Attendees: Room assignment is based on the expected number of attendees and set-up specified in the room reservation request. Group understands that the room reserved has a capacity limit and warrants that the numbers of attendees will not exceed the capacity limit. PPL reserves the right to change rooms based on attendance levels lower or higher than contracted.
Meeting Publicity: Group is responsible for its own publicity which should indicate that the event is NOT Library sponsored. Group is prohibited from making statements in their advertising or meeting announcements that suggests library sponsorship or endorsement.
Set-up and Audio/Visual Equipment: Changes to set-up and requests for equipment must be made no later than 48 hours in advance of the event. If Group will be using PPL’s A/V equipment, PPL staff will meet with the Group designee (who must be 18 years of age or older) prior to the event in order to demonstrate how to operate the equipment. PPL staff will only be available during the event if pre-arranged with PPL, and for additional fee, except in the case of an emergency.
Group is responsible for providing its own laptops, connection equipment and conference phone service. Group may bring its own A/V equipment, but no technical assistance will be available or provided by PPL for the set up or use of such equipment. Group is solely responsible for ensuring that all such outside A/V equipment is compatible with and can be used in the facilities provide by PPL. If Group needs A/V services beyond those provided by PPL, Group must use one of the following preferred contractors, except with prior approval from PPL:
Headlight Audio Visual: 207-775-1671
AV Technik: 207-699-0115
Food/Beverage: PPL does not provide food, beverage, or catering services. If Group needs catering services, a representative from that service must speak with representative from PPL prior to catering event to review food policy. Group may serve alcohol (limited to beer, wine or champagne) at approved closed, private functions only. (Identified Caterer or Group must carry, maintain and provide proof of general liability insurance coverage with limits of no less than $1 million per occurrence, naming PPL as additional insured, prior to event.) Alcohol is not allowed to be served in the Lewis Gallery during the times the Library is open to the public. A list of caterers is available upon request
Force Majeure: In the event that a strike, act of God, terrorist attack, government regulation, natural disaster, or a civil disturbance prevents PPL or Group from performing under this contract, this contract may be terminated by the affected party by giving actual notice to the other party within five days of the force majeure event.
Damage/Insurance: Conference Rooms must be left in a neat and orderly condition after use. A clean-up fee will be charged for rooms left in a disorderly condition. Nothing should be attached to walls without prior approval from PPL. Group will be responsible for any and all damage, breakage, loss or destruction caused to PPL’s facility, A/V equipment and other property, and for any personal injury at PPL’s facility caused by Group, Group’s members, employees, agents, contractors, suppliers, or guests, and shall reimburse PPL upon demand for any such damages. PPL reserves the right to require Group to carry, maintain and provide proof of general liability insurance coverage with limits of no less than $1 million per occurrence, naming PPL as additional insured, prior to event.
Indemnification: Group agrees to indemnify, defend and hold PPL harmless, as well as its officers, board members, employees and agents, from any liability, loss, damage, cost or expense (including attorney fees and other costs and expense of litigation through and
including trial appeals) arising from actual or threatened claims or cause of action resulting from the negligent, reckless or intentional acts or omission of Group or its respective officers, directors, employees, agents, contractors, members or participants, provided that with respect to officers, directors, employees, and agents, such individuals are acting within the cope of their employment or agency in rendering services pursuant to this contract.
Accessibility: PPL warrants to Group that PPL’s facility complies with all applicable regulations and guidelines of the Americans with Disabilities Act. PPL has made every effort to make its premises accessible by removal of barriers wherever reasonable and has provided alternative services wherever barriers cannot be reasonably removed. Group shall be responsible for compliance with the ADA in connection with activities that are controlled by Group, including but not limited to the provision of auxiliary aids for communication and any other accommodation necessary to enable participation in the Group activity by all attendees.
Outside Vendors: The use of any and all outside contractors, other than those preferred contractors (and caterers where applicable) specified above, shall be subject to prior approval of PPL.
Anti-Discrimination Policy: Group warrants that it does not discriminate on the basis of race, color, creed, national origin, sex, sexual orientation or any other invidious discrimination. PPL reserves the right to refuse to rent its facilities to groups that do not comply with its anti-discrimination policy.
Noise: Group will confine congregating prior to meetings and during breaks to the lobby/lounge areas adjacent to the reserved meeting room(s). Group will ensure that noise is kept to a minimum to avoid disturbing PPL personnel working in adjacent areas, or others renting Conference Rooms.
Other rules/policies: Group agrees to pay for room, equipment rental and for any other services or supplies provided in accordance with PPL’s current fee schedule. Group agrees to comply with all other rules, regulations and policies governing PPL facilities, and with state and local laws and regulations applicable to Group’s event.
Miscellaneous: This contract is the entire agreement between the parties, superseding all prior proposals, negotiations, representations, commitments and other communications between the parties and their agents, and may only be supplemented or changed in writing, signed by authorized representative of Group or PPL. Group may not assign any benefits arising under or associated in any way with this contract without prior written consent of PPL. In the event of litigation arising from or associated with this contract, the parties agree that the prevailing party therein shall recover all of its attorney’s fees and all litigations expenses charges and costs incurred therein, including those incurred on appeal. Any legal action in connections with this agreement shall be brought or maintained in the Cumberland County Circuit for the state of Maine, and Maine law shall apply.