Rental Agreement

All applicants/users of facility rental space must sign a copy of this Facility Use and Rental Policy which shall serve as the rental agreement between the applicant/user and the City of Cedar Hill.

The deposit fee is due and payable at the time of the rental reservation request. Rental fees are due and payable at least one business day (Mon-Fri) prior to the rental period. The deposit is refundable upon completion of the rental if the meeting area is clean and undamaged.

501(c)(3) Organizations holding not-for-profit and non-fundraising events, are exempt from the rental fee requirements, but must pay the applicable deposit noted above and the alcohol permit and security fees below.

501(c)(3) Organizations holding fundraising events, will receive a seventy-five percent (75%) discount on the above rental fees, but must pay the applicable deposit noted above and the alcohol permit and security fees below.

Use of the library meeting areas will not be permitted to groups that practice, profess, or have as their policy (official or unofficial) discrimination against any person based on sex, race, religion, sexual orientation, color, or national origin; nor shall access be permitted to groups affiliated with organizations which practice, profess or have a policy of such discrimination. The City of Cedar Hill reserves the right to consider all relevant sources of information in arriving at a determination of such discrimination, including articles of incorporation, constitution and bylaws, and published materials of the applicant or of the organizations with which it is affiliated. The City of Cedar Hill reserves the right to have a member of its staff present at each scheduled meeting or event.

Use of the library meeting areas for non-city sponsored programs and events does not constitute endorsement on the part of the City of Cedar Hill.

Adult Supervision

Meetings or events involving minors must be supervised by an adequate number of adults, 21 years of age or older. A minimum of two (2) adult chaperones are required for a function of thirty (30) or fewer minors, with one additional chaperone required for each additional group of ten (10) minors.

Alcohol and Security

Alcohol is allowed in the rental areas upon payment of an alcohol permit fee as set forth herein. All alcoholic beverages must be provided by the applicant and may only be served by a TABC certified bartender. All events at which alcohol is served require security provided by the Cedar Hill Police Department and the payment of a security fee.

Cancellation

A rental reservation may be canceled by the city in the event of a conflict with a request from local, state, or federal election officials for use of the meeting area as a balloting location, or in the case of inclement weather or natural disaster. A full refund will be provided. Furthermore, the City reserves the right to cancel reservations for cause at the discretion of the Library Services Director.

Food & Beverage

Food and beverages may be provided by the applicant/user but shall not be offered for sale. All food must be prepared in advance. Catering services are allowed. Cooking and food preparation is not permitted in the meeting areas. The applicant/user assumes all risk and responsibility for all damages arising from the provision of food and beverages.

Fire or Flame Usage

Applicants/users shall not use or allow the use of any fire or any flame during the use of the meeting areas except for the use of food warming candles/devices in the warming kitchen.

Compliance with Laws

Applicants/users shall comply with all laws, ordinances and rules of City of Cedar Hill, the State of Texas, and the United States, which are applicable to the use of the Facility. Applicants/users shall pay all taxes, if any, imposed by law in connection with its use and occupancy of the meeting areas. If at any time an applicant/user violates state or federal law, or any ordinance, rule, regulation, or policy of the City of Cedar Hill, then that applicant/user shall either cease and desist from continuing such use or shall surrender the meeting forthwith upon demand to the library staff.

Advertising and Selling

No advertisements or other items shall be placed or posted on walls or doors in or about the meeting areas without the prior written permission of the Library Services Director. Displays and exhibits may be permitted according to stipulations approved by the Library Services Director. Neither the city nor the library’s name will be used to suggest co-sponsorship or endorsement of any activity of an applicant/user.

Applicants/users shall not sell or cause to be sold any programs or other items in or about the meeting areas, except on terms and conditions established by the Library Services Director.

Applicants/users shall not make audio or video recordings or televise or broadcast its activities outside of the rented meeting areas without the prior consent of the Library Services Director.

Maximum Capacity

Applicants/users shall not admit a larger number of people than can safely and freely move about in the library facility and meeting areas. The recommended capacity of the library and meeting areas and the decision of the Library Services Director or Fire Marshal concerning questions arising under this paragraph shall be final.

Defacement and Damage

Applicants/users shall not injure, mark or in any way deface the library facility or meeting areas and shall not cause or permit anything to be done whereby any part of the library facility shall be in any manner injured, marred, or defaced. Applicants/users will not drive or permit to be driven, nails, hooks, tacks, or screws into any part of the library facility and will not make or allow to be made any alterations of any kind therein. Applicants/users are responsible for any costs related to repair of damage caused during usage of the meeting areas.

Setup, Taking Down and Cleaning

Applicants/users shall be responsible for the setup of its events and services and the taking down after each use. Applicants/users will clean all areas used after each use and return them to the same condition in which they were prior to each use.

No Interference with Other Users

Applicants/users shall conduct their activities so as not to interfere with other users and events in the library facility.

Parking Facilities

The City of Cedar Hill shall make the existing parking areas at the library available for vehicular traffic and parking necessitated by Applicants’/Users’ use of the Facility, on a non-exclusive basis.

For more information regarding Places to Go, Things to Do, or Local Vendors within the Cedar Hill area, please visit our Tourism website, https://www.visitcedarhilltx.com/.