Guidelines for Event Presenters, Co-Hosts, and Partners

In an effort to advance library and community goals, maximize the impact of library resources, and provide equitable opportunities for engagement, education, and inspiration for all community members, LCLS collaborates with individuals and organizations in a variety of ways. Those interested in collaborating with the library on an event or program should review the Events and Programs Policy and the Event Partner and Presenter Policy along with the following guidelines:

A library event or program is organized and delivered by library staff in a library facility. Library events and programs may feature a presenter or performer invited by LCLS. Presenters or performers interested in proposing a program or event should review the following guidelines and complete an Event Proposal Form.

Presenter Responsibilities

• Providing accurate information about the presentation or performance
• Communicating any set-up or technology needs
• Abiding by event marketing guidelines provided by LCLS
• Adhering to LCLS policies and the library rules
• Signing an agreement releasing the library from any claims of liability arising from
  presenting an event at LCLS
• Providing a completed IRS Form W-9 as necessary

A library co-hosted event is an event or program in a library facility that is coordinated by a community member, group, or organization and supported by the library. Library support may include priority scheduling of library facilities and promotion in the LCLS calendar of events. Like all library events, co-hosted events must be free and open to the public. Booking a meeting room at the library does not constitute a library co-hosted event. Community members or groups interested in collaborating with the library on a co-hosted event or program should review the following guidelines and complete a Library Co-hosted Event Proposal Form.

Co-Host Responsibilities:

• Agreeing to follow LCLS Meeting Room Terms & Conditions
• Adhering to LCLS policies and the library rules
• Following established processes and timelines as outlined by Events & Exhibitions Manager
• Providing accurate information about the event, including contact information to be shared with the public
• Abiding by event marketing guidelines provided by LCLS

A partnership event or program is a mutually beneficial collaboration between LCLS and an external organization to further the mission and goals of both organizations and/or to expand resources and engage new audiences. A partnership involves close cooperation and shared responsibilities as outlined and agreed to by both parties. Organizations interested in a partnership with LCLS should complete a Partnership Proposal Form.

An outreach event or program generally takes place outside of library facilities and involves the delivery of library services and information to community members, groups, or organizations. Those interested in an outreach event should complete an Outreach Request Form.

LCLS welcomes event and program proposals from individuals and organizations and encourages interested parties to submit proposals well in advance of their desired event date. Due to scheduling and resource constraints, it may not be feasible to accommodate proposals submitted on short notice. All proposals will be reviewed, and submitters will receive a response within two weeks.