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Event Rentals

Prendergast Library > Event Rentals

Hosting a event at the library is affordable and fun!

Special event rentals are available for individuals and groups that want to host a private party or event. A private social event includes, but is not limited to, parties, showers, receptions, other celebrations, and any event closed to the public.

Library programs and public meeting room reservations take priority over all rental use. Individuals or organizations may only rent the Community and Fireplace Rooms for special events.

Special event rental fees support the library’s services and programs! Fill out an application below. 

Special event rental fees are based on the following time blocks. Fees are per room. 

  • One (1) Hour: $30.00
  • Two (2) Hours: $50.00
  • Four (4) Hours: $75.00
  • Six (6) Hours: $100.00
  • Nonprofit Fee (four (4) hour time limit): $20.00

When submitting a room reservation, the applicant should indicate whether shared food or drinks will be served during the reservation. A cleaning fee will be applied to the reservation if shared refreshments are served. Shared food or drink is a “catering style” setup provided by a catering business or the organization/individual reserving the room. 

Shared food and drink fees:
• $10.00 for groups of fifteen (15) or fewer people
• $25.00 for groups of ten (10) to forty (40) people
• $50.00 for groups of forty (40 to (95) people

If applicant does not serve food, all event participants must follow the library’s Food & Drink Policy. Food and drinks are permitted in the library’s snack area. Water in closed containers is permitted in all areas of the library. 

In the application choose how many tables and chairs you need. The requested furniture will be in the room, and you can set up the room for your event when you arrive. Please do not block exits or elevator access. 

Add a Makerspace Playtime to your event rental. Makerspace playtimes can be booked for a thirty (30) minute session or a sixty (60) minute session. You are responsible for returning the Makerspace to its original setup.

Please note, the Makerspace is not available for event rentals during library programming.

We also have toy & game sets to choose from. Groups can choose one option. See the application for set themes. Your selected toy set will be in the room; you can arrange them as needed. Please put the toys back into their containers or boxes. Toy options may vary based on availability.

Once the reservation has been approved, a non-refundable deposit of $30.00 is required to secure the room. The deposit will be applied to the total fee due. Deposits are paid at the library’s Circulation Desk by check, credit card, or cash. 

Reservation cancellations should be made as early as possible to allow others to use the room. Failure to notify the library of a cancellation may jeopardize future reservations. 

The library will issue a full refund for special event rentals if we need to cancel the reservation due to a building issue or closure. Refunds will not be issued if we cancel the event due to violating library policies.

The applicant responsible for the event rental will read and sign the Special Event Rules & Guidelines. These guidelines are part of the library’s Facility Use Policy.

All persons attending a special event rental need to follow library policies. Copies of all library policies are available here or at the service desks. 

Rental status does not subvert library policies, and individuals or groups may be asked to leave the Library if they do not follow policy rules and guidelines.

Please fill out the application below or pick up an application at the Circulation Desk. 

Rooms book fast, so filling out an application online is the quickest way to reserve a room. 

Staff aim to process all applications within three-five business days. Please note, reservations are not booked until the application is processed and security deposit is received. 

For questions or more information, contact Kassandra Kum at kkum@prendergastlibrary.org or call 716-484-7135, ext. 236.

Special Event Rental Application

Event Details

Special Event Rentals are for private parties or training/meetings. We do not rent rooms for external fundraisers or events to promote or sell commercial products or services.
If you selected "other," briefly describe your event. Character limit: 150
Choose one option. See information above about room options.
Special event rentals can be booked during the Library's open hours. After-hours rentals are not permitted. Library staff may cancel or change reservations if there are building or facility issues. Staff will contact you ASAP if your reservation needs to be canceled or rescheduled. Certain dates and times are blocked due to library programming and events. If your date choices are unavailable, staff will work with you to find a different option.
Add a second choice for your event date. The Library's facility books fast, so please include a second option to help us meet your needs.
Please include enough time for you to set up. Event Rentals can be reserved between 9:15 and 6:45 Monday through Friday and between 10:15 and 3:45 Saturday. Events must start fifteen (15) minutes after opening and fifteen (15) minutes before closing to allow staff to open and close the building.
Please include enough time for you to clean up. Event Rentals can be reserved between 9:15 and 6:45 Monday through Friday and between 10:15 and 3:45 Saturday. Events must start fifteen (15) minutes after opening and fifteen (15) minutes before closing to allow staff to open and close the building.
Choose attendance based on registration or anticipated attendance. If you don't know, select the best option. Room capacity is 95 people or less.
Add a Makerspace Playtime to your event rental. Makerspace playtimes can be booked for a thirty- (30) minute session or a sixty- (60) minute session. You are responsible for returning the Makerspace to its original setup. The Makerspace is not available for event rentals during library programming.
Choose one option. Toys will be in the room; you can arrange them as needed. Please put the toys back into their containers or boxes. Toy options may vary based on availability.
Tables will be in the room. You will need to arrange the room according to your preferences. Please do not block exits or elevator access.
Chairs will be in the room. You will need to arrange the room according to your preferences. Please do not block exits or elevator access.

Fees

Special Event Rentals require a Rental Fee and a Shared Food Fee if applicable. Once your application is approved, a $30.00 nonrefundable deposit is due. The remainder of the fee is due on the day of the event. Payments are processed at the Circulation Desk; we accept cash, checks, and credit cards.
Individual attendees can have personal drinks or snacks at no charge. If you are providing shared or catered food and/or drinks, please select the number of attendees. Your group is responsible for disposing of all trash in the provided garbage bin(s). Please pour liquids out into a sink before disposing of in garbage.

Contact Information

If relevant, add the name of the organization or group that is hosting the event or meeting.
Add the name of the person responsible for the rental and payment.
Add the phone number for the person responsible for the rental.
Add the email of the person responsible for the rental.

Acknowledgment & Submission

I have read and agree to the Special Event Rental Rules & Guidelines. The person responsible for the reservation signs the acknowledgment; however, all event attendees must follow the rules and guidelines.