Policies

Food
All food served in Library Galleria must be purchased from, and delivered and served by one of the Library’s authorized caterers. The Library offers one exception to this policy:

• Wedding cakes may be provided by a professional bakery or cake vendor not on the caterer list.

The Library Galleria does not provide water service, table skirting, and linens. These items must be arranged through an authorized Galleria caterer.

The Library Galleria does not allow the use of paper, plastic or styrofoam products in the Galleria.
 

ALCOHOLIC BEVERAGES
Alcohol may be purchased from an authorized Galleria caterer or bar service that maintains registered liquor licenses from Alcoholic Beverages Control (ABC).

Clients can supply their own alcoholic beverages only if ALL of the following conditions are met:

• It is a PRIVATE event, not open to the public.
• ONLY beer, wine or champagne is served. NO hard alcohol (vodka, gin, etc.)
• All alcohol is HOSTED. This means no alcohol sales. The “sale” of alcohol includes cash bars, ticket bars, or admission fees which include alcoholic beverages with admission.

• Renter-supplied alcohol must be DELIVERED directly to the Galleria, under the control of catering or event staff.

ONLY if the client purchases alcohol through an authorized caterer or a bar service company may they:

• Sell alcohol.

• Serve hard alcohol.

 

VIOLATIONS:
If unauthorized alcohol of any kind is brought onto the property, Library security will confiscate the alcohol and remove the violators from the premises.

SURCHARGES:
Caterers may charge corkage or service fees in connection with alcohol sales. These are not covered by any fees paid to the Library Galleria. They are between you and the caterer.

Please note that events with alcohol increase our potential liability, and can increase our cleanup costs. As such, we impose an additional surcharge on all events that include alcohol. This fee applies whether the client or a caterer provides the alcohol, and in no way covers alcohol purchases or corkage fees.

The surcharge rates are:

Up to 150 guests	$100
150 to 250 guests	$200
250 to 350 guests	$300
350 to 500 guests	$400
Over 500 guests	$500

The placement of any display materials or signage in the library or grounds must be pre-approved by Library Galleria management, including any materials to be hung on the walls of the East or West meeting rooms. Please contact Galleria staff for details. The Library Galleria will provide you with:

• Directional signage, posted at entrances to make sure your attendees can easily find your event.
• Assistance with displays and decorations. If renters have professional-quality signage or displays they want to use, we can help mount these or provide a special type of tape which can be used in the facility.

The followings items are prohibited in any part of the Galleria or Central Library:

• Nails, gum, hooks, putty, screws, staples, tacks or tape.
• Glitter, confetti, rice or birdseed (flower petals on tables only)
• Handmade signs of any kind
• Helium-filled balloons
• Bubble solution/bubble machine
• Open-flame candles (enclosed votives may be used)
• Anything that covers the Galleria balcony railings.
• Drones

If any of the above items are used during an event, a minimum $500 cleaning fee will be accessed.
 

What equipment and services does the Galleria provide?

• The Library Galleria provides cleaning, setup and breakdown, tables and chairs, podiums, easels, directional signage, and a stage, if requested.
  • A built-in sound system, plus one microphone, is available in the Galleria at no additional charge. These are not available for use by DJs and bands.
  • A built-in sound system, including one microphone, is available in each meeting room at no additional charge.
  • A Galleria staff person is on duty for all evening events and all events with food service. That person is not to act as your event coordinator.
  • Galleria staff will provide floor plans drawn to scale for your event.
  • Galleria staff will set up all equipment provided by the Galleria for your event (e.g., chairs, tables, stage, podium).
  • Outside equipment brought onto the premises for an event, such as a sound system or theatrical lighting, must be set up in accordance with the safety and health regulations of the City of Sacramento.

Who decides the layout and entrances for my event?

• The Library Galleria staff will work with the renter, caterer and any other persons designated by the renter to establish a written floor plan.
• The renter shall meet with Library Galleria staff to decide which entrance is best for an event, based on the number of guests, the date, time of day, parking accessibility and other factors. This designated entrance should be clearly identified on all event press releases, invitations, etc.
• The Library Galleria staff can provide a map for the renter to give to guests showing the block surrounding the Central Library, the Library Galleria and the designated event entrance.
• The 828 I Street address should not be used on event promotional materials unless the entrance selected for the event is the entrance into the Old Library Foyer or Main Library Lobby.

Where do my guests park?

• The Library Galleria is part of the Central Library, which faces I Street between 8^th and 9th Streets. The block has metered parking on all sides with time limits from 30-60 minutes. Meters are patrolled by City of Sacramento enforcement staff from 8 a.m. to 6 p.m., Monday through Saturday.
• The nearest parking structure is Standard Garage. The vehicle entrance is in the alley off of J Street, between 8th and 9th streets. The renter is responsible for contacting the management of this private parking facility to discuss hours and special fees for groups.
• Standard Parking Garage: 916-442-2217

Do I need insurance for my event?

• Liability insurance is mandatory if the Galleria main floor is rented, or if alcohol is served during an event.
• Unless expressly waived by Library Galleria management, the renter shall furnish at his or her sole cost and expense a public liability insurance policy or, a certificate of insurance evidencing public liability coverage. The amount of coverage shall be for bodily injury and property damage combined single limit. Contact Library Galleria staff to discuss the amount of coverage required for your event(s).
• The policy or certificate shall be deposited with Library Galleria staff at least thirty (30) days prior to the event.
• The renter accepts full responsibility and liability for the actions of all persons invited to the event, including guests and renter’s paid personnel such as musicians, florists, etc.
• The renter agrees to indemnify and save harmless the Tsakopoulos Library Galleria:
  • from all suits and actions of every name and description brought against the Sacramento Public Library, the Tsakopoulos Library Galleria or the City of Sacramento for or on account of any injuries or damages received or sustained by any party or parties by reason of any negligence of the renter or the renter’s agents or employees; or
  • on account of any negligent act or omission of the renter in its use or  occupancy of the rented premises.

Do I need security for my event?

• If the Galleria main floor is rented, or if alcoholic beverages are served during an event, Securitas security guards must be present. Security guards may also be required at the discretion of Galleria management for any rental event.
• The number of security guards required for an event is based on the space(s) rented and the number of guests.
• Security guards must be on duty at least 30 minutes before guests are scheduled to arrive. Library Galleria management may require that security be on site several hours before door opening on specified occasions.
• A minimum of one security guard must remain on duty until all of the renter’s guests, employees and agents (i.e. caterer, musicians, etc.) have left the Library Galleria premises.
• For the renter’s convenience, the security guard will be scheduled by the Galleria and billed as part of the rental agreement.

May I bring in my own DJ, band, or other entertainment?

• Yes. The choice of entertainment is up to the renter, but the following policies apply to all entertainment in the Library Galleria:
  • If the entertainment uses amplified sound when the Central Library is open to the public, a sound check is required before the event begins to ensure that volume levels will not disturb Library patrons. The renter is responsible for adjusting volume at the direction of Galleria staff.
  • Entertainers and musicians must supply their own extension cords, electrical and sound equipment.

How do I reserve the Library Galleria or Meeting Rooms?

• Once you have selected a date for your event, contact the Galleria staff and request a rental agreement.
• In order for your event to be guaranteed on the Galleria master calendar, Galleria management must receive:
  • Your Signed Rental Agreement
  • At least fifty percent (50%) of the total rental fee
  • Any required cleaning deposit
  • The balance of the rental fee is due at least thirty days prior to the event

Where do I send my deposit and rental fees?

• Send all deposit and rental fees, signed rental agreement and any related correspondence to:

• The Library Galleria accepts Master Card and Visa.
• Make all checks payable to the Tsakopoulos Library Galleria.
• Checks returned for insufficient funds will be subject to a twenty-five dollar ($25)  service charge and all future payments must be in the form of cash, cashier’s check or money order.
• Rental fees received less than thirty (30) days prior to an event must be in the form of cashier’s check or money order.
• If the rental fee is not paid on or before the specified dates, the rental agreement shall be void automatically and without notice to the renter.

Is my cleaning deposit refundable?

• Your cleaning deposit is fully refundable unless one or more of the following occurs:
  • Cleaning procedures beyond the scope of normal Galleria maintenance are required
  • Repairs or replacement are required due to facility or equipment damage
  • The event exceeds or does not meet contractual terms (e.g., event goes beyond  contracted hours, or client or client’s vendors take more than one (1) hour to vacate the premises at the end of the event).
  • The cleaning deposit may be used in-part or in-total to cover paragraphs noted above.
• You will receive a check from the Library Authority for the refundable portion of the cleaning deposit approximately two (2) weeks after the rental date(s).
• Galleria-supplied “painter’s tape” must be used for any signage or decorations to be hung on the meeting room walls. If any other material is used on the walls, a minimum $100 cleaning fee may be assessed.
• No portion of the Library grounds, sidewalks, entries, halls, elevators, stairways or access to public utilities shall be obstructed by the renter.
• All decorations and signage must meet the safety standards set forth by the City of Sacramento Fire Marshal.

What are your cancellation policies?

• If an event is canceled or postponed less than thirty (30) days prior to the event date, the renter will forfeit all rental fees.
• If an event is canceled or postponed more than thirty (30) days but less than six (6) months prior to the event date, the Library Galleria will retain fifty percent (50%) of the total rental fees.
• If an event is canceled or postponed more than six (6) months prior to the event date, the Library Galleria will retain twenty-five percent (25%) of the total rental fees.
• No refund will be made when the event is canceled by Library Galleria management due to the renter’s noncompliance with the Library Galleria rules and regulations.
• An event reservation, though confirmed, may be canceled by Library Galleria management due to the booking of a major Sacramento Public Library event. Written notice of the cancellation will be given to the renter no later than six (6) months prior to the event via registered mail, and all rental fees will be refunded. Note about policy violations: If a renter or renter's agent violates this agreement, the Galleria may withhold all or a portion of the renter's deposit and may cancel the reservation/rental agreement.

Other Miscellaneous Policies

• Smoking is not allowed in the Central Library or Galleria complex.
• Live animals, fish or birds may not be brought onto the premises, service animals excepted.
• The renter and his/her guests are restricted to the rental area. Renter and guests may not enter the Central Library books and material areas when the library is closed to the general public.
• The Library Galleria will not be responsible for items left in the building before, during or after an event.
• Library Galleria management or its authorized representatives may enter any of the rented premises at any time and on any occasion.
• Library Galleria management or its authorized representatives may enter any of the rented premises at any time and on any occasion. Galleria management reserves the right to take photographs of rental events for its own records and for use in future promotional materials.
• The renter agrees to pay reasonable attorney’s fees on any part of the Library Galleria rental or service charge that may be collected by suit or by attorney after same is past due.
• Library Galleria management may require submission and approval of advertising materials to assure “truth in advertising” and good taste. Whenever the Galleria is referred to in advertising, it shall be identified as the “Tsakopoulos Library Galleria.” The Library Galleria manager may require withdrawal or correction of advertising not approved by him/her, which in his/her opinion does not meet the intent of this provision. The Library Galleria is not liable for the expense of reprinting or altering promotional materials affected.
• The renter's rental agreement may create a possessory interest subject to property taxation. The renter shall be responsible for paying any possessory interest tax levied by the County of Sacramento. (A taxable possessory interest may exist whenever there is a private, beneficial use of publicly owned, non-taxable real property. Such interests are typically found when private individuals, companies, or corporations lease, rent or use federal, state or local government owned facilities and/or land for their own beneficial use.)
• If a client or client’s agent violates a specific Library Galleria policy contained herein, the Library Galleria may withhold all or a portion of the client’s deposit.
• Any matters not herein expressly provided for shall be decided at the sole discretion of Tsakopoulos Library Galleria management.