Guidelines for Use of BRANCH Facility Space

Providence Public Library (PPL), a private, non-profit corporation, provides limited facility space at no charge at all of our library facilities to the public for use by not-for-profit community groups, organizations, and non-profit agencies. Availability is on a first-come, first-served basis and is subject to review and approval by Library administration. Ask Library staff at each location for a description of room spaces. Events cannot be disruptive in any way to the daily operations of the branch library and should meet commonly accepted community standards of appropriateness.

Applications Deadline
We strongly encourage applications to be made at least two weeks in advance. Gatherings requiring equipment to be brought from another branch are required to have two week’s notice. Please ask Library staff for assistance in requesting equipment. Your request may also be made by telephone to the Library branch as long as the application is competed and signed before the day of the event.

Central Library Event Form Application

Restrictions/Notifications

• Exceeding the capacity in any space is prohibited.
• Soliciting is prohibited inside or outside of the branch library.
• Smoking is not permitted in any branch library.
• Some branches utilize an active security video surveillance system.
• All decorations must be flame retardant and are subject to the approval of the Facilities Manager.
• No decorations, flyers, items should be taped to any painted surface.
• No alcoholic beverages may be served without an exception made by the Facilities Manager.
• All meetings must begin and end during times when branch staff is regularly scheduled to be present. Library-sponsored programs are exempt from this restriction.
• A very limited number of facilities are available during the evenings when a branch library is closed, for an additional fee. Please contact your local branch librarian for information a minimum of two weeks prior to the event.
• Any event with an expected very large crowd may require additional Library branch security. The Facilities Manager reserves the right to require such security at an additional cost.

In order to allow for many groups to have the opportunity to use our free meeting spaces, no individual group can be guaranteed a meeting space on a regular, ongoing or open-ended basis. Library staff will work with all groups to facilitate accommodation that is fair and reasonable.

Fees
Currently, there are no standard fees of any kind charged for use of a community space in a branch library during those times when staff is normally present, or for any equipment used. However, groups are responsible for any damages to a community space resulting from negligence. Also, a fee is assessed for meetings held after hours by special arrangement (see above).