Room Rentals

Room Rental Policy

 

The Nicholas P. Sims Library does not discriminate in making its premises available for use on the basis of race, color, national origin, religion, sex, sexual preference, age, or physical limitation. The fact that a group or organization is granted permission to meet in Sims Library in no way constitutes an endorsement of the policies or beliefs of that organization by the Nicholas P. Sims Library.

Available Rooms, Capacities, and Rates:

Rooms may be reserved up to 90 days in advance. Non-profit organizations must provide current 501(c)(3) documentation in advance to receive a discounted rate. Fractional hours will be billed as full hours. The following rates are on an hourly basis.

Payments made by Credit/Debit Card are subject to a 3% processing fee.

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Lessee must first read and accept the Program Room Use Policy before reserving a space. Rental fees are nonrefundable and reservation of a room indicates acceptance of this policy.

*STANDARD RATE: This classification is defined as use by a Non-Library Card Holder, or any other Business, Group, or Person using the facility.

*LIBRARY PARTNER RATE: This classification is defined as use by a Non-Profit Organization, Taxing or
Government Agency, or Library Card Holder (minimum of six months and in good standing), or other partners of
Nicholas P. Sims Library. Valid only on Business Hour Rate – does not apply to after-hours charge. (Proof of status is
required.)

*CIVIC ORGANIZATIONS: This classification may rent space at Sims Library at the discount rate. These civic organizations must meet on a weekly or monthly basis and reserve for a period of 12 months in advance.

*WEDDINGS: Please see the Wedding Rental Agreement for more information.

 

Reservations and Cancellations:

Sims Library must approve your requested date at least 72 hours in advance of the event. Reservations are made on a first-come, first-serve basis.

Reservations made more than 60 days in advance must pay in full or their $250 security deposit if applicable to schedule/hold their
desired time slot. If securing the date with a security deposit, the remainder of the payment is due 30 days prior to the event. Reservations made less than 30 days in advance must pay the full amount before their desired time will be scheduled.

Reservations are not final until confirmed;  payment and a signed Rental Agreement are required.

*Note: returned checks charged $25.00 and room damages charged actual cost, or $50.00 minimum fee.

At least 30 days before the event:

*Submit the remainder of the rental fee as well as all applicable forms and documentation as specified on the checklist provided when reservations are made.

*Sims Library may cancel an event because of the Lessee’s noncompliance with deadlines for payment and documentation. In that case, there will not be any refund. If Sims Library cancels the event because of an emergency including inclement weather, all fees and deposits will be refunded.

Forms and Documentation

Alcohol Policy

Rental Contract

Rules and Conditions for Use

Security Deposit Agreement

Wedding Rental Usage

Wedding Reservation Form

For more information or questions about booking, please

email simslibreference@gmail.com or call 972-937-2671 Ext. 1700.