Meeting Rooms: Application for Temporary Use of Library Space

To explore if renting a room at the Irondequoit Public Library is a good fit for your event, please fill out the Application for Temporary Use of Library Space, and review the proposed Facility Use Contract. If the organization is a 501(c)(3) or other registered not for profit, a rental fee reduction or waiver may be requested. (NOTE: due to their express purpose for political activity, 501(c)(4) organizations do not qualify for a fee waiver).

Once you have submitted the application to the library, Library staff will notify you if the facilities are available and the due date for the rental fee, and then we will send you a signed copy of the contract as confirmation that your date and time are locked in. Upon approval of your application, you will be notified of the due date for the rental fee and a completed Facility Use Contract must be submitted at the time of payment.

If the use is charitable and the fee is to be waived, the use must not involve any political activity as defined by the IRS. To ensure no tax concerns, fee waiver is only available to an organization that is: a not-for-profit corporation in the state of New York, and/or an organization currently designated by the IRS as tax-exempt per 501(c)(3).

Fees
NOTE: If the use is charitable and the fee is to be waived, the use must not involve any political activity as defined by the IRS. To ensure no prohibited inurement or establishment clause concerns, fee waiver is only available to a charitable not-for-profit corporation, an education corporation, or a charitable trust, partnership or LLC.

Medium Room (2nd Floor): $20 for First Hour, $5 Each Additional Hour
One Meeting Room (1st Floor): $50 for First Hour, $15 Each Additional Hour
Two Combined Meeting Rooms (1st Floor): $75 for First Hour, $30 Each Additional Hour
Three Combined Meeting Rooms (1st Floor): $100 for First Hour, $45 Each Additional Hour

NOTE: Filling out this form does not guarantee that the Library will rent you or your organization the space. Please do not advertise or promote your event using the name or address of the Library until the contract is signed and fee is paid.

Meeting Rooms: Application for Temporary Use of Library Space

NOTE: If use is routine (ex. “Every Monday in 2020”), note the routine.
NOTE: If use is routine (ex. “Every Monday in 2020”), note the routine.
Please describe the activity to be conducted while you are using the Space
Will you bring in any contractors or third parties under contract for this event? If so, you must provide the Library with a copy of the contract and they must name the Library on their certificate of insurance.
Please list any special details about your event/s and/or your use of the Space.
Person from Organization who will oversee Organization’s use of the Space (must be present at all times).
Backup person from Organization who will oversee Organization’s use of the Space (must be present at all times).
Payment Type [If Applicable]
Reservations will not be confirmed until payment is received.
Will Your Event Include Unaccompanied Minors?
Will minors unaccompanied by parents/guardians be attending the event at the Space? If yes, does Organization have a policy barring abuse of minors, and requiring instances of abuse of minors in connection with Organization’s programs to be reported to law enforcement within 24 hours?
Is your organization a chapter or affiliate of a larger organization? If so, include larger organization’s name.
Will You Serve Food at Event?
Will the event involve food or the creation of materials to dispose of? All trash and recycling generated by the event must be removed the person or organization reserving the room at the conclusion of your reservation
This person will help them with any questions and address any concerns about use of Space.