Background: Central Library is recognized as one of the most beautiful libraries in the country, making it a sought-after location for filming and private events by groups and organizations. This policy recognizes that allowing areas of Central Library to be rented for private events or use will provide many benefits to the St. Louis community and St. Louis Public Library customers, including additional revenue for Library-related purchases, increased relevance and connection with the community, and increased capacity for Library-related programming and event management.
It is the policy of the Board of Directors (the "Board") of the City of St. Louis Municipal Library District (the "Library"), effective August 1, 2025, to permit groups and organizations (the "Applicant") to use the Central Library facility, subject to the requirements and conditions set forth herein, as long as such use is not disruptive of the normal operations, programs and activities of the Library, and when Central Library is not needed for administrative use, activities sponsored in whole or in part by the Library or The Library Foundation for the Benefit of St. Louis Public Library (the "Library Foundation"). Such permission is revocable at any time and does not constitute a lease. Permission to use the Central Library facility does not imply the Library's sponsorship or endorsement of the aims, policies, or activities of any such individual, group, or organization. This Policy does not apply to events sponsored by the Library or the Library Foundation.
The Board hereby authorizes the use of designated spaces within Central Library for events and private use (including commercial filming) only as set forth in this Policy as follows:
- The Library CEO & assigned Staff shall develop guidelines within the parameters of this Policy governing the use of Central Library for events and private use. Such guidelines shall address issues including the exact space available to the Applicant, commercial filming, use of caterers and of alcoholic beverages, the reservation and cancellation process, public performances at the event and any other relevant time, place or manner restrictions. These guidelines are effective upon execution and publication by the Library CEO, and do not require Board approval.
- The Library CEO & assigned Staff will establish a fee schedule for use of Central Library for events and commercial filming, determined in conjunction with current local market rates. All Applicants will be charged a fee that sufficiently covers the associated costs to the Library, and an amount/donation designed to benefit the Library or the Library Foundation. The fee schedule may include discounts for Foundation members as an incentive for Foundation membership.
- An approved private event/use will require the Applicant to sign an event agreement prior to the use of the space. Templates for an event agreement and commercial filming location agreement will be created and approved by the Library's legal counsel, which will contain provisions to protect the Central Library facility, including but not limited to, requirements of Applicant to provide adequate insurance, indemnification of the Library, responsibility for any damages, security, compliance with applicable laws and ordinances and Library policies and procedures, and advanced deposits.
- Under no circumstances may Central Library be used by any organization for campaign or partisan political events designed to endorse or promote a candidate or ballot issue.
- Central Library may be used by an Applicant to conduct a fundraising activity. All beneficiaries of funds raised at such an event must be clearly identified on the application and communicated to event guests and sponsors. Use of the Library's facilities does not imply endorsement or sponsorship of the event or its beneficiaries by the Library.
- In accordance with the ordinances of the City of St. Louis, as may be amended, the Library does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, familial status, age, disability or any other status protected by applicable federal, state or local laws. This includes Library decision-making processes as they pertain to Central Library and the activities covered by this Policy. Applicants using Central Library shall also abide by this statement.
- The Library reserves the right to refuse future booking of events to Applicants that fail to abide by the Library's policies and procedures, and the Library may pursue legal action against the Applicant to recover any damages as provided in the event agreement between the Applicant and the Library.
- The use of Central Library for events and use shall be provided to Applicants on an as-is condition basis, and Applicant shall be solely responsible for all claims, liabilities, damages, death, injury, theft or other loss incurred during or as a result of the use of Central Library by Applicant, and those attending the event. Under no circumstances shall the Board, the Library and the Library employees assume liability or responsibility for injury or damage to the person or property of those attending events at Central Library.
- Any proposed use of Central Library that does not adequately protect the building's architectural features and collections from damage or risk may be denied.
- The use of Library meeting rooms and auditoriums for public events or those at all other Library locations shall be governed by the Library's Meeting Room Policy and are not intended to be subject to this Policy.
- The use of the Library as a location for non-commercial photography and filming is governed under the Photography, Filming, and Videography Policy.
- The Board reserves the right to amend this Policy and to limit the number and frequency of events permitted at Central Library, in the Board's sole discretion and judgment.
- Exceptions to this policy can occur only upon the approval of the Board at a public meeting.
Adopted by the Board of Directors the St. Louis Public Library on July 7, 2025.