APPLICATION AND PERMIT FOR USE OF SPACE IN PRESIDENTIAL LIBRARIES AND GROUNDS
CONDITIONS OF USE
SCOPE: This form is required for all requests for events held in Presidential library areas or spaces that are considered NARA property.
LIBRARY PROVISIONS: The Library Director or Deputy Director may assess additional charges to reimburse the Government for expenses incurred as a result of the use by groups of Libraries and Grounds. Each Library: (1) sets its own schedule for fees to be charged and policies for reservations, payments, and refunds; (2) decides what times are available for outside events; and (3) determines the number of people allowed for outside events. In addition, each Library may impose conditions that apply to only that Library. A NARA staff member must be present during the entirety of the event (from set-up to breakdown).
PROHIBITIONS: Use of the auditoriums and other public spaces will not be authorized for any profitmaking, commercial advertising and sales, partisan political, sectarian, or similar purpose. No admission fee will be charged except by the Library, no indirect assessment fees will be made for admission, and no on-site collections will be taken. Organizations are prohibited from representing, implying, or suggesting in their invitations, publicity, or otherwise that the Library endorses, sponsors, or in any way approves of the organization. Smoking (including ecigarettes) is prohibited inside all NARA facilities, including Library buildings; smoking outside is permitted only in certain designated areas (notification of which will be provided by each Library). Open flames are prohibited at all times on Library grounds (both inside and outside).
EVENT SECURITY: NARA is responsible for the security and safety of the occupants, facility, and ground at all times. Event security guidelines follow:
- Any events that may require additional security, based on an assessment by the Library Director, will be provided by NARA and require reimbursement by the event holder. No other armed security personnel are authorized to provide protection for any event, unless expressly approved by the Library Director; examples include School Resource Officers, and private Protective Details or other similar type security.
- NARA security personnel are authorized to screen for and deny access to individuals attending the event in legal possession of any firearms or other weapons (as defined in 18 U.S.C. Section 930), except for local, state or federal law enforcement on official duty responding to the library, or as required by governing laws. Illegal possession of any firearms, other weapons or prohibited items may result in confiscation of the items, detainment and release to local law enforcement.
- Unless an individual meets the exceptions outlined in paragraphs 1 and 2 of this section, only NARA security personnel are authorized to possess firearms at the facility.
- A list of other prohibited items, including weapons, will be provided to the event holder upon application to use Library space.
PRE-APPROVAL REQUIRED: The following must be approved in advance by the Library: (1)media coverage; (2) speakers, performers, movies, or programs (other than those included in the Library program); (3) the installation of decorations; and (4) the serving of alcoholic beverages. (See page 3.) Sponsoring organizations and their designated contractors must review their plans with Library staff; the plans must conform to Library rules and procedures and to pertinent fire, safety, and security regulations. Events which do not receive Library approval will be canceled or altered to meet Library requirements.
LIMITATIONS: Access to the facility shall be limited to the specific areas designated in the permit, including restrooms, auditorium, meeting rooms, and food service areas. Nothing shall impede access to the Library building. The following may only be done in designated areas: (1) food preparation; (2) food and drink consumption; and (3) parking.
RESPONSIBILITIES OF THE APPLICANT: The sponsoring organization is responsible for: 1) any damage to the Library by event participants, contractors, and caterers, and 2) the entire clean-up operation, including the removal of trash from the premises immediately following the event.
The Library must be returned to its original condition, and Library dumpsters may not be used. Organizations using the Library facilities, caterers, and other contractors hired by such organizations, must follow the instructions from Library staff regarding schedules for delivery and set-up. The sponsoring organization should not have anything delivered to the Library unless a representative of the organization is at the Library to accept the delivery. Library staff do not sign for or in any other way assume responsibility for property belonging to the applicant, the caterer, or any other individual or organization involved in the event. The Library reserves the right to withdraw approval of any use of a Library building up to 30 days before the date(s) of the event. If, in any way, the permittee or any of his or her representatives fails to comply with the above conditions, the program may be canceled and the sponsoring organization may be held responsible for any and all costs to the Presidential Library.
ASSUMPTION OF RISK TO PERMITTEE PROPERTY: Permittee assumes the risk of any loss or damage to its property or the property of any person or entity authorized by it to be on the Library premises. The Library, and its officers, agents, and employees shall not be responsible or liable for any loss of, or damage to, property while on the premises, regardless of how the loss or damage is sustained.
INDEMNIFICATION AND HOLD HARMLESS: Permittee agrees to conduct its activities upon the premises so as not to endanger any person thereon; and further agrees to indemnify, defend, and hold harmless the Library and the United States against any and all claims, costs or expenses, or loss, injury, or damage to any persons or property, regardless of how the loss or damage is caused, arising out of the activities conducted by Permittee, its contractors, subcontractors, agents, members, or guests, including but not limited to claims of employees of Permittee, or Permittee’s contractors, subcontractors, or guests.
FORCE MAJEURE: Neither Party will have any liability to the other Party for any delay or failure to perform, in whole or in part, or for any cancelation in connection with performance of any obligations hereunder, if such failure or cancelation is due to any cause beyond its reasonable control, including, but not limited to, acts of God, war, riots, civil disturbances, fires, floods, government shutdown, strikes, terrorist acts or credible threat of same, lockouts, labor disputes, failures in public supply of utilities or any other causes beyond the control of the Parties, whether similar or dissimilar to the foregoing.
ASSIGNMENT OF INTERESTS; ENTIRETY: Neither Party may assign its rights nor delegate its duties. These conditions of use constitute the entire understanding of the Parties with respect to the matters addressed herein, and it supersedes and replaces any prior or contemporaneous documents, correspondence, conversations, agreements, and other written or oral understandings. Additional agreements may govern food and beverage vendors related to the Permittee’s event.
REVOCATION: NARA may revoke this Permit for Use at any time by giving written notice.
GOVERNING LAW AND CERTIFCATIONS: Each of the individuals signing this Permit for Use certifies that he/she has legal authority to bind his/her Party to these Conditions of Use. These Conditions of Use will be governed by and in accordance with the laws of the United States (without regard to conflicts of laws).
All National Archives Presidential Libraries and Museums are handicapped accessible. However, organizations requiring special access for the mobility impaired are encouraged to notify the libraries in advance of their events.
