** 1/3 off all room rentals ! **
 

The Winter Park Public Library’s meeting rooms are valuable assets to the community.  To insure optimum enjoyment of these facilities by all, everyone using them must adhere to the following policy and regulations.

 Policies

• The Library’s meeting rooms are open to all groups and organizations.
• The Library Director and/or the Board of Trustees are authorized to deny permission to use Library rooms to any group that is disorderly or violates the regulations.
• Rental of the Library’s facilities by a group or organization does not imply endorsement of the group or organization’s purpose or philosophy.  The organization shall not use or appear to use the name, logo, photo, etc., of the Winter Park Public Library as an endorsement.
• The use of the Winter Park Public Library in no way implies or suggests sponsorship or endorsement of this program by the Library.         

How to Reserve a Room

 Contact the Library Administration Office by calling (407) 623-3278, faxing 407-623-3489, e-mailing amarshall@wppl.org .  A tentative reservation will be made over the phone, if the room is available, and a “Meeting Room Agreement” will be sent to the responsible person.  For a confirmed reservation, the signed form and $30.00a pplication fee (deposit) must be returned to the Library at least two business days before the meeting.  In order to confirm your reservation, return the “Meeting Room Agreement”  contained on the last page of this pdf and payment as soon as possible. 

 Our Meeting  Rooms 

Room	Occupancy	Full Day Cost	Per Hour Cost
Community Room (first floor)	90 maximum occupancy	$800	$100 (2 hr minimum)
Community Room set up "Auditorium style"		Community Room empty without any set-up
Conference Room	16 maximum occupancy	$400	$50 (2 hr minimum)
Conference Room
Melanson Room	30 maximum occupancy	$480	$60 (2 hr minimum)
Melanson Room as seen from front of the room		Melanson Room as seen from the back of the room

NOTE:  Arrangements for equipment and/or setup must be made with the Administrative Office in advance. This includes requests for equipment, number and placement of tables and number
and configuration of chairs. The Library staff does not operate any equipment for groups.  It is the responsibility of the group to have a competent, trained person there to run the equipment.

Room	Room Configuration	Capacity
Community Room (first floor)	Theater	90
	Classroom	36
	Board Room	28
	U-Shape	15
Conference Room (second floor)	General Purpose	16
Melanson Room (third floor)	Theater	30
	Classroom	16
	Board Room	16
	U-Shape	16

Additional Fees

• Room Booking Fee of $30.00 is non-refundable and must be paid immediately upon booking of rental. It is a deposit used towards the total rental amount.
• Overstay Fee $30.00 applies to those rentals that are booked to end when the Library closes. If the renters stay past closing time, this fee will be charged.
• Cancellation Fee $30.00 applies when renter fails to notify the Library Administrative Office of cancellation two business days prior to the scheduled room rental date.
• Room Cleanup Fee $30.00 applies when the staff of the Library needs to clean a room after a meeting, i.e. vacuum the floor. Renters do not need to take out trash or rearrange tables and chairs.
• Collection Agency Fee $15.00 applies when renters do not pay the room rental invoice amount within 90 days after the room rental date.

Regulations 

• Meetings may be held during Library hours. The hours are Monday - Thursday 9A.M. - 9P.M.; Friday and Saturday 9A.M. - 5P.M.; and Sunday 1P.M. - 5P.M.
• No admission may be charged, nor may donations be collected or requested, except by government authority. Membership and payment dues may not be solicited in the Library building. Direct sales of items are not allowed.
• Handouts with a profit-making organization's name, logo or trademark (except for business cards) may be distributed in the rental room only.
• The Meeting Room coordinator may approve light refreshments. Beverly's Cafe, the Library's coffee and sandwich cart, provides convenient and affordable catering services if you are interested (contact Bob or Beverly Walbridge at 407-608-9763 regarding catering services). Alcoholic beverages are not permitted. Smoking is not allowed by city ordinance.
• The room must be left in a neat, clean and orderly condition. If these conditions are not met, a Room Cleanup Fee of $30 or the actual cost of cleaning, whichever is higher, will be charged and notice will be given to the group. Organizations holding meetings assume responsibility for any damage to rooms, contents or equipment used and will be charged for any necessary repairs or replacement.
• Cell phone conversations are allowed in the meeting rooms. However, if someone needs to leave the meeting room to answer the call, that person needs to use the Library’s “Cell Phone Zones.” There is one on each floor just outside the meeting room. They are as follows: 1^st Floor – in the foyer and outside the building; 2^nd Floor – Audio Visual Room; 3^rd Floor – Typing Room.
• The following disclaimer must be announced at the beginning of all meetings: "The use of this facility in no way implies or suggests sponsorship or endorsement of this program by the Winter Park Public Library."