Library Use of Space Policy

Guidelines for Use of Library Space
Providence Public Library (PPL) offers facility rentals to community groups, nonprofit (501)(c)(3) organizations, private businesses, and government agencies, in accordance with Library policies and State and Federal laws.

The library works exclusively in affiliation with its caterer Russell Morin. All events providing food and beverage must work with representatives of Russell Morin.

PPL reserves the right to deny, cancel, or limit any proposed facility rental if it would interfere with the Library’s daily functions or the safety and use of the library by patrons, at the discretion of the Library Director and/or designated staff.

Priority for the use of library spaces is given to the library, its patrons, and organizations whose missions align with the library’s.

By filling out our online inquiry form, rentees agree to follow all library policies while using library spaces.

Prohibited Events
We will not allow rentals for any of these events. Any activity in violation of these guidelines will be shut down immediately.

  • Events that violate any library policies.
  • Events that interfere with library operations, including activities that would result in noise, fumes, or traffic that would negatively affect the work environment and staff members’ ability to do their jobs.
  • Use of rooms other than stated/intended purpose (i.e. using meeting rooms as event spaces, attendance beyond the capacity of the room).
  • Gambling, gaming, casinos or wagering of any kind as an element of an event.
  • Repeated or regular room reservations at the discretion of the Library Director.
  • No open flame within the building as well as any cooking/preparing of meals which would create smoke within the building.

Reservations of Space

  • Space is not reserved until a member of the Library staff or Russell Morin has sent a booking confirmation.
  • Rooms must be reserved at least 1 month in advance of the event, and no more than two months in advance for events without catering.
  • Rooms can be reserved prior to payment. If payment is not received 7 days in advance of the event, the reservation may be dropped.
  • Events may be relocated as needed. If this occurs, the library will communicate the relocation to rentees in a timely manner.

Photography and Filming
PPL shall be notified prior to the event of any locations intended to be used for photography and filming and Morin’s shall make all reasonable efforts to keep the photographer and clients in the predetermined location(s).

Third Party Use
No rentee may allow a third party to use the space in their place.

Set Up and Clean Up Time
Reservation times must include set up and 1 hour clean up time.

Meeting with Library Staff

  • Anyone renting space must have a follow up meeting within 2 weeks of room reservation to attain approval for space configuration, decorations, event activities, set up and clean up times.
  • PPL requests a walk through of the intended space to ensure proper electrical/HVAC/egress building needs at least 3 days prior.

Payment, Fees, and Waivers

  • Payment: We ask for deposits within 7 days of room reservation and payments for events 7 days in advance. The library reserves the right to drop events that have not been paid for in a timely manner.
  • Additional fees: In addition to rental fees, depending on the extent of the event, the Library may charge before or after the event for library staffing, technology assistance, security staffing, clean up, deposits, extended hours, damages, or stolen items.
  • Reduction of fees: Event rentals by non-profit organizations or those who are partnering or collaborating with the library may be given a reduced rate, at rentee request and at the discretion of the Library.
  • Insurance: The Library reserves the right to require insurance for events at the discretion of the Library Director and/or designated staff.
  • Lost items: The Library is not responsible for lost or stolen belongings.

Food and Drink
Food and drink is prohibited in public areas of the library. Food and drink (including alcohol) in event spaces must be provided by our caterer, Russell Morin.

Cancellations

  • Notification by rentee: Rentees are required to notify the library of any cancellations or alterations to space rentals at least 48 hours in advance. Failure to do so will result in loss of deposit, and may result in loss of the room reservation and/or denial of future rentals.
  • Cancellation by the Library: The Library reserves the right to cancel or reschedule any event due to extenuating circumstances (including weather or building issues) or interference with library services. The Library will do its best to reschedule the event on a mutually agreed upon date and if that is not possible, the deposit will be refunded.

Promotion and Sponsorship

  • Rental of library spaces does not constitute support, financial, or ideological, of rentee events. The library does not promote private events on its premises, website or social media, and rentees may not claim library sponsorship without permission.
  • The Library will not advertise or promote any meeting or event unless it is a co-sponsor.

Entering and Exiting the Library

  • For security and safety reasons it is very important that Library doors leading to the outside remain closed. When loading and unloading, doors may be propped open briefly only with a member of PPL staff present (this can include front door staff at the Empire Street door).
  • The door may not be left open without an attendant from the staff or designated by the staff.

Set Up and Clean Up

  • Set up and clean up time: Reservation times must include set up and at least 1 hour clean up time.
    • Set up:
      Entry: Rentees will be asked to use a specific door to enter and exit the building; this is to ensure ease of access and safety for our patrons and staff. Rentees and guest must use only the entrance assigned to them.
      There is to be no staging of any kind (tables/setups;vendor and band equipment, etc) at the 1st floor Atrium landing/Information Services Desk or the Ground floor Atrium/High Demand section; Morin’s events are the exception with prior written consent from Facilities.
      Rentees may not rearrange furniture or fixtures. Rentees may request that furniture be rearranged at least 2 weeks prior to the event.
      Access to Library Facilities tools are available on a limited basis. Rentees may request forms as needed.
      See Decorations section for poster, decorations and directional signage guidelines.
    • Clean up: Rentees are expected to leave library spaces clean and in the configuration they found them. Failure to do so may result in clean up and repair fees, and/or denial of future rentals.
      • We ask that you report any spills immediately to library staff.
      • Clean up includes any tableware from event spaces and the Washington Street Entrance.
      • All decorations, personal items and personal equipment should be removed at the conclusion of the reserved time.
      • All trash should be disposed of in library trash receptacles.
      • The Morin’s representative is responsible to ensure the vendors are out in a timely manner, remain onsite until all vendors have left the building and have proper communication with PPL facilities staff to ensure the building is empty and secure.

Library Hours
Rentee events must conclude and be cleaned within library hours or incur a service charge.

Decorations
Rentees should confer with the library before bringing in or using decorations.

    • Groups are not permitted to post any signs in the library, hallways or entry ways. Please contact the events team for help with wayfinding signage.
    • Providence Public Library does not allow:
      • The use of pins, tacks, screws, tape or adhesives on the walls
      • Helium tanks, air tanks, propane tanks
      • Open flame of any kind
      • Decorations blocking entrances, exits, or vents to rooms
      • Rice, bird seed, silly string, loose feathers, glitter or confetti, balloons, bubbles (outside allowed), sparklers (outside allowed with sand), trees that contain pitch
      • Fog machines and haze machines
  • There is to be nothing adhered or affixed to the walls, doors, ceilings, cornices, etc whether permanent or temporary. PPL encourages the use of stanchions, easels, and pipe & drape backdrops for this purpose.
  • Nothing may be leaned against the columns or plaster millwork within the building, by the rentee or their vendors.
  • All decorations and flowers must be removed at the conclusion of the event.
  • All specialty lighting will be arranged by Russell Morin Catering & Events with the library’s exclusive lighting partner, Ten31 Productions. No up-lighting is permitted through other vendors.

Rooms

  • Grand Hall/Courtyard
    • When setting up, necessary precautions must be taken to protect the floor so that no moisture warps/discolors the floor finish.
    • The piano is to remain free of any drinks/band equipment, etc. and requires 2 people to move. When the piano is not in use it is to have the cover on at all times and the humidifier plugged into the wall receptacle.
    • Catering and furniture equipment shall use the Washington Street entrance and staff elevator ONLY while the library is open to the public. The patron elevator should only be used for guests with special mobility needs.
  • Ship Room
    • When setting up, necessary precautions must be taken to protect the floor so that the moisture does not warp/discolor the floor finish.
    • Library materials on the shelves are not to be removed/altered in any way and the millwork is not to be used as shelving or storage for food/bar prep or any drinks.
  • RI Room
    • When setting up, necessary precautions must be taken to protect the floor so that no moisture warps/discolors the floor finish.
    • Library materials on the shelves are not to be removed/altered in any way and the millwork is not to be used as shelving or storage for food/bar prep or any drinks.
    • The furniture in the RI Room is to remain “as is” in its location and shall not be moved.
  • Trustees Room
    • The table and chairs can be moved within the Trustees room as needed to accommodate bridal party needs. Special care should be taken to avoid damaging plaster walls if chairs are to be put around the perimeter of the room.
  • Grand Stair
    • When setting up, necessary precautions must be taken to protect the floor so that no moisture warps/discolors the floor finish.
  • Mural Room
    • When setting up, necessary precautions must be taken to protect the floor so that no moisture warps/discolors the floor finish.
    • The furniture in the Mural Room is to remain “as is” in its location and shall not be moved.
    • The Mural is not to be touched.
  • 3rd floor Exhibition Walk & Atrium Landing
    • When setting up, necessary precautions must be taken to protect the floor so that no moisture warps/discolors the floor finish.
    • Library materials on the shelves are not to be removed/altered in any way and the millwork is not to be used as shelving or storage for food/bar prep or any drinks.
    • Nothing is to be placed on the printing press.
    • Please do not attempt to use the printing press.
    • The furniture in the 3rd floor landing shall only be moved by a PPL staff member with prior notice.
  • Seminar Room
    • When setting up, necessary precautions must be taken to protect the floor so that no moisture warps/discolors the floor finish.
    • The furniture in this room may be moved by PPL staff only with prior notice to accommodate Morin’s seating plan.
    • Any technology requests must be requested in writing 3 days prior to the scheduled event. PPL retains the right to charge staff time to facilitate technology use during events.
  • Auditorium
    • When setting up, necessary precautions must be taken to protect the floor so that no moisture warps/discolors the floor finish
    • Any technology requests must be requested in writing 3 days prior to the scheduled event. PPL retains the right to charge staff time to facilitate technology use during events.

Library Sponsored Learning Opportunities
A Library-sponsored/co-presented program is one that has been approved by library staff. These programs are meant to provide balanced, lifelong learning opportunities to the public that are reflective of the Library’s mission.

If you are interested in applying for sponsorship/co-presentation, please identify yourself/your organization and submit your request using our online Inquiry Form. Requests should include a biography, program description, references and/or partnering organization, contact information, and a statement about why the program would benefit library patrons, specifically. No unsolicited calls or visits, please.

Wedding / Special Occasion Photos at PPL
We welcome wedding parties, newly engaged couples, families, and others to utilize our Grand Marble Staircase to make your memorable photos! Our spaces are available for photos when the Library is open and not otherwise booked for a wedding reception or other event.

To inquire about a date, please use the Meeting Space Rental/Reservation Inquiry form.

* Please Note: In the event that the date you are inquiring about is open, the Library will place your name in our calendar upon your request. However, should the Library receive a booking for a full wedding or other event that conflicts, such a booking will take precedence over a photo-only booking. Should we have to contact you in the event of a priority booking, your deposit is entirely refundable.