Space Availability - Community Room (Rental)

The Glenmore Savage Community Room is the perfect rental space for your meeting, training, birthday party, baby or wedding shower. The Community Room is named in memory of Glenmore Savage, a former City of Lewisville employee who served the City for almost 40 years. Click here for a PDF copy of the Glenmore Savage Community Room Guidelines

COMMUNITY ROOM INFORMATION

The Library is responsible for coordinating the rental of the Glenmore Savage Community Room (the "Facility") located in the City of Lewisville Municipal Annex. The City will rent the Facility without consideration of group affiliation or meeting content. Admission and money-making activities are not allowed without prior approval from the City Council.

Location: 1197 W. Main Street (entrance via the Municipal Annex Lobby)

Max Capacity: 164

Room Size: 2,228 sq ft (Click here for a layout of the Facility.)

Available Equipment: 10 round tables (5' diameter), 15 rectangle tables (6' L x 2.5' W), 158 chairs, serving kitchen with refrigerator. Free wifi is available in the room. 

Hours: Available for reservation Monday-Sunday between 8:00 a.m. and 11:00 p.m. These hours must include set-up and clean-up time.

Access: The entrance to the City of Lewisville Municipal Annex and the Facility doors will be set to automatically unlock and lock for the event.

Tours: Viewing of the Facility prior to a reservation may be done by appointment only. Email the Library Administration to make an appointment.

Any questions about the Community Room should be emailed the Library Administration at libraryadmin@cityoflewisville.com.

COMMUNITY ROOM RESERVATIONS

Reservation Methods

Reservations may be made online or assistance can be provided for online reservations in-person at the Lewisville Public Library, located at 1197 W. Main Street, Lewisville, TX 75067. The Facility may be reserved for a single meeting or event between the hours of 8:00 a.m. to 11:00 p.m. Reservations must be made a minimum of seven days in advance.

Advance Reservations

City of Lewisville residents or business owners may make one reservation up to 60 days in advance. Each reservation must be completed before making additional reservations.  Reservations must be made at least one week (seven days) before the event; walk-in reservations are not available.

Standing Reservations

Standing reservations are not allowed at this Facility.

RENTAL COSTS

The amount of the deposit and rental fees required are as stated in the City of Lewisville Fee Schedule

Deposit: $300.00

Rental fee: $50.00 per hour (two-hour minimum; hours books must include time for set-up and clean-up)

Cancellation fee: See Cancellations & Rescheduling section below

• The deposit and rental fee are due in full at the time the reservation is confirmed by staff.
• Reservation payments are primarily made online by credit card once the reservation is confirmed. Credit card payments are encouraged to facilitate quicker return of deposits. If payment by cash or check is needed, library staff will assist renters with the reservation and accept payment in-person at the Library.  
• Deposits will be refunded to the party who paid the deposit (the "Responsible Party") based on a determination that terms and conditions of the rental agreement have been satisfied.
• City staff will issue refunds once per week.

VIOLATIONS RESULTING IN LOSS OF DEPOSIT

1. Failure of the Responsible Party to be present at the Facility - Failure of the Responsible to be present at the Facility for the entire event will result in forfeiture of deposit.
2. Damage to Facility, grounds and/or furnishings - Costs to repair damage caused by the renter will be deducted from the deposit. The Responsible Party shall be responsible for damages which exceed the deposit.
3. Use of the Facility during non-paid times - Use of the Facility during non-reserved times may result in a loss of a portion of the deposit (amount specified in the City of Lewisville Fee Schedule). 
4. Failure to comply with the Facility-specific guidelines and City of Lewisville Ordinances may result in the forfeiture of the deposit and/or ejection from the Facility.

CANCELLATIONS & RESCHEDULING

Cancellation requests must be submitted to the Library Administrative Assistant via email. 

1. If the reservation is cancelled more than 30 days prior to the reservation date, a $10 cancellation fee (as stated in the City of Lewisville Fee Schedule) will be retained from the deposit. All other collected funds will be refunded.
2. If the reservation is cancelled less than 30 days prior to the reservation date, the minimum rental fee of $100 and a $10 cancellation fee (as stated in the City of Lewisville Fee Schedule) will be forfeited. The remainder of the collected funds will be refunded.

Requests to reschedule or extend an existing reservation may be made by emailing the Library Administrative Assistant at libraryadmin@cityoflewisville.com. Only one request to reschedule/extend will be granted. If the Facility is unavailable for the requested day and time, cancellation fees still apply. Please allow two business days for a response.

FACILITY GUIDELINES

1. The Responsible Party must be a Lewisville resident or Lewisville business owner.
2. The Responsible Party shall complete the reservation request, acknowledge all Facility guidelines, and be present at the Facility during the entire term of the rental.
3. Set up and arrangement of furniture, as well as cleaning of the Facility following the event, is the responsibility of the Responsible Party.
4. The entrance to the City of Lewisville Municipal Annex and the Facility doors will be set to automatically unlock and lock for your event.
5. The air and heating are programmed to run during the hours of the reservation.
6. The event is limited to a maximum of 164 people in the Facility.
7. Rental activities and approved decorations must be confined to the Facility. The lobby of the City of Lewisville Municipal Annex cannot be used for any purpose. No individual shall be allowed in the non-public areas of the City of Lewisville Municipal Annex.
8. Youth or children’s groups must be supervised at all times by responsible adults provided by Responsible Party.
9. The rental includes ten (10) round tables (5’ diameter), 15 rectangular tables (72” x 30”), 158 chairs, and use of the serving kitchen. NO ADDITIONAL EQUIPMENT IS AVAILABLE.
10. Light refreshments may be served. No meals may be prepared in the serving kitchen. Catering is allowed with warm-up, but no initial food preparation is allowed. The serving kitchen must be left clean and in an orderly fashion.
11. Prior written approval by Library staff MUST be obtained to attach decorations to the ceilings or walls. The Responsible Party WILL NOT be permitted to nail, staple, tack, screw or use other forms of physical attachment that might damage the surface of the Facility.
12. Equipment requiring voltage other than 110 volts is not allowed.
13. Live bands or amplified music is not allowed. Appropriate recorded music or noise from the Facility must not be disturbing to library patrons or City staff during hours of operation. Please note that some City departments operate in the City of Lewisville Municipal Annex 24 hours a day, seven days a week.
14. Restrooms available outside of the Facility need to be checked and tidied as needed.
15. Two trash cans with liners are supplied. The liners should be removed and all trash taken to one of the dumpsters. DUE TO CONSTRUCTION, THE DUMPSTERS ARE TEMPORARILY LOCATED IN FRONT OF THE MUNICIPAL JAIL (PARKING LOT OFF OF MAIN STREET). 
16. Furniture shall be returned to the original setup. Stacked chairs must only be moved on the dolly to avoid scratching the floor.
17. The Responsible Party shall ensure that the floors are swept and the counters are wiped off. The Responsible Party shall also check and tidy any other areas used during your event, including the restrooms. The Responsible Party is responsible for any cleaning supplies needed to leave the Facility as it was found. 
18. All lights in the Facility must be turned off following the reservation.
19. Equipment, supplies or personal effects may not be stored or left in the Facility after use.
20. Any publicity or marketing materials for individual or group meetings that include the Facility name and/or address as the meeting location must include the following disclaimer: "This event is not presented by or endorsed by the City of Lewisville."
21. The use of all tobacco products is prohibited. 
22. Equipment that produces special effects such as a smoke machine, fog machine, and bubble machines are prohibited.

ALCOHOL RELATED REGULATIONS

1. Beer, wine, and champagne are the only alcoholic beverages allowed in the Facility; provided that, prior written approval for the service or consumption of these alcoholic beverages has been obtained from City staff.
2. City staff approval for the service or consumption of alcoholic beverages shall not be given unless (1), the Responsible party is at least 21 years of age; and (2) a Certificate of Insurance has been provided to City staff.  
3. BYOB events are prohibited. 
4. A City permit is not required to consume or serve alcohol at the Facility; however, prior written permission by City staff is required. See paragraph 2 above.
5. Alcohol sales are not allowed at this facility.
   

CERTIFICATE OF INSURANCE

In the following situations, a Certificate of Insurance shall be required:

• The Responsible Party is not an individual (business, church, etc); 
• Beer, wine, or champagne will be served or consumed; or
• The Library staff determines that the planned use of the Facility necessitates it.

The Responsible Party represents and warrants that it has a general liability insurance policy with an available limit of $500,000 per occurrence for bodily injury, personal injury, and property damage with a $1,000,000 aggregate and that said policy will be in force and in effect on the date(s) of the use of the above described Facility.  The City, its officers, officials, employees, Boards and Commissions and volunteers are to be added as “Additional Insured” as respects liability arising out of the rental. Said policy must include coverage for Host Liquor Liability if alcohol is to be served.  A Certificate of Insurance must be provided to Library staff and approved by the City at least one week prior to the date of the event.

The Certificate of Insurance must be emailed to the Library Administrative Assistance (libraryadmin@cityoflewisville.com) before the event. 

The Responsible Party should contact their personal insurance agent to obtain a Certificate of Insurance for a special event that includes the coverage listed above.

Click here for a PDF copy of the Glenmore Savage Community Room Guidelines

MAKING A RESERVATION

Your reservation is fully complete once you receive a third email acknowledging the receipt of your payment.