Rental Facility Policies
The person interested in renting the meeting facilities at the Library for himself/herself and/or his/her children, and/or his/her represented organization (collectively "Releasing Party") agrees to defend, indemnify, protect and hold the City, its council members, agents, representatives, commission, directors, officers, and employees (the "City Indemnified Parties") harmless from and against any and all claims from and against any and all liabilities, judgments, claims, settlements, losses, damages, costs, fees (including reasonable attorney fees and court costs) incurred or suffered (collectively "Losses") by such City Indemnified Party arising out of this use of City Property, purpose of the rental agreement, or related activities or otherwise; and further agrees to defend, indemnify, protect and hold the City Indemnified Parties harmless from any losses to the City Indemnified Parties as the result of injury or death to person(s) or damage(s) to property arising out of the use of said property, purpose, or activity; provided however, that the Releasing Party duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole gross negligence or willful misconduct of the City, its council members, agents, representatives, commission, directors, officers, or employees.
Use of the public meeting facilities does not constitute Library endorsement of the program. No advertisement or announcement implying such endorsement will be permitted. No organization meeting at the Library shall use the Library as its official address. Storage of goods by organizations using the public meeting facilities will not be permitted.
- No activity will be permitted that is in violation of local, state or federal statutes. Applicants must adhere to all city policies and fire codes during their use of the facility.
- All groups must be under the direction and supervision of their own leadership. There must be at least one adult present and responsible for each 10 minors at all times.
- Groups are responsible for controlling noise that could disturb other activities in the Library.
- The Library reserves the right to full access of all activities in order to ensure that all rules and regulations are being observed. Use may be terminated for misrepresentation or engagement in any activities that jeopardize participants' safety and welfare.
- Tape, nails, staples and similar items will not be permitted on any walls outside of the designated "tackable" surfaces in the meeting room.
Applicants must be age 18 or older. When serving alcohol applicant must be 21 or older.
Auditorium and meeting room shall be reserved in advance by booking online. If you do not have access to a computer please contact Library Community Relations staff to request an accommodation for making a reservation.
The individual submitting the Online Reservation Form will be held responsible for all fees and damages.
Use of the facility is not transferable to another person or group.
Facility reservations will not be approved for any group or individual for use on an ongoing basis. Other than city-sponsored groups, all groups (classifications B through F) are permitted up to four meeting dates per month, at the discretion of the Library Director. This is to ensure that rooms will be available to other community groups. Additional adjustments to booking frequency can be made at any time by the authority of the Library Director.
A $200 refundable cleaning deposit must be included at the time of application submission, unless previously on deposit. After review of the application, an invoice will be issued. Full payment must be received for the total invoiced amount on or before the indicated due date. The due date is 30 days prior to the first event. Failure to make full payment on or before the due date will result in cancellation of all tentative reserved dates.
Applications for bookings must be submitted at least 10 business days in advance. When space is reserved fewer than 30 days in advance of meeting date, payment must be made within three days of receiving an invoice.
All reservations will be canceled if the invoice is not paid. Upon cancellation, a $25 processing fee will be charged.
All past due amounts on an applicant's account must be paid in full prior to any future bookings.
The City of Carlsbad is not liable for accidents, injuries or loss of individual property in connection with any of its facilities. Depending on the risk factor, the city may require liability insurance in an amount up to $5 million. Liability insurance is subject to approval by the risk manager and must include, but not be limited to, the following parameters: name the City of Carlsbad, its officers and employees as an additional insured, and insurance company must be rated as per Council Resolution No. 91-403 or better by Best's Key Rating Guide. Applicants may also obtain special event liability insurance through the city. Athletic activities will require athletic participant coverage. If alcohol is served at an event, liquor liability coverage must be obtained. (Carlsbad City Council Policy Statement 28/93)
Charging of admission is left up to the discretion of the hosting organization. The Library encourages hosting organizations to accommodate individuals who wish to participate in public meetings but are unable to do so based on financial hardship. The Library will not take a percentage of the sales. Organizations using meeting facilities will be permitted to make sales under the following circumstance:
- Sales must be confined to the auditorium and meeting room and their immediate areas.
- No effort shall be made to solicit other Library patrons. This means no signage is allowed inside or in front of the Library entrance.
- Groups selling alcohol (beer, wine and champagne only) must obtain "Daily On-Sale License" from the Alcoholic Beverage Control Board and meet the aforementioned liability insurance requirements.
- Food or drinks are not allowed in the Ruby G. Schulman Auditorium.
- The meeting room kitchen is not intended for cooking but rather to provide convenient space for the preparation of ready-to-serve items.
- The Library does not provide supplies such as cups, containers, paper goods, tea and coffee.
- Groups using the kitchen are expected to leave it in the condition they found it, and failure to do so will result in a clean-up charge.
- Alcoholic beverages are restricted to beer, wine and champagne. Serving of alcoholic beverages must adhere to City of Carlsbad liability insurance requirements.