3.7.1 — Library Conference Center Use

Effective: March 1, 2026
Last Reviewed: December 16, 2025

  1. Purpose

    2. The purpose of this policy is to define, establish and communicate the rules and regulations related to leasing and using Library Conference Center spaces.

  2. Board of Library Trustees Authority

    3. In accordance with City of Jacksonville Ordinance Code, Section 111.830, the Board of Library Trustees (BOLT) is authorized to determine what spaces shall constitute the Conference Center facilities, lease the Conference Center facilities, and set a fee schedule.

  3. Library Director’s Responsibility
    1. Ultimate responsibility for the implementation of this policy rests with the Library Director, who administers the Conference Center under the authority of the BOLT. The Library Director may delegate decisions and actions related to this policy as established in departmental procedure.
    2. The Library Director shall maintain on staff the necessary expertise, education, and training to authoritatively make all decisions relating to managing and leasing the Conference Center.
    3. The BOLT authorizes the Library Director, or designee to countersign the Jacksonville Public Library Facility Use Agreement for venue rental.

  4. Definitions
    1. Library refers to the BOLT, members of the staff of the Jacksonville Public Library, and other agents serving or representing the Jacksonville Public Library.
    2. A Licensee is any individual, government or corporate entity who rents or uses event space from the Library and signs the Facility Use Agreement.
    3. Main Library refers to specific areas open to the public during operational hours, and designated fee-based venues available for meeting and event rental during and after operational hours.
    4. Conference Center refers to fee-based venues of the Main Library and any space at library branches designated by the BOLT for public and private events and meetings.
    5. The Primary Conference Center Meeting and Event Spaces are private and include the Hicks Auditorium, Multipurpose Room, The Lounge at 303 North and conference rooms G1, G2, G3 and G4.
    6. The Secondary Conference Center Meeting and Event Spaces include the Lovett Courtyard, the 2nd, 3rd & 4th Floor Atriums, 1st Floor Art Gallery and Zimmerman Overlook.
    7. Facility Use Agreement is a legally binding rental contract required for the use of designated spaces by the Library. Contents of the agreement are non-negotiable.

  5. General
    1. All use of the Conference Center must be conducted in full compliance with all federal, state and local laws as well as Library policies.
    2. The Library requires the Licensee to sign and adhere to the Facility Use Agreement.
    3. Licensee’s use may not interfere with regular Library operations or Library sponsored events.
    4. The BOLT may define other spaces available for meetings and events.

  6. Non-Endorsement
    1. The Licensee’s reservation and/or use of the Conference Center does not constitute endorsement by the Library of the Licensee’s organization, use of the space or point of view expressed.
    2. The Licensee may not use the Library’s name to publicize the event except to designate the meeting location. Library sponsorship or partnership requires the Library’s written permission.
  7. Fee Schedule

    The BOLT will annually approve and regularly maintain Policy 3.7.2--Library Conference Center Fee Schedule. Fees are not negotiable.

  8. Fee Exemptions and Discounts
    1. City of Jacksonville Fee Exemption
      1. There is no rental fee charged for official City business during Library hours.
      2. Requests for fee exempt events after Library hours must be approved by the Library Director or designee.
      3. Requests must be in writing from Departments Heads or Division Chiefs.
      4. Events must be:
        1. open and free to the public or
        2. COJ agency, board or department meetings not open to the public.
    2. Nonprofits and Other Governmental Organizations Discounts
      1. A 50 percent discount on rental space.
      2. The discount excludes fees for security, custodial or other add-on services or equipment.
      3. Discounted rates will not be considered without required documentation of nonprofit or governmental status.
      4. Discounted rates do not apply to personal meetings or events for the organization’s members, volunteers, or employees.
  9. Schedule of Service
    1. The Primary Conference Center Event Spaces are available seven days a week between 7am and midnight.
    2. The Secondary Event Spaces are available
      1. Monday through Saturday between 4pm and midnight
      2. Sunday between 7am and midnight.
    3. By default, events must end by 11 pm and tear down complete no later than midnight. The building must be completely vacated no later than midnight
    4. Event Extensions
      1. Requests to extend event time must be received thirty (30) days before event date. An extension request does not guarantee extension approval.
      2. The maximum extension is two hours.
      3. When the Licensee, its guests and/or vendors have not vacated the premises by the tear down completion time in the contract, the Licensee will be billed as defined in the Policy 3.7.2 Library Conference Center Fee Schedule.
  10. Reservations
    1. A submitted reservation request does not constitute a reservation and is not guaranteed until the required payment is received, and a Facility Use Agreement is fully executed.
    2. Priority will be given to reservation requests submitted at least thirty (30) days in advance of the event date.
    3. The Library will only accept reservation requests within the designated reservation windows.
      1. The Licensee reservation window shall extend no more than two years beyond the date the reservation was placed.
      2. The Licensee reservation window for Nonprofit and Government discounted fee reservations shall extend no more than nine months beyond the date the reservation was placed.
      3. The reservation window for City of Jacksonville reservations shall extend no more than six months beyond the date the reservation was placed.
    4. The Library may release the reservation request after ten (10) business days if not secured with a signed Facility Use Agreement and required payment.
  11. Cancellations & Reschedules
    1. Events not paid in full at least thirty (30) days before the event date are subject to cancellation without refund.
    2. Should the Licensee choose to cancel an event, written notification must be submitted.
      1. Licensees canceling an event more than six months before the event date will receive a full refund of deposits without penalty.
      2. Licensees cancelling or releasing any or all of the rented space within six months of the event date will forfeit all deposits due unless the space is subsequently resold for the same date.
      3. Although the Library will make a good faith effort to resell the space, the Library is under no obligation to do so. For any space resold, the Licensee will receive a commensurate refund.
    3. The Licensee may reschedule the event, based on availability, within twelve (12) months following the original event date, without penalty. This is a one-time request. Should the Licensee wish to reschedule, written notification must be submitted to the Conference Center Manager at least thirty (30) days before the original event date.
    4. If the Licensee’s reserved space becomes unavailable for operational or any other reason, the Library will make every effort to provide an alternate space, or date that meets the Licensee’s needs or refund all payments without penalty.
  12. Rental Requirements

    13. Specifications of rental requirements are detailed in the Facility Use Agreement, including insurance requirements as set by the City of Jacksonville.

  13. Event Security

    14. The Library requires security for all events. Security will be provided and arranged at the sole discretion of the Library according to the nature and requirements of each event at the Licensee’s expense. The Licensee will be billed as defined in Policy 3.7.2 Library Conference Center Fee Schedule.

  14. Authorization to Define Procedures

    15. The Board of Library Trustees authorizes the Library Director to establish procedures to administer this policy, and to delegate any and all responsibilities herein to other staff through such procedures.

  15. Associated Library Policies

    16. 1.3.1 – Schedule of Service, Jacksonville Public Library Policy
    1.5.3 – Tobacco and E-cigarette, Jacksonville Public Library Policy
    3.3.1 – Code of Conduct, Jacksonville Public Library Policy
    3.7.2 – Conference Center Fee Schedule, Jacksonville Public Library Policy

  16. Relevant Law & Legislation
    1. City Ordinance

      2. 90.102. - Authority of Board, Ordinance Code
      111.830 – Library Conference Facilities Special Revenue Fund, Ordinance Code
      662 - Library System and Services, Ordinance Code