Library Facilities Reservation Application 

Example Room Set-Up Options:

Central

Whittwood Branch

Community Room Policy

The Whittier Public Library makes its meeting rooms available for community use at Central Library and Whittwood Branch Library. These community rooms are managed according to City and state laws governing protection of public property and fire safety.  These rooms are managed by the library administration. Use is granted on an equal basis to all groups in accordance with the American Library Association Bill of Rights.      

The library meeting rooms are NOT available for:

• Purposes prohibited by City ordinance, county, state, or federal law
• Direct solicitation of customers or clients, or for gathering of personal information such as name, telephone number and address for the purpose of future solicitation.
• Direct sales
• Any activity which, in the opinion of the Library Services director or designee may cause undue disruption to the peaceful operation of the library.
• Partisan politics, sectarian, or religious services.

An approved application is required for all groups and organizations desiring to use the meeting rooms

In the event of conflict over requested dates for the use of the meeting room, preference will be given in the following order.

• Library-sponsored events
• City government
• Non-profit community groups

The use of the community room by an organization or groups, in no way constitutes an endorsement of that organization or group’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 Library can provide chairs, tables, and a lectern. The fees are due upon submission of the application.

Fee Schedule

Library staff in attendance (optional) $25 per hour, per staff member.

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, at the top of this page or here.

Applications must be submitted in person or through e-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.

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

• No smoking.
• Alcohol is not permitted on the premises.
• Meetings shall conclude 10 minutes prior to library closing or additional charges will be assessed.
• Kitchen facilities are available usage fee is $30 per booking.
• No punch or other liquids containing red dye may be served.
• The Library can provide chairs, tables, a lectern. Audio-visual equipment such as projector, screen, and microphone and are available for a fee of $30. Any other equipment must be provided by the group at its own cost.
• Each group is responsible for setup and breakdown of the room. The Library will do set-up for a $25 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 $25 fee for breakdown.
• The group must clearly indicate on all publicity that the event or meeting is not sponsored by the Library or the City.
• All publicity materials posted on Library premises or other City property must be approved in advance by the Library Director or her designee.
• 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.
• Programs and/or meetings cannot disrupt normal library service.
• All meeting shall be open to the public and room occupancy shall be observed as posted.
• Any publicity (print, online) must include the statement: This program is not sponsored by the Whittier Public Library. Publicity must not list library telephone numbers or use images of the library or the library and city logo.
• 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.
• The Library Director or 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.

To rent a meeting room please call: (562)567-9920