Meeting Facilities
Meeting Room Policies
Contract
Each person, group or organization using the Library Meeting Room will have a signed rental contract. No verbal agreement for use of the Conference room is valid. No sales shall be allowed without prior approval of the Library Director.
Rental Periods
The Library Meeting Room will be available on the following days and times:
- Monday, Tuesday, and Thursday: 8 a.m. to 8:30 p.m.
- Wednesday: 8 a.m. to 5 p.m.
- Friday: 8 a.m. to 4 p.m.
- Saturday: 10 a.m. to 4 p.m.
- Sunday: 1 p.m. to 4 p.m.
All rentals are subject to a three (3) hour minimum.
No group or organization may use the Meeting Rooms for more than one meeting per month on a regularly scheduled basis.
An event reservation, though confirmed, my be canceled by the Library due to the booking of a major Library/City of Euless event, elections, and natural disasters. A full refund will be made.
Payment Policy
A signed contract and payment in full of the room charge is required to secure the room reservation. Refunds on room charges are made when the cancellation is received in writing two weeks prior to the event. If the reservation is cancelled less than two weeks prior to the events refunds will be considered on an individual basis.
Damage
A damage deposit will be assessed as follows:
- $100 - No food or drinks to be served in Meeting Room
- $500 - Food and drinks will be served in Meeting Room
Damage deposit is to be paid by separate check at signing of contract. The damage deposit is refundable in the event of cancellation or the absence of damage as determined by the Meeting Room Coordinator.
Renter agrees to assume all responsibility for any damages done to the premises and/or property as a result of their usage. The Meeting Room Coordinator has three regular working days following an event to determine and assess any damages. It is the responsibility of the Meeting Room Coordinator to notify the Renter of any damages during this period. Renter assumes all costs for repair and/or replacement based on the City of Euless' assessment of damages.
Security
The City of Euless reserves the right to determine if police security is required during a scheduled activity. The City of Euless will determine the number of officers and hours required. The Renter is responsible for this expense and will pay the Security Officer on the day of the event by separate check.
Rights of Renters
Renter shall not obstruct, interfere, injure or annoy other users, renters or lessees of the Library. Director of the Library reserves the right to refuse application for the Meeting Room that will disrupt the normal use of the Library.
Renter cannot sublease or assign its contracted space to another individual, group or organization. All vendor space must be approved by the Meeting Room Coordinator and, if applicable, by the Fire Marshal. No selling, contract negotiations, money exchange, or financial transactions allowed.
Catering
All caterers must be approved by the Meeting Room Coordinator. All caterers must provide a Certificate of Insurance with the City of Euless named as an additional insured on said certificate, a copy of Certificate of Health, and enter into a Catering Agreement contract with the City of Euless.
Set Up/Tear Down
Renters and their vendors, including caterers, audio/visual, and decorators, must vacate promptly by the contracted time frame. Cleanup and teardown must be included in this time. Renter agrees to leave the premises in good condition which will include:
- Clear tables of any debris or food
- Take down all decorations and remove personal belongings
- Clean up all obvious spills on tables and floors
- Advise Meeting Room Coordinator of any damages
The length of time required by caterer to set up or break down for an event is included in the occupancy period of the renter.
Music
The use of either live or recorded music during an event must be stated in writing, on the Rental Agreement and approved by the Meeting Room Coordinator.
Fire Codes
The City of Euless Fire Code prohibits candles inside the complex. Candles or other lighted devices may be used only by special permission, in writing, of the City of Euless Fire Department. Candles used for heating or cooking appliances may be used. Decorative materials must be flameproof.
No Renter shall have an attendance larger than the maximum occupancy load figures publicly posted by the Euless Fire Department.
Decorations
Nails or tacks are not to be used on Library Meeting Room walls. Loose glitter and confetti is not permitted. Decorative materials must be colored with water-soluble dyes.
Throwing rice, confetti, and rose petals is prohibited anywhere on the Euless Public Library premises. The throwing of birdseed is allowed in the parking lot areas only
Candles or open flames of any kind are not allowed.
Alcohol
No alcoholic beverages will be allowed in the Library building or on City of Euless property.
Smoking
No smoking allowed in the Library building.
Equipment
Only City of Euless personnel or authorized representatives shall be permitted to operate any audio/visual equipment owned by the City of Euless. The use of electrical appliances or wiring, plumbing fixtures or pipe must be approved in advance by the City of Euless.
Unloading and loading of renter equipment must be done in the service area.
