Facility Priority

The Maricopa Library and Cultural Center offers a wide variety of programming and events. The following are the rankings of priority for reserving MLCC space:

1. Programs or meetings conducted by the Maricopa Library and Cultural Center
2. Programs or meetings conducted by City boards, committees, commissions or other City divisions
3. Programs or meetings conducted by affiliate groups
4. Programs or meetings conducted by not-for-profit organizations
5. Programs or meetings conducted by the general public

The Maricopa Library & Cultural Center will always make the greatest effort to accommodate reservations.  A specific reservation may be changed to a different room at the staff’s discretion.  Please contact MLCC for further clarification.

Scheduling

• Applications are accepted on a first-come, first-serve basis, following the priority list outlined above.
• Reservations are taken up to 6 months in advance of the scheduled activity and for no longer than 6 months at a time.
• Maricopa Library and Cultural Center (MLCC) rooms are available for reservation during regular business hours and fees for use may apply. Reservations taking place outside of regular operating hours are subject to an additional fee for staff coverage.
• Specific rooms are subject to 2-hour minimum reservation times to be specified on permit.
• Use of facilities shall be limited to the space, times, and dates listed on the permit. The facility or room being utilized will be opened by a staff member at the start of the reservation as specified on permit.

A facility use permit will be sent to user confirming the approval of request.  Permit must be with the user the day of the event and shown to MLCC staff.

An alcohol permit can be added to the permit for an additional fee of $25. Please see the current City of Maricopa Alcohol Policy.

• The permit holder will sign in at the library front desk before using the facility and will sign out at the library front desk before leaving the building.
• All groups will be responsible for cleaning the room and returning it to its original formation. This includes but is not limited to:

1. Room cleared of any materials brought in by the user(s).
2. Tables and chairs wiped down. Cleaning supplies will be supplied by MLCC.
3. All debris must be placed in trash containers that are supplied by MLCC.
4. Drinks and food are not allowed, unless otherwise specified in the room reservation permit. Users may bring in their own bottled water.

• Users shall not use or authorize use of the name “City of Maricopa” or “Maricopa Public Library,” or “Maricopa Library and Cultural Center” or “MLCC,” for any purpose in connection with the use of the facility, for publicity or otherwise, except to identify the location of the event.  Unapproved use of the name, “City of Maricopa” or “Maricopa Library and Cultural Center,” or any variant of, shall be grounds for denial of use of the facility

Equipment furnished by MLCC when available includes:

• Tables, chairs, and linens as specified in permit.

• Audio-visual equipment located in various rooms.

Certificate of Liability listing the City of Maricopa as additional insured, and the endorsement page are required for all vendors (Caterers, DJ’s, bounce houses, paid entertainment, etc.).

Use of nicotine products or illegal drugs is not permitted on City property at any time.  If you violate these conditions, your reservation fees and cleaning and damage deposit will be forfeited.

Requires prior approval, be appropriate and must follow City sound ordinances.

Every group must be under competent and adequate adult (21 and older) leadership.  Adult supervisors are required to remain with the group at all times and are responsible for the group’s conduct.

Conduct must be in accordance with MLCC Behavior Policy.

The City will not be liable for loss, damage, injury, illness, or expenses incurred in connection with the use of the City facilities under this agreement.

Storage is not available.

Maximum occupancy varies by room specified in permit.

Use of the facility may be denied on the following grounds:

• The proposed use would constitute an unreasonable risk to the health or safety of persons, or of damages to the facility or any MLCC premises.
• The applicant had failed to comply with the stated rules and regulations.
• The proposed use or actual use would be or is disruptive of the ordinary business of the MLCC, or would or does interfere with the use and enjoyment of the MLCC premises by members of the public.
• The applicant has failed to comply with the stated rules and regulations in connection with a previous usage.
• The applicant has failed to provide all of the required documentation

The denial of the facility may be appealed. The appeal shall be in writing and shall be addressed to the Communications & Cultural Services Director. The Communications & Cultural Services Director shall rule on the appeal as soon as possible after the appeal is submitted and shall notify the applicant of the ruling in writing.

If applicable, reservation fees and security deposit must be paid in full at the time of the request and before finalized permit will be issued.

A deposit is required for each reservation.  It is the user’s responsibility to ensure the facility, any equipment, and furnishings included with the reservation is left in good condition after use. The deposit will be returned, or credited back to your credit card within seven business days of the reservation, if no damage is incurred and all facility use guidelines are followed as outlined in the General Facility Use section. Damage could include but is not limited to damaged paint, damaged walls, damaged or stained carpet, damaged or stained furniture, and damaged or improper use of AV equipment.

Refunds

Refunds will be issued to written requests only. Please submit written requests to justin.antle@maricopa-az.gov.

1. Full Refund: Written request received 14 days prior to the event will receive a full refund.
2. Partial Refund: A written notice received 13 days up to the time of the event will receive a full refund minus a 25% administration fee.

• The individual signing the reservation permit assumes full responsibility for any damages.
• The responsible party will be billed for any required cleaning or damages incurred during the use of the facility that the deposit does not cover.
• No signs shall be posted upon the premises or anything that will tend to injure, mar, or in any way deface the premises. Tape is not permitted on any surface unless approved by facility staff. Helium filled balloons are not allowed inside of the facility. Nails, hooks, adhesive fasteners, tacks or screws will not be installed on any part of the building or premises. Upon approval, signs may be posted only in areas provided for such use.