Terms & Conditions

The Morton Mandan Public Library welcomes the use of its meeting rooms by any group, organization, or corporation. Applications for the rental of meeting spaces are arranged through the library staff. All meetings and events are subject to the following procedures and guidelines:

Booking

Request for use of facilities will be honored on a first come, first serve basis. Event dates are secured ONLY upon receipt of the signed agreement and deposit.

Permitted Events

MMPL reserves the right to deny a reservation request for any reason. The library cannot be used for discriminatory practices and reserves the right to refuse rental to individuals, groups, organizations, or corporations that discriminate based on race, color, ethnicity, gender, age, religion, or disability.

Facility User Responsibilities

The facility user is the individual who is financially responsible for the rental of the MMPL spaces. An adult with signing authority must be named on the rental agreement.

The facility user is responsible for the behavior of their guests. Liability for injuries of other guests, MMPL staff, or property damage due to misconduct of their guests is on the facility owner.

Liability

MMPL is not responsible for personal injury, loss or damage to property sustained during meetings or events occurring within the meeting rooms that are sponsored by outside businesses, agencies, or organizations. Requirements established by the Morton Mandan Public Library Board of Trustees and local, state laws and ordinances must be followed by all facility users.

Payment

A 50% deposit of the room rental fee is due at the creation of the reservation. Full payment of the rental fees is due 30 days prior to the event.

• Payment Options: Card *, cash, or check ** with a copy of the signed Agreement.

• Cleaning Fee: If the facility user fails to leave the space in good order, a cleaning fee of $50 will be charged or loss of privilege may result.

*We do not accept American Express and there is a 3% surcharge on credit card transactions.

**Checks need to be payable to MMPL.

Clean Up & Load Out

Upon leaving, the facility user is responsible for ensuring the space is returned to pre-event condition.

Noise Level

A noise level respectful of the library and its patrons is to be maintained by the facility user. MMPL staff has the right to request volume levels be lowered.

Equipment

Tables, chairs, monitors with computer connections are available in all meeting spaces. Requests for podium, microphone, and easel may be made. Table cloths and other items are available for request for a fee.

Event Set-Up & Décor

Arrangement of library tables, chairs, and equipment will be done by staff according to facility users’ instructions. The facility user is responsible for the set-up of non- library equipment. Special décor may be brought in by facility user.

• Existing art or displays may not be covered up by facility user’s décor.

• Only painters’ tape or removable mounting tabs may be used to hang decorations, signs, banners, etc.

Regular tape, staples, tacks, or nails may not be used.

• Fire exits must always remain accessible and free of trip hazards.

Fees/Tickets/Merchandise Sales

Facility users may charge an admittance fee or sell tickets. Materials, displays, vendors, and sale of any merchandise must be contained within the rented spaces listed on this guideline.

Food

• Refreshments: Snacks or appetizers may be served. Any food must be prepared off site.

• Catering: Licensed, insured Mandan caterers may be retained by the facility user.

Alcohol

The service of alcoholic beverages is allowed only during hours when the library is closed and MUST be provided and served by a licensed Mandan alcohol caterer with a valid local and state liquor license and required City Permit.

• The facility user and/or caterer will enter into an Agreement approved by the City of Mandan. MMPL is free of all liability incurred because of the serving and consumption of alcoholic beverages.

• The bar shall be continuously staffed by a bartender provided by the catering company and abide by the signed Alcohol Agreement. Alcoholic beverages are not allowed outside of MMPL. Any alcohol other than that provided by the approved caterer may be confiscated and may result in removal of the party.

• MMPL has the authority to contact the police department and terminate the event in situations of any violation of this agreement or unruly guests.

Prohibited Items

The following items are strictly prohibited inside the library: tobacco products*, fireworks, weapons**, incense, and open flames.

*Smoking and tobacco products are prohibited inside the library. Outside smoke-free areas encompass 25 feet from the building and its entrances.

**In compliance with ND law, no person, except for law enforcement, may be in possession of a firearm while on library property.