Rental Policy

All events held at the Chicago Public Library’s Harold Washington Library Center must be conducted in an orderly manner and in full compliance with applicable laws, regulations and Library rules.

Not for Profit: Any client seeking not-for-profit rates must qualify as a tax-exempt organization under Section 501 (c) (3) or other tax-exempt sections of the Internal Revenue Code and must submit a copy of current letter of exemption to the Corporate & Private Events (CPE) office.

Sale, marketing of goods, gaming: The sale or marketing of goods or services by private, corporate, or for profit entities is not permitted. The Library does not allow any variety of gambling, gaming, bingo, casinos or wagering of any kind as an element of an event.

Insurance: Liability/Vendor event insurance coverage is required for all events and must be purchased through the Corporate & Private Events department (by separate check payable to Market Access) at the then prevailing rate. All responsibility for liability of attendees and the Client’s assigned agent and vendors at said event rests with the Client, and/or individual/s, signing the contract. The Library shall not be held responsible and non-compliance shall result in immediate cancellation of this contract and/or prohibiting vendor from entering the Library. In the event Liability/Vendor insurance payment has not been received 14 days prior to the event, the Library reserves the right to issue such insurance at the client’s expense at the then prevailing rate as charged to the Library by the insurance provider and deduct the amount due, in whole or in part, from the security deposit.

Certificates of Insurance must also be submitted to the Library by the client’s caterer, ALL vendor(s) and/or vendor’s agents, naming the City of Chicago, Chicago Public Library and U. S. Equities Asset Management, LLC as additionally insured. At a minimum, the Certificate of Insurance must include, but is not limited to, general liability (minimum coverage of $1,000,000); must have evidence of automobile liability (owned or hired) and workmen's compensation and liquor liability.

It is the client’s responsibility for obtaining all vendor insurance. All vendors must have their insurance on file with the Library 14 days prior to the event or the vendor will NOT be allowed onto the Library premises. If the client’s vendor does not have insurance, they will be added to the event insurance purchased by the client at the time the insurance is bound for an additional fee for each vendor. The client understands that it is responsible for the additional fee and that the limit coverage amount is SHARED by the client and all vendors listed on the policy. Please initial:

Liability: The client is liable for any damages to equipment and/or facilities of the Harold Washington Library Center due to negligence of the client, its agents and/or guests. The Library does not warrant the use or performance of any of its equipment.

Lighting: Lighting variations inside the Winter Garden are limited. Please discuss lighting options with an event coordinator.

Staff: A Corporate & Private Event’s coordinator will work with the client, client’s agent or caterer to arrange the Library’s segment of the event and will be present during event. The Library does not provide a technician however; a technician may be available on an advisory basis only. The client is required to provide all necessary personnel as needed for its event.

Security Deposit: A security deposit as indicated in the contract is required upon confirmation of the rental booking and is payable by check only. The security deposit will be refunded in whole or in part sixty (60) days after the event, as outlined in the cancellation procedures provided all contractual obligations were met. The security deposit is non-refundable if the event is canceled or if the event date scheduled is changed.

Payment: Full payment, as indicated in the contract, is due ninety (90) days prior to the event date and may be made in person by credit card or personal check, cashier’s check or money order. All costs associated with an event are the responsibility of the client.

Cancellation Policy: All cancellation requests must be submitted in writing. If cancellation of the event is confirmed ninety (90) days or less prior to event the rental fee is non-refundable. Date of confirmation is when Corporate & Private Events receives written notification of the cancellation request. The security deposit is non-refundable if the event is canceled or if the event date scheduled is changed.

Event Time Extension: If an extension of the contracted event time is required it must be submitted in writing and arrangements must be made no less than two weeks prior to the event date and the additional fee paid at that time. No extension of time is allowed or will be made the day of the event.

Event Set-Up: The Library can provide a limited number of 60” round tables, chairs and staging. The caterer must provide all 6 and 8 foot rectangular tables needed for the event. The client or client’s representative/vendor is responsible for setup and breakdown of all rented equipment. Any and all equipment, food, flowers, etc. must be removed from the building immediately following the event. The Library is not responsible or liable for any equipment left at the facility, or its disposal, after the end of the event. The Library’s agents will setup and break down all library-owned equipment.

The client must inform the Library of a recommended room set-up at least two weeks prior to the event date to make sure that the City of Chicago’s building; fire and electrical codes are met. The Event Coordinator will determine the location of all equipment to meet required fire lanes/exit paths for the event and will revise the event setup, if necessary, to comply with these requirements with or without the client’s approval.

For events in the Winter Garden, the rental fee includes up to four (4) hours prior to the event for set up and up to two (2) hours after the event for breakdown, additional hours are available for an additional fee. Any event setup changes requested on the day of the event must be approved by Event Coordinator and will incur additional fees. All entertainment, DJ’s, music performed live or recorded, bands, recorded music or performances in the Winter Garden and South Hall prior to 5 p.m. Monday through Friday are not allowed.

Deliveries: The event coordinator must be notified in writing, including date and time of deliveries, two weeks in advance of all deliveries to the Library, including but not limited to equipment, food, flowers, etc. for approval. Vendor information not provided will result in those vendors being denied building access. The caterer is responsible for providing all carts needed to move equipment to and from the event site. All deliveries must occur on the event date during scheduled event load-in/load-out times through the loading dock and freight areas. Extended time is available for an additional fee.

Caterer: The client is responsible for selection and use of a caterer from the Library’s Preferred Caterers list. The Library may allow a caterer that is not on the Library’s preferred list, however the client is responsible for ensuring the proposed caterer submits proof of catering license issued by the City of Chicago, license to do business in the City of Chicago, Liquor License issued by the City of Chicago or municipality in which caterer is licensed, Department of Health training certificates for safe food handling and BASSET Certificate for serving alcohol, General and Liquor Liability Insurance and any other information as required by the Library and/or the City of Chicago for catered events prior to Library approval. This information is required before the client submits a deposit to caterer and prior to Library approval. Failure by the client/caterer to submit appropriate documentation may result in client’s deposit to the caterer being forfeited if caterer is not approved. The Library assumes no responsibility and/or liability for monies forfeited by the client resulting from failure to submit necessary documentation and to obtaining prior approval of the caterer from Corporate & Private Events.

If the client elects to use a non-preferred caterer that has been approved by the Library an additional refundable security deposit of $500 will be required from the client and/or caterer. The catering deposit will be refunded after the event and pursuant to all obligations being met. Deposit is due when caterer is approved.

A caterer licensed by the City of Chicago must cater all events held at the Library. The Library does not allow catered events by restaurants, nor the donation of food for events, catering by outside service agencies, corporate in-house caterers and wait staff companies are not allowed to cater or staff events at the Library except and unless the client hires, in conjunction with, one of the Library’s Preferred Caterer to coordinate and oversee all aspects of the event and all necessary documentation as outlined in Section 9 above, is provided by restaurant.

The caterer is responsible for providing all personnel, material, and equipment for the event. The caterer is also responsible for (1) set-up and break-down of rental equipment and the kitchen prep area; the caterer is responsible for ensuring that wait staff does not rinse or wash plates, utensils and other equipment on the premises, (2) maintaining event space including but not limited to, quickly cleaning up any food or drink spills during event, (3) clearing away equipment and (4) cleaning all prep areas.

The use of butane or propane burners and stoves inside the Library is strictly prohibited and cannot be brought into the Library; however, electric ovens are permitted with prior approval.

The caterer must be present to accept any deliveries that the client has arranged, including but not limited to donated or privately purchased alcohol or other beverages.

Decorations: Decorations, including but not limited to, balloons and stickers of any kind, bubble, fog and smoke machines, are not permitted in the Library. All decorations must be freestanding and nothing can be attached to any walls or doors and must be approved by an event coordinator.

Candles: Use of votives and/or enclosed candles is allowed but must be approved prior to your event by an event coordinator. The placement of candles on the floor is prohibited and all candle flames must be below the top of the container.

Storage: The Library does not provide storage facilities prior to or after any event.

Printed Material: The CPE office must approve invitations, printed material, and any information to be posted on the Internet related to an event prior to being printed or distributed by the client. Adequate time should be allowed for this approval process. CPE at its discretion may request that the client revise or reprint any material it did not approve at the client’s expense.

Parking: The South Loop area has several parking garages conveniently located near the Library and some provide valet parking service. The client is responsible for making any valet parking arrangements and must notify CPE that such arrangements have been made two weeks prior to the event date. Valet is only allowed on Plymouth Court.

Coat Check: The Library does not provide coat check service, coat racks or hangers. A coatroom is available for Winter Garden events only and must be staffed at all times when used and the client is required to rent all necessary equipment needed for coat check. The coatroom is located on the ninth floor. Coat check vendor must be licensed, bonded and insured.

Entrance: The event entrance after Library hours is located on Plymouth Court, (on the west side of the building). The State Street entrance can be opened for an event at an additional charge and must be requested two weeks prior.

Security: The Library will provide uniformed security officers for all events. Coverage level is dependent upon the size of the event, location and hours. However, the Library reserves the right, at its discretion, to require additional security and/or off-duty Chicago Police at the client’s expense, and time permitting with the client’s prior approval.

Smoking: The Library strictly adheres to the City of Chicago’s Clean Air Ordinance and is a smoke-free facility. Smoking is prohibited in all Library areas, corridors, prep-kitchen, and bathrooms and within 15 feet of the entrance. The client is responsible for informing guests of the Library’s No Smoking policy. Failure of the client, their guests, or caterer to enforce the no-smoking policy will result in forfeiture of the client’s and/or caterer’s security deposit.

Wedding Ceremony: A small holding room is available for use. Rehearsal time is not included with the rental. The Library requires rental of either the Grand Lobby or the South Hall (for 200 or less) in conjunction with a ceremony/reception package. Please discuss your request with an event coordinator.

Entertainment, Music: All entertainment, including music, must end by midnight and is not allowed in the Winter Garden and South Hall prior to 5 p.m. Monday through Friday. The client is responsible for ensuring that the band or disc jockey is aware of the end time and the limited electrical power available in the space rented for the event. The band or disc jockey must provide any necessary extension cords and cables, and all extension cords and cables must be taped down with non-residue tape to the satisfaction of the Event Coordinator. The use of Duct tape is not permitted. The band or disc jockey must use the freight elevator to load in and load out its equipment. Guest elevators are not to be used to move equipment.

Bars: All bars must close thirty (30) minutes prior to the end of the event or the security deposit will be forfeited. Cash bars, the sales of drink tickets, and self-service bars are strictly prohibited. Please initial: ________

Event Hours: All events must end by 12:00 a.m. with no exceptions. Auditorium events must end 30 minutes prior to end time listed or security deposit will be forfeited and an additional daily rental fee will be assessed. Please initial: ________

Vendors: All Vendors that have been hired by the Client/Organization or Caterer, or anyone determined by the Library as requiring insurance, must submit a certificate of insurance as outlined in the Insurance section. If a vendor(s) does not provide insurance, the client will be required to purchase vendor insurance at an additional cost to the client for all vendors through the Library’s insurance provider which must be bound at the same time as the event insurance. Please note that the insurance limits are shared by all parties listed on the policy. Please initial: ________

I hereby acknowledge that I have read and agree to follow the Policies and Procedures of the Chicago Public Library, Harold Washington Library Center for events held there.

__________________________ Client's Signature	_____________________________ Date
__________________________ Caterer's Signature	_____________________________ Date
__________________________ Client’s Agent/Representative (If Applicable)	_____________________________ Date
Rev. 2/2008  This form may also be downloaded in Adobe Acrobat (pdf) format.

Please contact the Corporate & Private Events Department with any questions. You can contact us at (312) 747-4130 or via email at rentals@chipublib.org.