Instructions to Applicants
If you are interested in reserving a library meeting room or venue, please review the policies. The meeting rooms in all the libraries vary in size. Branch library meeting rooms accommodate groups from the maximum of 40 to 100, depending on the library. The Central Library in Downtown Los Angeles has venues that accommodate groups that number 10 to 250. Please click here for venue size and library addresses. Below are specific instructions regarding the reservation and use of library facilities:
To use library meeting facilities, you need to submit and complete the following by specific deadlines (all documents in Adobe Acrobat format):
- LAPL Application for Use of Facility (12 months to 1 month prior to event)
Central Library Application for Facility Use
Branch Library Application for Facility Use
- Proof of insurance acceptable to the City Administrative Officer (30 days prior to event)
- Payment of fees (Due 30 days prior to event) or Fee Waiver Form if eligible
- Request for Security Staff (if event is held outside of Library’s service hours, this form must be submitted) due 30 days prior to event.
A hold or tentative reservation is subject to cancellation if above deadlines are not met.
Description of Required Submittals
- LAPL Application for Use of Facility
Applicants must complete this form to specify the date, time and location of the meeting or event. Applications must be submitted 12 months to 1 month prior to the event to the Senior Librarian at the specific branch library where the event or meeting will be held. For events at Central Library fax applications to (213) 228-7449.
- Proof of Insurance
Persons or groups using library facilities must maintain insurance which shall insure the City against any liability. Please visit http://cao.lacity.org/risk/ to obtain instructions and information on complying with city insurance requirements.
All groups serving food or beverages must have insurance. For caterers working on site, caterers must submit evidence of Workers Compensation Insurance.
- Payment of Fees
See fee schedule for minimum staff charges if appropriate. Exact fees to be calculated by Library. Custodial service fees will be charged if food and or beverages will be served. For fee schedule for Central Library meeting rooms and venues, click on Central Library.
Branch Library meeting room fees are $250.00 for a four hour-period. Branch Library parking lot fees are $300. Fees for the entire Branch Library are $1,500.
Payment of the facility rental fee is due 30 days prior to the event. Make checks payable to “City of Los Angeles.”
For credit card payments, complete the Authorization for Credit Card Payment Form and fax to (213) 228-7449 from Monday to Friday from 8 a.m. to 4:00 p.m. Please call Janet Lavilles at (213) 228-7467 or (213) 228-7460 to confirm receipt of fax.
Fee waivers only pertain to the facility rental fee. Fee waivers do not apply to library staff fees or rental equipment costs. For eligibility of a Fee Waiver, please see the policies.
- Cancellation and/or Refunds
If an event is canceled at least 21 days prior to the event, all fees are refunded. If the event is canceled between 20 days to 2 days prior to the event, 50% of the fees paid will be refunded. If the event is cancelled less than 48 hours prior to the event, all fees paid are forfeited. Application for Refund.
- Request for Security Staff
Meetings at Branch Libraries - If your meeting takes place during the time the library is not open to the public, a City employee must be hired for the protection of City property. Usually, a security officer would be hired. Outside of library service hours is considered overtime for the security officer. The cost of overtime compensation is a four hour minimum. Please consult the fee schedule. If your event lasts beyond library service hours, please complete the Request for Security Staff form and submit to the Library 30 days prior to the event to ensure an employee can staff the event. If no security officer or other library staff is available, the event may need to be postponed.
Events at Central Library - The scope of the event will determine the need for security officers for the duration of the event. Library staff will determine the amount of Library personnel, if any, needed for your event.
- Set up of Room
Meeting room set-up is theatre style at branch libraries. Central Library meeting rooms setups vary. To book Central Library meeting rooms, please call Janet Lavilles at (213) 228-7467.
- Acceptance of Submittals
Once the LAPL Facility Use Form, proof of insurance and fee payment (or fee waiver) is approved, a permit will be issued to confirm your meeting venue or room reservation.