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All offices at City Hall and The John P. Holt Brentwood Library will be closed Thursday and Friday, November 22-23, 2018 for Thanksgiving. 

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8109 CONCORD ROAD
BRENTWOOD, TN 37027

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Meeting Room Policy

THE JOHN P. HOLT BRENTWOOD LIBRARY

Meeting Room Rentals

Overview

The Library building is owned and operated by the City of Brentwood. Providing meeting room space for Library sponsored events, city-sponsored activities, and Brentwood community groups is an essential component of the Library’s overall program. These guidelines and policies attempt to provide fair and equitable access to the meeting rooms by balancing the needs of the community, civic groups, and corporate users with the periodic needs of other user groups. 

Priorities for Scheduling

Events sponsored by the Library and other agencies of the Brentwood city government have first priority for meeting room use and are exempt from fees. Otherwise, meeting rooms must be rented by an adult cardholder in good standing.  This library cardholder will be the contact person for the group, and all communication will be directed toward this individual.  

Other Restrictions

The meeting rooms may not be used for private, individual parties, such as birthdays, showers, and wedding receptions. Illegal activities are not permitted.

Reservation Policies

Advance Reservations

Reservations must be made at least fourteen (14) days before the event.  The meeting rooms may be reserved up to twelve (12) months in advance. A reservation is not confirmed until payment is received, and payment must be made within seven (7) days of approved booking. 

Limited Number of Reservations Permitted

Groups may reserve a meeting room once a month. 

Paperwork and Fees Required

Reservations will be scheduled only upon payment of the required fees. First-time non-profit renters will be required to provide proof of tax-exempt status.

The lessee must sign the rental agreement and agree to the terms and conditions of the Library’s meeting room policy.   

Cancellation

Cancellations must be submitted in writing by the group’s primary contact person at least eight (8) days before the event. Written cancellations are accepted by email to circulationsupervisors@brentwoodtn.gov or may be delivered to the Library circulation desk. Groups failing to cancel at least eight (8) days before the reserved date will forfeit the room rental fee. Groups cancelling with eight (8) or more days’ notice will receive a credit instead of a refund on the renter’s account.   A group repeatedly booking and canceling reservations will become ineligible to make future reservations.  

Emergencies

The City of Brentwood, government agencies, and Library staff reserve the right to evacuate the Library in case of an emergency situation.  

Advertising

Advertising materials may not be placed in the Library to advertise the lessee’s activities, except for brochures and flyers placed on the Library's community information bulletin board, subject to the Library’s display policies. Lessee is responsible for all advertising and notification of event. The Library’s name and address may be used solely for the purpose of defining the location of and directions to the meeting/event. When using the Library’s name and/or address in promoting an event, the group or individual must place a disclaimer that the event is not a Library program when using Library name and/or address. The group or individual who does not comply may forfeit their right to future study or conference room reservations.

Endorsement – All groups and the public at large should be aware that the granting of permission to use Library meeting facilities does not constitute an endorsement of the beliefs, viewpoints, policies, or affiliations of any individuals or groups using the meeting rooms by the Library staff, the Library Board of Trustees, the City of Brentwood, or the Brentwood City Board of Commissioners.

FEES

All fees may be paid online or at the front desk.  Fees will be assessed if cleaning and maintenance guidelines on the Meeting Room User Check List are not followed.  The Library reserves the right to charge the costs of any damages or cleaning fees (as specified on the checklist) incurred during use of the space.

Non-profit Rentals

The rental fee for a non-profit group is $5 an hour, which includes set-up and take-down time.

For-Profit Rentals

The rental fee for businesses and individuals is $25 an hour, which includes set-up and take-down time.

Overage Fees

Groups occupying the meeting room beyond the scheduled block of time will be assessed an hourly overage fee at double the contracted rate. 

Audio/Visual Equipment Availability and Fees

Renters will need to request Audio/Visual Equipment at the time of the reservation. If audio/visual equipment is added after the reservation is approved, the renter is responsible for additional costs. Payment must be made before renter gains access of the room. Renters will have no access to the control room.

  • Wireless microphones $25
  • Projection System and screen $25

Access to Exit Doors

Fire code laws prohibit blocking the four sets of doors leading outside. No tables, chairs, or other items should be placed in front of these doors. Any injury or death to any person occurring due to the blockage of these exit ways will be the liability and responsibility of the lessee blocking the doors. 

Authority

The Library Director or designee is responsible for the implementation and enforcement of the above user guidelines and policies. In the best interest of the Library, the Director may deny use of the room. The Director’s decision may be appealed to the City Manager. If the City Manager denies use of the room, the decision may be appealed to the Library Board.