Overview
Use of the Library Conference Center is governed by Library Policy 3.7.1 Library Conference Center and Policy 3.7.2 Library Conference Center Fee Schedule.
All events held at the Library must be conducted in an orderly manner and in full compliance with federal, state and local laws as well as Library policies. Activities associated with events must not interfere with the regular operation of the Library.
The Library reserves the right to prohibit any activity which it deems as potentially damaging to the facility and/or puts individuals’ safety at risk.
In addition to the requirements in Library Policies 3.7.1 and 3.7.2, the items outlined in this document must be adhered to.
The Jacksonville Public Library does not discriminate in making its premises available for use based on race, color, sex (including pregnancy), sexual orientation, gender identity or expression, religion, political affiliation, national origin, disability, age, marital status, veteran status or any other impermissible factor.
Questions on reserving Conference Center meeting or event spaces should be directed to the Conference team at (904) 255-6198 or jplconference@coj.net.
Meeting & Event Space
The Conference Center Primary Spaces available for rental:
Hicks Auditorium – Theater-style seating for 384 with small, raised stage, backstage area and two green rooms, separated by a bathroom. The auditorium has great acoustics. Ideal for lectures, presentations, plays and concerts.
Multipurpose Room – 4,500 sq ft space that seats approximately 270 for a banquet, 500 theater or 170 classroom. It can be divided with an air wall into two separate rooms. Ideal for meetings, fundraising galas, wedding receptions and community events.
Kitchens – Only included with certain rentals. One large catering kitchen (with standard warming ovens, refrigerator/freezers, ice machine and preparation space) and two kitchenettes. The kitchens are strategically located near the event areas for general preparation and serving. Open flames, hotplates, or cooking of any kind on-site are prohibited.
Meeting Rooms – There are four (4) meeting rooms on the Conference Level. G4 is 740 sq ft that seats approximately 80 theater style, 40 crescent rounds or 30 classroom, G1 is 384 sq ft that seats approximately 40 theater style, 20 crescent rounds or 16 classroom, G4 & G1 are ideal for presentations, board meetings and conference breakout rooms, G2 & G3 are each 160 sq ft, small rooms ideal for private interviews, staff and volunteer areas or event storage.
Pre-function Gallery – 2,600 sq ft, 130’ x 20’ hallway available for rental only as an addition to the Multipurpose Room or Hicks Auditorium. Seating or capacity varies by setup. Ideal for conference vendors, cocktail hour and wedding ceremonies.
Main Street Hallway – 2,625 sq ft, 125’ x 21’ hallway available for rental only as an addition to the Multipurpose Room or Hicks Auditorium. Seating or capacity varies by setup. Ideal for conference vendors and cocktail hour.
Lounge at 303 North – 1,748 sq ft space that seats 120 theater, 40 classroom, 55 crescent rounds. Located on the ground floor near the Laura Street entrance is a spacious lounge fitted with custom furniture, audio/visual equipment, bar area and dedicated appliances. Ideal for a VIP area, pre-event drinks, social gatherings, or presentations.
The Conference Center Secondary Spaces available for rental:
Lovett Courtyard – (Second Floor) – Approximately 11,000 sq ft of landscaped outdoor space that seats 300 theater and 168 banquet. Ideal for wedding ceremonies, receptions, and social events. (Restrictions during operating hours.)
Atriums – Three floors within the Main Library that offer an exceptional setting for any event. Each floor is an open space that surrounds the grand staircases and can be used in conjunction with the Courtyard to create the perfect indoor-outdoor event experience. The space includes hanging art installations that regularly rotate and cannot be moved. The second floor atrium seats 150 banquet (includes kitchenette and Room 219) and the third floor atrium seats 250 banquet (includes Room 319). The fourth floor atrium seats 165 banquet and is available for rental only as an addition. These spaces are ideal for fundraisers, annual galas, weddings, community events and social gatherings. (Restrictions during operating hours.)
Art Gallery and Zimmerman Overlook – 5,340 sq ft. Located on the Ground Floor, the art gallery features rotating (every few months) local art work. The artwork cannot be moved. Banquet capacity is 120 and theater style is 225. The space is ideal for cocktail hour, lectures and social gatherings. (Restrictions during operating hours.)
Primary Conference Center Spaces have flexibility as to arrangement of the space and furniture. Secondary Conference Center Spaces are subject to very limited rearrangement of existing furniture and equipment. Library-sponsored exhibits and programming decorations cannot be moved at any time; please check with the Conference team to ensure that a particular exhibit or program will not affect your proposed event.
Security
Dedicated security guards are required for all events. Security is provided and arranged by the Library according to the nature and requirements of each event, at the Library’s sole discretion. Prior to the event, security requirements and charges will be determined according to the Policy 3.7.2 Library Conference Center Fee Schedule. Library security staff are the only security guards that are permitted to be in uniform. Private security, not in uniform, is permitted. Security will remain before, during and immediately following the event. The Library reserves the right to determine if the Jacksonville Sheriff’s Office will need to provide additional security at an event.
Rental Fees
Fees are set by the Board of Library Trustees and reviewed regularly per Policy 3.7.2 Library Conference Center Fee Schedule. Fees are subject to change without notice and are not negotiable.
Where applicable, a 50% discount is available to 501 (c)(3) organizations by submitting IRS Nonprofit Determination Letter. See Policy 3.7.1 Library Conference Center for additional details on discounted fees.
Reservations & Payments
Reservations
To reserve space, a Conference Center reservation request form must be completed and submitted to Conference Center staff. The Event Specialist will review the date and space needed for the event with the Conference Center General Manager.
If approved, the assigned Event Specialist will send an estimate of charges to the Licensee for approval. The space may be released if not signed and returned the Event Specialist within 10 business days.
Upon receipt of the signed estimate, the Event Specialist will send a full invoice and Facilities Use Agreement (contract) with payment instructions to the Licensee. The Library may release the reservation request after ten (10) business days if not secured with a signed Facility Use Agreement and required payment.
The event is not officially booked until the required payment is received, and the Facility Use Agreement is signed by both parties.
The hours booked include time for set-up and clean-up of the space being used. Set-up in the Secondary Spaces may not begin before 4 p.m. (Mon – Sat) and may not interfere with Library operations (includes sound checks). Events in Secondary Spaces must begin no earlier than 6:30 p.m. (Mon-Sat).
Events requiring insurance must have all proof of insurance approved by the City’s Risk Management at least 30 days before the event date. Failure to do is cause for cancellation of the reservation without refund.
A Licensee must be at least 18 years of age.
Payments
Payment in full is due with the executed contract for all meetings and events costing less than $1,000 or within 3 months of the event date.
For all other events, an initial deposit of $1,000 is required with the executed contract to secure the reservation.
50% of the rental fee is due 6 months prior to the event date.
The remaining balance is due 3 months prior to the event date.
Failure to submit full payment at least 3 months prior to the event date may forfeit the deposit and result in immediate cancellation of the reservation.
Alchohol
The sale and consumption of alcoholic beverages at the Main Library is permitted per City of Jacksonville Ordinance 154.107(c)(17). The Licensee is responsible for all vendors and guests adhering to state and local laws.
Alcohol must be supplied through a licensed and insured catering/beverage service company.
Liquor liability insurance will be required as noted in exhibit C of the Facility Use Agreement.
The event must be private and not open to the public.
Guests who are served alcohol must be 21 years of age.
Alcohol should be delivered along with the other food items during the Facility Use Period listed on Page 1 of the contract. The Library will not accept advance deliveries.
Alcohol is not permitted in any public area of the Library during operational hours. Deliveries should be made in discreet packaging or covered when passing through public areas.
At no time will alcohol be permitted in the children and teen sections.
Alcohol is to be served only in designated areas.
Food & Beverage
Except in the Hicks Auditorium, food and beverage is allowed in all Primary Spaces. Serving food and beverages is permitted in Secondary Spaces only after Library hours. Setup of food and beverage is allowed in the Secondary Spaces during contracted setup period.
There is no cooking in the Library. All food and beverage must arrive prepared.
Sterno cans and heat lamps are permitted. The Licensee is responsible for ensuring that food warming devices are stored and disposed of properly.
All appliances or devices that generate smoke of any kind are prohibited.
The Library reserves the right to deny the use of any item or piece of equipment for any reason.
Personal Property
The Library is not responsible for damage or loss of property brought into the building for meetings and special events.
The Library reserves the right to inspect items brought into the building for meetings and special events.
The Library may refuse to admit anyone, including guests and vendors of the licensee, with items larger than 26” L x 16” W x 16” H especially if it presents potential harm or danger.
Permits & Taxes
It is the Licensee’s and vendors responsibility to procure all necessary permits. The Library will assist in providing Library related information necessary for submission; however, the Library will not secure such permits on behalf of Licensee or Licensee’s vendors.
Filming & Photography
Licensees using Library facilities for filming and photography must obtain the required City of Jacksonville permit for any filming or photography on public property. The permit is free of charge and obtained through the City of Jacksonville’s Film and Television office, (904) 255-5434.
Full synopsis and schedules of any filming must be submitted 14 days in advance of filming date.
If the Jacksonville Public Library is mentioned in any way, the Library must be contacted to ensure that it is properly represented and that all information is accurate.
The Licensee’s crew should have proper identification.
Audio-Visual Services
A set inventory of audiovisual and electronic services equipment is available for venue rentals. Additional equipment may be brought in by the Licensee, their guests, and/or an audiovisual (AV) production company at the expense of the Licensee.
Licensee must request all audiovisual needs in writing at least sixty days prior to the event including any equipment being brought to the facility. FAILURE TO SUBMIT REQUESTED INFORMATION WILL BE GROUNDS FOR REJECTION OF REQUEST.
Rigging and/or use of audiovisual and electronic equipment in the Multipurpose Room and Hicks Auditorium may require an audiovisual technician to be on site, at the Licensee’s expense. Upon request, the Library can provide a list of local A/V production companies.
The A/V production company must be an established business that specializes in performing the work. References must be provided upon request.
The A/V production company must obtain approval and clearance by the Library prior to commencing work at the facility.
Logistics
The Conference Center team will work closely with the Licensee to facilitate the event.
Prior to the event the Licensee must, in writing:
Specify all details regarding additional electrical or lighting equipment being requested for the event. The Library reserves the right to deny the request for any reason.
Notify the Library of any deliveries, including date and time. Failure to notify may result in the vendors being denied building access.
Inform the Library of the preferred room set-up option of those provided. Requests for custom room set-up must be requested in writing thirty days prior to the event.
Specify any furniture or equipment to be brought into the facility and set up by the Licensee, their representatives/vendors. The Library reserves the right to deny the use of any item or piece of equipment for any reason.
Day of the event:
All vendor and Licensee property must be delivered and removed during Use Period specified on Page 1 of the contract. Advanced deliveries and post event pickups are not permitted.
To maintain safe and efficient move-in and move-out operations, the Library will retain complete control over all loading area activities. All move-in and move-out activities must be through designated loading areas, freight doors, and freight elevators. The public lobbies, stairs, and elevators are not to be used for this purpose. Move-in and move-out periods are noted in the contract.
The Licensee and their representative/vendor are responsible for set-up and break-down of any non-Library furniture or equipment used for the event. The Library will set-up and break-down all Library furniture and equipment.
The caterer is responsible for providing all personnel, material, and equipment for the event. The caterer must be present to accept any deliveries of food or equipment. The caterer is responsible for quickly cleaning up any food or drink spills during the event and cleaning all prep areas.
A “rainout” is where weather conditions render an outdoor event space unusable or unsafe or any condition deemed hazardous by Library management. A final decision will be made by the Library no later than 3 hours prior to the scheduled event setup time. The rainout backup floorplan will be deployed.
Cleaning
The Licensee and their representatives/vendors are responsible for basic clean-up at the conclusion of the event, including but not limited to placing trash in receptacles provided, removing all personal effects, equipment and decorations, and leaving rental spaces as clean and orderly as possible.
All items not removed will be disposed of by the Library.
Decorations
All decorations should be freestanding and must be approved in writing by the Library. The Library does not provide any decorative items (e.g. linens, centerpieces). Decorations and related materials may not be taped, tacked, stapled, nailed or otherwise affixed to painted surfaces, columns, fabrics, windows, ceiling or decorative walls in the Conference Center.
Decals & Stickers:
If adhesive backed decals and/or stickers are distributed, any costs incurred by the Conference Center for the removal of these items will be billed to Licensee.
Confetti & Glitter:
The use of confetti and glitter is not permitted. Costs associated with the clean-up of glitter, confetti, and related materials will be billed to the Licensee.
Painting:
Face painting or live painting is permitted, however a floor tarp provided by the Licensee or vendor is required. Costs associated with the clean-up of paint will be billed to the Licensee.
Balloons:
Helium and Mylar balloons are not permitted. If Helium and/or Mylar balloons are brought inside the building and released for any reason within the facility, all labor costs associated with the removal of the balloons will be charged to the Licensee.
Smoke, Open Flame, Fog, Haze:
Prohibited items include, but are not limited to: Open flames, candles or any device emitting smoke, vaping, bubble, fog and smoke machines of any kind. Use of these will result in the immediate end of the event with no refund.
Aisles & Exit Accesses
All aisles shall be aligned as close as possible with the exits to ensure the safe egress of the occupants in time of emergency.
All cables and extension cords in or near exits shall be secured and ramped to prevent tripping.
Interior and exterior stairways, hallways, corridors and bridges leading to a stairway shall not be used in a way that will obstruct their use as an exit.
Emergency exits cannot be blocked.
Parking
Parking is not provided at the Main Library. Parking is available in nearby lots or metered street parking. The Duval Street Parking Garage (33 West Duval Street) is across from the Main Library and may be available during events. Licensees must contact the City’s Office of Public Parking for rates (904-255-5858 or parking@coj.net). The Library is not responsible for the Licensee’s, their representatives’, vendors’ or guests’ parking tickets.
Special Event Parking needs to be arranged for large groups and groups who need to enter the garage outside of the Operating Hours, typically after 7pm, Sundays and Holidays. The arrangement can be made by calling the number above.
Damages
Any alteration or activity that could leave lasting effects or damage in the Library are not allowed. Special cleaning or repair of damage caused during the use of a space will be charged to the Licensee. Notify the Event Specialist of any damage that occurs throughout the course of the event. See Policy 3.7.2 Library Conference Center Fee Schedule for details.
