Please review the Library Auditorium Use Policy below before filling out the form. Once the form is submitted, a Library staff member will contact you within 5 business days to notify you of the status of your request.

MAIN LIBRARY AUDITORIUM USE POLICY

Use of the auditorium is available – on a limited basis - for booking by local non-profit groups, targeting a South San Francisco audience. Bookings must be for meetings or programs free and open to the public. Due to limited parking, groups of more than 25 adults will not be accommodated. No fees, dues, or donations may be charged or solicited by the user, nor may any item or service be sold or advertised. Also excluded is commercial use by private groups for purpose of sales (where monies are exchanged for goods or services) or negotiating for and/or completion of such sales. Exceptions to the rule may be made for library- or City-sponsored programs or programs sponsored by Friends of the Library.

AVAILABILITY: Reservations may be made to use the auditorium during the following weekday hours. Due to limited staffing, the auditorium is not available for use on weekends.

Monday 10:00 a.m. to 3:00 p.m.
Tuesday 1:00 p.m. to 5:00 p.m.
Wednesday 2:00 p.m. to 5:00 p.m.
Thursday 1:00 p.m. to 3:00 p.m.
Friday 10:00 a.m. to 5:00 p.m.

Groups should arrange their meeting time so they are ready to start leaving 45 minutes before the library closes. The auditorium must be empty 30 minutes before the library closes. Participants must enter and exit via the outside stairway. Those who are unable to use the stairs should ask at the library Service Desk for staff assistance in using the elevator. The person who books the room is responsible for ensuring the outside door is closed after the room has been vacated and should report to the Service Desk staff when they have cleared the room.

BOOKING: Requests to book the auditorium may be accepted from persons 21 years and older, up to two (2) months in advance, by calling 650-829-3878, Monday through Friday between 9 a.m and 4 p.m. Because the auditorium is used by a wide variety of public, library, and city groups, advance reservations are required and must be made at least two (2) weeks prior to the date. A telephone reservation is tentative only. The written application, the Main Library Auditorium Use Application form, must be received one (1) week prior to the meeting date and is available online at the Library’s website at www.ssf.net/library on the “About Us” page, where the application link is available as a menu item. The application may be submitted online.

Programs with multiple performers and/or having audience participation may require proof of personal and property liability insurance in the amount of $1,000,000. No one group or organization may reserve the room for an extensive period of time. Applications will be accepted from the same organization no more than four (4) times in a calendar year or one (1) time per quarter. Meetings of over three (3) hours are not permitted.

PRIORITY: Library programs have first priority. While the utmost care will be taken to schedule library programs in advance, there may be times when a reservation will be cancelled. Because the auditorium is part of the federally-funded emergency operations center (EOC), the City Office of Emergency Services reserves the right to revoke permission to use the auditorium as meeting space at any time without advance notice.

BUILDING ENTRANCE: For safety reasons, entrance to the lower level of the Library is limited to Project Read patrons and persons attending meetings in the auditorium. Each group using the auditorium is responsible for monitoring the entrance to the lower level of the library. The exterior doors may be opened 15 minutes prior to the start of a meeting as long as the person responsible for the meeting is actively monitoring the entrance. Once the meeting has begun, the exterior door must be closed. Late arrivals should ring the doorbell for admittance, and the person responsible for the meeting should respond to the bell.

SETUP: Each group is responsible for setting the room up in the manner they wish and for returning the room to a “neutral” position afterwards (i.e., chairs stacked on racks against the window wall (chair carts must be placed under tables at back wall when empty), folding tables returned to table cart and wheeled tables closed and returned to side wall). The room normally has folding, rectangular tables (both wheeled, and traditional folding tables), a round table, stacking chairs, permanently mounted projection screens, and a small raised-stage area. The library provides space only; bring your own a/v and other equipment and supplies. There may be other items in the room for use in library programs – these should not be disturbed. Restrooms and a drinking fountain are located down the hall. ADA Accessible restrooms are available on the upper level.

KITCHEN/CLEANUP: The kitchen adjacent to the auditorium is for library use only. Food may not be prepared on the premises. Each group is responsible for leaving the room in a clean and orderly condition. Users must pay the cost of repair for any damage. The library is not responsible for materials or equipment left in the building by users. If you find the room in a damaged or disorderly condition, please alert library staff members immediately.

TELEPHONE/PAGING: The library does not have staff available to page people in meetings, take messages, relay telephone calls, and so on.

LIBRARY OFFICES: Library offices are located near the the auditorium. These areas are restricted to authorized personnel only. Please be sure members of your group respect these areas and do not trespass. In particular, please keep noise to a minimum in the hallway connecting the auditorium to the exterior doors and restroom area. Note: We have no control over phones which may ring in the locked rooms at sides of auditorium; these are part of the emergency facility.

CHILDREN: In order to ensure proper supervision and safety, groups that involve children must have adults present in a ratio of one (1) to 15. The hallway, restrooms, and drinking fountain area should be monitored for noise, as these areas are adjacent to staff work areas. Please ask children to walk quietly to and from the auditorium.

PROHIBITIONS: The name, address, and phone number of the South San Francisco Public Library MAY NOT be used as the official address or headquarters of any group using the auditorium. The use of the auditorium shall not be publicized in such a way as to imply library sponsorship of the group's activities. Neither smoking nor the consumption of alcohol is allowed in the auditorium. Granting permission to use the auditorium does not constitute an endorsement of the users and/or their beliefs by the Library staff or Board of Trustees.

Approved by the Library Board of Trustees, January 28, 1992 (rev. 2/97, 3/99, 6/02, 2/05)
Amended by the Library Board of Trustees, June 22, 2010

ORGANIZATION/APPLICANT INFORMATION

Name of Organization*

Non-profit Organization*

Yes No

Non-profit ID #

Responsible Person*

Street Address (P.O. Box not acceptable):*

City:*

State*

Zip:*

Telephone:*

Fax:

E-mail*

RESERVATION INFORMATION

Date of Reservation:*

Start Time:*

End Time:*

Subject or purpose of meeting:*

Approximate Attendance:*

Refreshments*

will be served

will not be served

By clicking on submit below, I agree to:
1. Abide by the guidelines above
2. Use the auditorium for the purpose stated on the application
3. Accept the condition that my reservation may be canceled
4. Notify officers, members, and guests of my organization of the guidelines for use and terms of this agreement.
5. 5. Hold harmless, indemnify and, at the City of South San Francisco’s request, defend the City, its officers, agents, employees, volunteers, boards and commissions, whether elected or appointed, from all and against all claims, demands, actions, causes of action, losses, damages, liabilities, costs and expenses, including but not limited to reasonable attorney’s fees or obligations, for and in connection with personal injury (including, but not limited to death) or damage to property (both real and personal) which arises out of or is in any way connected with APPLICANT’S use of the Main Library Auditorium and equipment.