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Event Rentals

Prendergast Library > Event Rentals

Hosting an event at the library is affordable and fun!

Room 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.

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

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, indicate whether shared food or drinks will be served during the event. If shared refreshments are served, a cleaning fee is applied to the reservation.

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:

•  $25.00 for groups of fifteen (15) to forty (40) people 
•  $50.00 for groups of forty (40) to (95) people

If you do 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, and water in closed containers is allowed in all areas. 

In the application, select how many tables and chairs you need. The furniture you requested will be in the room, and you can arrange it 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 or sixty (60) minute session. You are responsible for returning the Makerspace to its original setup.

Please note: The Makerspace is unavailable for event rentals during library programming. Your guests can use the Makerspace with other library users during open play and staff-led activities. Check our monthly events calendar for Makerspace activities. 

We have toy and game sets for parties. Groups can choose one option. See the application for set themes. Your selected toy set will be in the room; you can arrange it 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 nonrefundable deposit of $30.00 is required to secure the room. The deposit must be received within fourteen (14) days of confirmation and 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 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 and Guidelines, which are part of the library’s Facility Use Policy.

All persons attending an 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.

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

Library programming and public meetings take precedence over event rentals. Space fills up quickly, and short-notice rentals are difficult to accommodate. To help you get a date and time that works for you, submit applications at least 60 days before the anticipated event date. We recommend Saturday requests be submitted at least 90 days in advance. 

Staff aim to process all applications within three (3) to five (5) business days. Please note that reservations are not confirmed until the application is processed and the 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 set up. Events can not start before 9:15 am Monday through Friday and 10:15 am Saturday to allow staff time to open the library.
Please include enough time for clean-up. Events must end by 6:45 p.m. Monday through Friday and 3:45 p.m. Saturday to allow staff time to close the library.
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.