Rental details
Rate definitions
Group Type designations are based on the booking group’s identity. Standard applies to businesses, consultants, associations, membership, individuals, and/or social groups. Non-Profit applies to government, educational, non-profit, and/or community-based groups.
Event Type designations are scaled based on the amount of planning and labor required of the Library to support that type of event. Standard Events include business meetings, seminars, conferences, breakfast/lunch, and small-scale receptions & dinners. Special Events include fundraisers, media events, press conferences, film shoots, large-scale receptions/dinners, weddings, that require larger support. Additional charges may apply.
| Group | Types |
| Standard | Businesses, Consultants, Associations, Membership Groups, Individuals, Social/Club, Fraternal, Political |
| Non-Profit | Book Clubs, Government, Educational, Non-profit, Civic, Religious |
| Event | Types |
| Standard | Businesses, Consultants, Associations, Membership Groups, Individuals, Social/Club, Fraternal, Political |
| Non-Profit | Book Clubs, Government, Educational, Non-profit, Civic, Religious |
Inclusions
Rates include use of Library equipment (tables, chairs, trashcans, room lighting, climate control, etc.) the event space setup to your specific requirements (not including Branch Meeting Rooms) and Library personnel onsite during your event.
Usage time
Rates are based on Full Day Usage where the total event time (including setup & teardown) exceeds no more than (8) hours. Half Day Usage (4 hours or less) apply at 50% of rental rate. See Security (next page) for more information on using the Library before or after normal hours.
Audio Visual
Many rooms include built-in audio visual systems that can support basic technical functions such as PowerPoint, DVD’s, and microphones (note FEATURES under each room description). Additional equipment and onsite tech/troubleshooting support is available at cost to groups as noted below:
| Item | Cost |
| Small LCD Projector | $50 |
| Large LCD Projector | $100 |
| Laptop Computer | $50 |
| Handheld or Lapel Microphone | $25 |
| TV & VCR/DVD or TV & Computer Unit | $50 |
| AV Technician Support | $75/hour |
Parking
The Plaza Library Garage offers complimentary parking. The Central Library Garage charges $3.00/hour with an $8.00 per day cap. Arrangements can be made for event hosts to accept charges on behalf of their guests to be applied to your total charges on the following scale. Estimated number of vehicles is based on half of expected guests.
| Estimated # Vehicles | Cost Per Hour | Minimum Charge |
| 0 - 25 | $25/hour | $50 |
| 26 - 50 | $35/hour | $105 |
| 51 - 125 | $45/hour | $180 |
| 126 - 200+ | $55/hour | $275 |
Catering
The Library welcomes your licensed and bonded caterer with our advanced approval. In order to offset the additional cleaning and oversight, a custodial fee based on the service type and estimated number of guests is applied to your final bill. Later this fall, the Library itself will be able to offer full-scale food and beverage services through a new catering partnership. Ask the Events & Scheduling Staff for more details.
Service Type
|
Estimated Attendance | ||||
| 1-49 | 50-99 | 100-149 | 150-199 | 200+ | |
| Light Refreshments/Snacks | $25 | $50 | $75 | $100 | $125 |
| Boxed Meals/Party Trays | $50 | $100 | $150 | $200 | $250 |
| Catered Receptions/Meals | $250 | $375 | $500 | $625 | $750 |
Security
Access to the Library before or after normal hours can be arranged at $100.00/hour. Charges are based on time doors opened to normal library opening (before hours) or when all guests/vendors leave (after hours).
Additional Charges
Final charge will vary based on actual time facility is used, additional labor/staffing, and in the case of unforeseen circumstances. Group also accepts responsibility for all damages associated with their event. Further details on additional charges are available from the Events & Scheduling Staff.
Deposits & Payments
Full prepayments are requested for charges less than $250. A deposit of 50% is required to secure all other reservations. Thirty days prior to the date the remaining balance is required. A final bill reflecting any differences would be paid thirty days after the event.
Availability & Booking
The Library’s website offers real-time availability and the ability to make a meeting room request online. You may also contact the Events & Scheduling Staff directly at 816.701.3402 or space@kclibrary.org.
