Beems Auditorium has been made possible through the generosity of Edna A. Beems in memory of her husband, the late Buel Griffith Beems.

I. Purpose

The Beems Auditorium facility was designed to permit a wide range of programs relating to the library collection and to matters of public interest. This facility was also designed to encourage other community organizations to offer worthwhile programs in the public interest.

It is a well-equipped and easily accessible facility for education, for enlightenment, and for open discussion of important civic, cultural, social and political issues for all ages. Beems Auditorium is not available for religious services, for private parties, or for regularly scheduled meetings or classes.

In full support of free expression of ideas, the library board of trustees neither approves nor disapproves of any particular program or its content.

II. Facility Description and Available Equipment

The Beems Auditorium facility has a 150-person maximum seating capacity and a 250-person room capacity. There are adjoining restrooms and a ramped emergency exit accessible to the handicapped. The kitchenette, which includes a refrigerator and microwave, can be used for serving light refreshments (coffee, rolls, etc.). Other features include dual entrances, coatrooms, flexible room lighting, large screen for video, film, slide, and data projector viewing, public address system, folding tables, and a piano.

A wide variety of rental equipment is available for use in the auditorium. See rate schedule in section VI for details.

III. Reservations

Reservation forms are available at the Children’s Services Desk on the second floor in the downtown library. The telephone number is 398-5123, press selection #2.

Information regarding the auditorium's availability may be obtained by telephone; however, reservations can be made only by written application and payment of any applicable fees. See rate schedule for details.

1. If no equipment is needed and the patron asks for nothing more than the auditorium to be unlocked, then one-day advance notice is sufficient.
2. Requests that include the use of Beems Auditorium and the use of library equipment should be made at least three days in advance.
3. The reservation request must be made ten days in advance if a special set-up of tables and chairs is needed (see Beems Auditorium rate schedule) or if the event is scheduled after the library's closing hours.
4. These time periods are not meant to be absolute. Staff will attempt to accommodate requests that arrive late, but these are realistic estimates of the actual time needed by staff to schedule services requested.
5. Reservations may be made up to 6 months (current month plus five) in advance. It is advisable to make reservations as early as possible.
6. Providing a written confirmation of the reservation request may be impossible when we receive less than a thirty-day notice. Staff will attempt to confirm the request over the telephone whenever there is not enough time to mail a written confirmation, but it is the responsibility of the person requesting to call the Children’s Services Desk to find out if the request has been confirmed.

The Program Services staff must be notified at once in the event cancellation is necessary. Failure to do so may result in refusal of future requests for the use of Beems Auditorium. Patrons providing less than a 24-hour notice of the cancellation of a Beems reservation for which they are paying the rental fee will be charged the full rental cost.

IV. Catered Events

The following guidelines are intended to provide information and outline the responsibilities of both the caterer and the library before, during, and after special events in Beems Auditorium.

1. Auditorium users are responsible for setting up tables and chairs in Beems Auditorium. Linens, tableware, and table decorations are to be provided and set up by either caterers or auditorium users.
2. Caterers are expected to remove everything they bring into the library. This includes all trash, empty containers, and unused materials. This must be done immediately after the scheduled event, unless other arrangements have been approved by a programming services staff person.
3. At the end of the event, the kitchen and auditorium should be returned to proper order. Counters, floors, and sink need to be cleaned.
4. The kitchen in Beems Auditorium contains a refrigerator, a microwave, a sink, drawers, and cupboards, and approximately nine running feet of counter space.

V. General Rules Governing Use of Beems Auditorium

1. The library is not a licensed premise for the consumption of alcoholic beverages and their use is not permitted at meetings or events.
2. Nonprofit organizations that are presenting programs advertised for the general public may charge an admission, if it is necessary to offset the cost of conducting the program. For programs conducted for an organization's membership purposes and for all programs sponsored by a for-profit organization, no admission or other kind of entrance fee may be charged.
3. Smoking is not permitted in Beems Auditorium, coat rooms, restrooms, or vestibules.
4. Room capacities must be observed.
5. Persons under the age of 10 must be under adult supervision.
6. Paging is not available except in cases of emergency.
7. The library is not responsible for loss or damage to the private property of individuals or organizations using auditorium facilities.
8. Auditorium users may not offer items or services for sale, or solicit orders for goods or services while on library premises.
9. Damage incurred to library property will be the responsibility of the agency reserving Beems Auditorium and costs will be billed accordingly.
10. Public notices and advertising of meetings to be held in the auditorium are to refer to the location as Beems Auditorium, Cedar Rapids Public Library.
11. All advertising and public notices of events to be held in Beems Auditorium must carry a clear statement of organizational sponsorship.
12. Access to the projection booth is limited to trained staff or persons authorized by the staff to operate equipment.
13. As a rule, the user is expected to leave the room in an orderly and acceptable condition with all personal property removed and trash placed in receptacles provided.
14. The library provides a standard set-up of tables and chairs in Beems Auditorium. A group or organization using Beems Auditorium is responsible for arranging the tables and chairs to suit their needs. All tables and chairs must be returned to the original (standard) set-up by the group immediately after the event. The library will provide routine vacuuming and general custodial services if the room is left in an acceptable condition.
15. If more than routine cleaning is necessary the user group will be billed accordingly.

VI. Beems Auditorium and Equipment Usage Rate Schedule

The following rate schedule is intended to offset the actual cost of making library meeting facilities and equipment available for public use. These costs include security, custodial personnel, utilities, and equipment maintenance.

The use of Beems Auditorium outside of normal operating hours will be permitted contingent upon availability of security or building services personnel to be present during the event.

The library will charge an additional fee beginning at $50.00 to groups and organizations that are unable to provide their own table and chair set-up, provided the special set-up is arranged with the Children's Services Desk ten days in advance.

Users of Beems Auditorium will be billed only after the event has taken place. Arrangements can be made for a 30-day billing, if required. Payment for the use of Beems Auditorium can be made in the library administrative office between 9:00 a.m. and 5:00 p.m., Monday - Friday. Proof of tax-exempt status may also be required.