Library-sponsored activities and programs
•  Organizational programs, events, and meetings
•  Civic, cultural, educational, and informational programs
•  Meet the author and book signing sponsored by the library
•  Bridal/Baby Showers and Birthday Parties

Application and Approval

• A completed Facility Rental Application must be submitted to the Library Director.
• The Library reserves the right to deny or cancel a reservation at its discretion.

Proof of liability insurance may be required for certain events.