Loussac Facility Use Policy
Definitions:
“APL” when not
referring to Anchorage Public Library physical facilities and/or grounds means the Library Director or designee.
“Users”, “Group,”
“Organization(s),” means the organization or individual using library
facilities and/or grounds.
Policy:
It is the policy of
the
The primary use of APL
facilities is that of a public library. When designated areas within the Z.J.
Loussac Public Library are not in use for a library function, these areas may
be made available for rental on a first come, first served basis. These are
referred to herein as meeting areas.
APL follows the
American Library Association’s (
The Grounds Use Policy covers areas outside
the building available for public use and are available only during library
open hours.
Areas set aside for
the conduct of library business are not available for use by the general public
at any time.
Meeting areas
covered by this policy include the Wilda Marston Theatre, Public Conference
Room, Mayor’s Conference Room, Ann Stevens Room/Galleria and Assembly Chamber.
The Ann Stevens Room/Galleria is available for use only when the library is
closed unless approved by APL.
A signed copy of
the Facility Use Agreement must
accompany all payments whether made in person or by mail.
General Terms and Conditions of Use and Operations:
1) A confirmed Facility Use Agreement is required
to reserve any meeting area. A
signature and payment is required to confirm. By signature, user agrees to
comply with Anchorage Public Library Facility
Use Policy and procedures. Set up,
take down, and rehearsal time must be included in a reservation.
2) A minimum
reservation of two hours is required for any area. Set up, take down, and
rehearsal time must be included in a reservation. Reservations are limited to
those dates, times, rooms, and areas listed in the Facility Use Agreement.
3) Status order
of a reservation is determined by date of receipt by APL of the signed Facility Use Agreement and payment of
fees, not the date of initial inquiry.,. Applications for use during any calendar
year (January 1 - December 31) are processed as received during that year.
Applications for the following year are accepted beginning October 1, and are
processed in the order received. Facility Use Agreements for the following year
submitted prior to October 1, will not be accepted. Groups/Users who utilize
APL space on a regular basis are required to submit a new application each
year. A reservation not confirmed within
one week of the event may be canceled.
4) Fees:
Fees are due within thirty (30) days of confirmation for advance booking with a
signed Facility Use Agreement or
immediately if reserved less than thirty (30) days. Users will be billed,
in half-hour increments, for pre- or post event use not previously negotiated
in the Facility Use Agreement and for
unpaid, un-canceled reservations. All measures necessary to insure safe and
lawful conduct of activities, including but not limited to, crowd control
measures and fire prevention shall be undertaken and financed by the user. Two security officers are required for any
use of the Ann Stevens/Galleria area. Security service must be provided through the library security
contractor at user’s expense. APL
may, at its discretion, require additional security for certain events. User is responsible for contacting Loussac
security at 343-2851 to arrange for extra security when required. Specialized
technical assistance for teleconferencing, lighting etc., where required, is at
user’s expense.
5) Any
cancellation or change to a confirmed reservation must be in writing
(addressed to: Anchorage Public Library -
Attn: Facility Use Coordinator,
Groups booking the
Assembly Chamber or Mayor’s Conference Room may have their reservation canceled
if the needs of the Assembly or Mayor’s office require utilization of the facilities. APL may cancel a reservation because an area
is needed for the purpose of conducting Library or other Municipal business. A
refund will be issued in these cases.
6) Conditional
use: The user shall defend and hold harmless from, and indemnify the MOA
for liability and claims arising out of acts or omissions of the library,
employees, participants, agent or contractors. A certificate of insurance may
be required.
7) Additions to
or alterations of APL equipment, electrical or mechanical systems are
prohibited. All decorations, scenery, etc. shall be erected without defacing
the facility in any way, are subject to the approval of the library and shall
be installed and removed from the facility within the time reserved. No
items/materials may be affixed to walls, doors, flooring, furniture, etc. that
will leave a residue, stain, scratch or otherwise mar these surfaces. Tape of
any type may not be used on any walls, furniture, fixture, window, stage, or
any other article in or around any part of the building. The following are not allowed in any APL
facility: smoking, candles, open flame, flammable, combustible, or smoldering
decorations, smoke or fog generating equipment or apparatus. Public Address systems may be used to play
recorded music in designated rented areas as long as it does not interfere with
library operations. Stand-alone sound
systems may not be tied into any facility sound system. Use of any item requiring 220 volt current,
including items utilized by catering firms, requires submittal of a written
request, within 30 days of the proposed use, outlining the type of equipment
and location desired for use before consideration will be given to such
requests. Other than the back stage lighting panel, use of the theatre lighting
system including the “catwalk” lighting, requires use of a lighting technician,
approved by the Facility Manager, within 30 days of the event. Lighting
technicians are required to return the theatre lighting system to its original
configuration within the time the user has reserved. “High Arc” follow spotlights may not be added
to the existing lighting system in the Wilda Marston Theatre.
8) Interruption
or Termination of the event. APL reserves the right to interrupt, terminate
or cancel an event when, in the sole judgment of APL, such act is necessary in
the interests of public safety and/or user is in violation of this policy. User
waives any claim for damages or compensation should the event be interrupted,
terminated or canceled.
9) Users are
financially liable for any damage to the facility or library equipment
caused by or as a result of their use and are required to report such damage as
soon as possible after the incident and shall take only such action as is
reasonably necessary to stop or contain damage. APL will repair, clean or take
such other reasonable action as is necessary to clean and/or repair such
damage. Payment for any damage(s) is the responsibility of the user and shall
be made to APL within thirty (30) days of receipt of any billing.
10) Laws and
Ordinances: Use shall be in accordance with all applicable Federal, State
and Municipal ordinances, statutes, rules and regulations.
11) Users must
check in and out with the security office on Level 2 of the Z.J. Loussac
Public Library. Government-issued photo
identification is required to access any rented area and/or equipment. The
identification will be retrieved when equipment has been returned, user has
restored the area to original configuration, and the area has been checked out
by security.
12) Users are
required to post meeting/event information on the tack board outside their
meeting area to enable the general public to locate their events. No flyers,
banners or other type of advertisement may be posted in the windows or outside
the building advertising events within the library. Simple signs including group name and
directions to room used may be placed for the sole purpose of directing users
to the room. Use of any type of tape is
explicitly forbidden for any purpose.
13) Users agree
to observe posted room capacities and to insure that their use shall not
adversely affect the needs of APL and shall be conducted so as not to disturb
others using the library.
14) Users are
responsible for their own supplies, specialized equipment, set up and clean
up. Tables, chairs and equipment must be returned to the original
configuration, arrangement and/or storage location within the time reserved.
Movement of furniture in the
15) No items may
be stored for any user/group in any APL facility. All supplies and
equipment used in an event must be removed from the facility at the completion
of each reservation period. All APL equipment made available for use must be
checked out and checked in through the security office on level two. APL is not responsible for items left
in, lost, or stolen from APL facilities and/or grounds.
16) Food and
drink are allowed only in designated areas. Those areas are: Z.J. Loussac Public Library Level 1 Lobby, Public
Conference Room,
17) Serving
alcoholic beverages, in meeting areas, is subject to obtaining or
possession of an Alcohol Beverage Control Board permit, Municipal Manager’s
Permit and any other permit or temporary license which may be required by law.
Copies of all permits must be submitted to the rental office a minimum of five
working days prior to the scheduled event. Copies of permits must be posted in
the area where alcoholic beverages are to be served. No alcohol may be served
in meeting rooms/areas during hours of library operation.
18) Advertising/Promotion
of events, meeting programs etc., for which space within APL facilities has
been reserved, must clearly state the sponsor of the event and a local contact
telephone number. Promotional materials, press releases etc., must be worded so
that it is clear to the general public the event is held at, not sponsored by
APL. Non compliance with this policy may lead to immediate cancellation of the
event and forfeit of rental fees paid.
19)
Employee Use:
Municipal and APL
employees and volunteers are expected to follow the Facility Use Policy for rental and specialized public areas whether
for personal or staff use.
Areas set aside for the conduct of library business:
Areas not specifically
included in this document such as, staff conference and boardrooms, branch
program rooms or employee work areas are available for use only by APL staff
for the conduct of APL operations, employee training and/or department use.
Procedures:
The Anchorage
Public Library Facility Use Policy is
made available upon request. The
requestor may have this information mailed or faxed or may pick up or view the
policy at the Z.J. Loussac Public Library, at any branch library or on the
library website (www.anchoragelibrary.org). The Facility Use Agreement may be completed by telephone, in
person or by email with the Facility Use Coordinator. Set up, take down and
rehearsal time must be included in a reservation.
Reservations are
placed on the calendar in the order received and are considered to be tentative
reservations until the Facility Use
Agreement is signed by the user, received and confirmed by the library
Facility Use Coordinator. A tentative reservation may remain on the calendar
until or unless another application is received for the same meeting area, date
and time.
Users must check in
with the security office on Level 2 at the Z.J. Loussac Public Library. Government- issued photo identification is
required to access any rented area and/or equipment. The identification is
returned when Security has secured the rental area after the rental
period. Users may contact Security at
343-2851 for access before and after hours.
Users are
responsible for their own supplies, specialized equipment, set up and clean up.
Tables, chairs and equipment must be returned to their original configuration,
arrangement and/or storage location immediately following the event within the
time reserved. Movement of furniture in the
All supplies and
equipment utilized for an event must be removed from the facility at the
completion of each reservation period. All APL equipment made available for use
must be checked out and checked in through the security office on Level 2 at
the Z.J. Loussac Public Library.
It is the user’s
responsibility to be familiar with and observe the library Facility Use Policy
in its entirety.
User is required to
report any damage to equipment and/or facilities and must report all spills,
damage and accidents to APL by filing an incident report with the security
office on Level 2 at Z. J. Loussac Public Library as soon after the event as
possible. This report may initially be made by telephone or in person and will
be followed by a written report stating the type and extent of damage,
breakage, accident or other matter to be reported. The report will include the
name, address and telephone number of the individual making the report as well
as the time and date of the report. User shall take only such action as is
reasonably necessary to stop or contain damage.
APL may impose such
other reasonable conditions in addition to those specified herein as deemed
necessary.
A copy of this
policy is available for viewing during regular hours of library operation at
the Z.J. Loussac Public Library,
The above policy
statement applies unless a waiver has been approved by the Library Director.
Recommended for approval: Library Advisory Board. April 19, 2006
Revised and recommended for approval: Library Advisory
Board. June 18, 2008
Approved by: