Policies Governing Use
Use of the Auditorium is encouraged for public gatherinsg of a cultural, civic, or educational nature and institutional or corporate social events. The Director of the Library may require any program to be submitted to the Board of Trustees for approval.
By fire law, the maximum capacity of the Auditorium is 210 guests. This includes performers. The maximum seating capacity is then adjusted accordingly. Large audience events (125) or more will be limited to after regular Library hours. For events scheduled after Library hours, use is restricted to the space(s) you have reserved. Your setup and breakdown time are included in the five-hour rental. Any additional time will incur additional cost.
One Library staff person will be in attendance during the time of use after the Library is closed for directional, lighting, audio/visual assistance, and security purposes ONLY. A $50/hour staffing fee is added for events taking place outside of regular Library hours. The renter is responsible for providing lighting/sound assistance for his/her own equipment and support services staff if the event requires it.
The renter is responsible for cleanup, including catering equipment (punch bowls, platters, serving pieces, etc.) and excess programs and other materials. All leftover food, drink, and trash must be taken away or disposed of outside of the Library before leaving. In the event the space is left without being cleaned, a $100 cleaning fine will be charged to the renter. In certain cases, a separate $100 check or CC will be requested as a security deposit and returned to the renter following a post-rental evaluation by the staff.
The renter will be responsible for the charges listed above and for any damage incurred, and agrees to indemnify and hold harmless the Library from and against any loss, damage, or liability of any kind arising from or in connection with the use of Library facilities by the renter or the attendance of any person(s) at any function in the Library.
The renter is required to provide a certificate of liability insurance acceptable to the Library and naming Pequot Library as an additional insured for the event specified in this contract.
The Library will make every effort possible to ensure that your program will be a pleasant one but must reserve the right to cancel any and all arrangements at any time, should the need arise. Signing this contract in no way constitutes an endorsement by the Library of the renter or his/her program.
Full payment must be received 30 days prior to the start of the event, unless prior arrangements were made with the Library. The renter will not be billed for the balance due – this is the responsibility of the renter. If the balance is not received 30 days before the event, the event may be removed from the calendar.
PLEASE SEE A STAFF MEMBER BEFORE ATTACHING ANYTHING TO THE WALLS, DOORS, OR WINDOWS OF THE FACILITY – NO NAILS, SCREWS, SCOTCH TAPE, MASKING TAPE, ETC. NO OPEN FLAMES, BURNING CANDLES, OR COFFEE URNS ALLOWED IN THE FACILITY. NO BALLOONS IN THE AUDITORIUM.
Anyone renting space at Pequot Library, whether they are an individual, non-profit, or other organization, must show proof of liability insurance. The per occurrence limit of liability needs to be $1,000,000 and Pequot Library Association must be listed as an additional insured.
An individual can purchase a one day special events policy that includes host liquor liability.
A non-profit, business, or other organization can extend coverage from their General Liability policy including host liquor liability. If they do not carry General Liability, they would need to purchase a one day special events policy.
Caterers or other entities involved in serving, selling, or manufacturing alcoholic beverages must provide proof of liquor liability insurance in addition to general liability naming Pequot Library Association as an additional insured.
Host liquor liability is for someone who is not in the business of selling, serving, or manufacturing alcoholic beverages. Liquor liability is for those who are in the business of selling, serving, or manufacturing alcoholic beverages such as a caterer, a brewery, or a restaurant.
Insurance policies can be purchased through the renter’s own insurance company or through The Russell Agency in Southport.
Should the event be cancelled, the renter will not receive a refund of the 50% deposit. If written notice of the cancellation is received 15 or more days prior to the event, 25% of the total will be refunded. Should it be cancelled within two weeks of the event, no refund will be issued.
Any group anticipating attendance of 125 or more is responsible for obtaining services of an off-duty police officer or other approved security personnel to coordinate parking and traffic flow. (Parking lot capacity is 35.) Call the Fairfield Police Department at (203) 254-4832 at least one week in advance of the event to secure services.