Library Sponsored Events

On-Site Library Sponsored Event

Please note that this policy was written in reference to Library Sponsored events held in the library. The policy applies to any virtually hosted library event as well, though on-site clauses do not apply.

The Kirkwood Public Library offers a limited number of on-site sponsorship opportunities for programs and events that bring value to the community and are aligned with the Library’s mission “to inspire a lifelong commitment to learning and creativity, for a more prosperous and connected community.”  The Kirkwood Public Library welcomes outside organizations or individuals interested in having their program/event on-site at the Library to submit a programming request to the Library. It is within the Library’s sole discretion whether to sponsor a particular program/event on-site at the Library.

Programs/events may be offered space in the meeting room based on availability, community appeal, cost to the Library, and fulfillment of the Library’s mission.  The Kirkwood Public Library will only sponsor programs/events at the Library determined to be in the best interest of the Library. The Library will not sponsor the following categories of programs/events:

• Political campaigns, including programs or events that intend to influence the passage or defeat of ballot issues, city ordinances, or to promote candidates for political office
• Religious programs that promote a single religious viewpoint over that of others
• Content that advocates violence or intolerance
• Content that advocates the violation of any local, state or federal law

Library sponsorship of an event does not constitute an endorsement of the program/event’s content or the views expressed by participants.

If a sponsorship request is rejected, interested parties may still apply to rent the Meeting Room provided the policy and terms and conditions as outlined in Article III, Section 9 are followed.

Procedure

I. Scheduling a Program/Event:

Interested parties must fill out the programming request form at least 3 months in advance of potential program/event dates. Library staff will determine appropriate dates based on staffing, space availability, and the scheduling of other Library programs and activities.  Library space or availability for programs/events is not guaranteed.

II. Role of Kirkwood Public Library as Sponsor

1. Event Space
   The Library will provide program space free of charge.  This includes tables, chairs, and technology, if requested at the time of booking and available at the time of the program/event.  The Library meeting room is equipped with a projector, laptop, sound system, and microphone.
2. Promotional Material
   Library staff will design a programming flyer for the scheduled event following standard Library format.  All flyers must be approved by the Library Director. Flyers are displayed in the Library and on the Library website.  Events may also be promoted on the Library calendar, in programming newsletters, or in blog posts at the Library’s discretion.  Programmers are responsible for promotion of their work in the community.

III. Responsibility of the Presenter:

1. Library Policies
   All aspects of the program/event must comply with the Library’s Policies.
2. Program/Event Fees and Donations
   If a programmer plans to charge a fee for a program/event on-site at the Library either before, during or after a program/event, the programmer must seek approval from the Library at the time the programming request is submitted.  No fees or donations may be sought related to any program/event sponsored on-site at the Library without prior approval of the Library.
3. Sale of Materials
   The sale of books, CDs, DVDs, or other items at the Library must be approved in advance by the Library.  If approved, arrangements for the sale and/or signing of items must be handled completely by the programmer and/or volunteers arranged by the programmer. The Library does not act as a sales agent.
4. Food and Beverages
   Food and non-alcoholic beverages may be served, but requires pre-approval from the Library Director.  Any food and non-alcoholic beverage served must follow Department of Health regulations.
5. Indemnification
   By seeking sponsorship, programmers agree to pay for any damage to Library property occurring as a result of the program/event.  Furthermore, programmers agree to indemnify the Library for any damages the Library sustains as a result of sponsoring the programmer’s program/event.