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The Ladies’ Library Association (LLA) is housed in a building constructed in 1879. Members are dedicated to its preservation and other forms of community service. It is the first structure in Kalamazoo to be placed on the National Register of Historic Places and continues to be used for educational, cultural and entertainment purposes, just as when it was built. Walking into the LLA is stepping back in time. Volunteer, charitable and cultural organizations, as well as private individuals, may reserve the building to share a program, meal or entertainment. If you wish to reserve the accessible Richmond Auditorium on the second floor as a performance space, also see PERFORMANCES IN THE RICHMOND AUDITORIUM below.
The LLA is dedicated to ensuring the success of each contracted event in the facility. The following information will help with orientation to the building and be helpful when planning an event.
At least one member of the LLA will be present throughout each event to welcome guests and monitor the use of the historic building.
HOURS OF OPERATION
Building hours (includes set-up and breakdown) from 7:30 am to 10:30 pm
LLA food service is available from 8 am to 7 pm
Set-up for events may begin at 7:30 am
Registration may begin at 8 am
Cleanup must end by 10:30 pm
Participants must be out of the building by 10:30 pm
Pre-approved additional hours of occupancy will be charged at $50 per hour
BUILDING DESCRIPTION & CAPACITY
FIRST FLOOR – The Main Library Room of the LLA is a carpeted space, graced with period furnishings and lined with shelves housing a large collection of vintage books. Seated capacity in the room is 75.
SECOND FLOOR – The Richmond Auditorium features original white pine flooring, chandeliers, and a small stage with curtains and proscenium arch. The auditorium is built to the highest acoustical standards. The auditorium capacity is 79. Two dressing rooms are available on this floor.
Seating charts of the above building spaces are shown at bottom.
GARDEN – The Garden is an intimate tree-lined patio on the southeast side of the building with capacity of 50.
AUTHORIZED AREAS – Client will have access to only those areas specified in the Rental Agreement. No access is allowed to the basement or areas roped off at the time of the event.
AUDIOVISUAL EQUIPMENT – Audiovisual equipment may be requested only by filling out the Audiovisual Request Form attached to the Rental Agreement.
CLIENT – The Client identified in the Rental Agreement must be present for the entire time covered by this agreement and will accept full financial responsibility for damage or missing LLA property. One person from the organization renting the space is to be the designated planner for each event and will work with the LLA Event Coordinator.
LLA POLICIES – The Client is responsible for informing all performers and guests of event-related LLA policies and regulations.
FLOWERS & DECORATIONS – Flower arrangements may be used in the building and on the grounds. Containers and stands for flower arrangements must protect the furnishings and floors from water damage. The use of tape, glue, nails, tacks, staples, or other fastening devices inside the building is not allowed. No soap bubbles are permitted in the building. Decorations and flowers may be added to the exterior of the building only with approval from the Event Coordinator. The LLA does not allow the throwing of rose petals (silk or fresh), birdseed, rice, confetti, or similar materials on the premises. Decoration plans must be reviewed with the LLA Event Coordinator.
FOOD & BEVERAGES – The LLA provides a variety of traditional menu offerings on a limited basis. For a wider variety of menu choices, including wine and beer service, clients may also select one of the catering or beverage service providers from the LLA’s list of approved vendors. See Rental Agreement for details.
No food or drinks are permitted inside the second-floor Richmond Auditorium or backstage areas when the auditorium is rented for performances.
SMOKING – Smoking is not allowed anywhere on the LLA grounds. This includes E-cigarettes.
RECORDING DEVICES – To minimize audience distraction, the Client is to announce that no flash photography or video camera lighting be used during contracted performances. NOTE: this rule does not apply to clients renting the LLA for private functions such as weddings or parties or recitals.
DANCING – Due to the age of the building and value of its contents, dancing is not allowed, with the exception of contracted performances on the stage.
BUILDING SAFETY – A fire- and smoke-protected Refuge Stairway is located in the addition on the east side of the building.
CANDLES – Open flames are not allowed. Candles may be used only when enclosed in votive or hurricane glass or floating in water. Please consult with the Event Coordinator before using candles.
SHOES – For the protection of the guests and volunteers, shoes must be worn at all times inside the building and on LLA grounds.
ANIMALS – With the exception of service animals, pets or other animals are not allowed on the premises without written permission from the LLA before the event.
BUILDING ACCESS – Clients, guests and performers may enter the LLA building from the door on Park Street or the handicap accessible entrance on the south side of the building parallel to Lovell Street.
Building access to pick up and drop off guests is not allowed on Park Street or in the driveway north of the building, located next to the Civic Theatre.
PARKING – Limited parking is available in the LLA lot on the southeast corner of Lovell and Park Streets, next to St. Luke’s Episcopal Church and its parking lot. On-the-street parking is available as indicated. Guests may not park in the Civic Theatre parking lot immediately to the south of the LLA building during regular working hours from 7 am until 6 pm. The same is true of First Presbyterian’s parking lot located to the east of the LLA property. St. Luke’s parking lot has a number of diagonal parking spaces available in the lot on the south side of the church lot that may be used with permission.
INDEMNIFICATION – By using the Ladies’ Library Building, the Client agrees to assume all risks, and to release, indemnify and hold harmless the Ladies’ Library Association, The Board of Directors, its officers, employees and volunteers from any and all costs, losses, damages, liabilities, claims, actions, settlements, awards, penalties, fines, judgments, or costs of whatever kind including court costs and attorney’s fees in connection with the rental and use of the Ladies’ Library Building.
ADDITIONAL SERVICES – LLA services requested by Client after the rental agreement has been finalized may result in additional cost to the Client.
MUSIC, PLAYS, READINGS – Musicians, poets and actors may be included in an event. Details are to be discussed with the Event Coordinator.
PHOTOGRAPHY – Photographers for the event must consult with the Event Coordinator. Furnishings are not to be moved without the permission of an LLA representative.
SERVICES INCLUDED IN RENTAL FEE – The basic rental fee includes normal overhead lighting, heating, air conditioning, and other equipment as designated by the Rental Agreement and submission of the Audiovisual Form. Note use of AV Equipment results in an extra fee.
OVERTIME CHARGES – Client will be charged an additional $100 fee for any building use beyond that specified in the Rental Agreement.
PAYMENT – All fees, including those associated with add-on services requested by Client, shall be paid in full before the end of each contracted event. Any post-event payment must be arranged with the Event Coordinator before the event. See PAYMENT OF FEES below for more specific information.
PERFORMANCES IN THE RICHMOND AUDITORIUM
REQUIRED PERSONNEL – LLA event coordinator and audio visual technical assistants, if needed, will be present for each event held at the LLA. The number of LLA personnel required for each individual event or activity will be determined by the LLA at pre-event planning meetings with Client.
CONCESSION SALES – For the Client’s convenience, sale or distribution of merchandise is allowed with prior permission from the LLA.
EVENT PERFORMANCES – Outside doors are generally open 45 minutes before “curtain time” of the performance or event. This period is indicated on the Rental Agreement for which the Client is responsible. The interior doors into the auditorium are opened at the request of the Client, but usually 30 minutes before the beginning of the performance or event.
EVENT PROMOTION – Freestanding signs may be posted on LLA grounds two hours before the beginning of an event. No signs may be affixed to the building. Promotional materials must make clear that the LLA is not producing, presenting or otherwise sponsoring the contracted event.
COPYRIGHT INFRINGEMENTS – The LLA is held harmless for all copyright infringements, ASCAP, BMI fees, and media public performance rights, which are the responsibility of the Client.
TICKETING – Due to limited space, the LLA recommends that the Client have a mechanism for regulating audience size, either through the use of tickets or a checklist. If tickets are used for the performance, the Client is responsible for issuing and collecting tickets and ensuring that all special guests, participants, performers, etc., are included in the overall count.
The Client is responsible for distributing press passes and special tickets. Client must also provide a representative at both entrances to handle ticketing questions. Clients using a reservation list must have someone at both entrances to handle check-in.
All prices are subject to change without notice. Only one event will be scheduled at any given time, unless previously arranged with the LLA Event Coordinator. Charges include room set-up and cleanup. If set-up varies from the standard set-ups, there will be a $100 additional fee. Major last minute changes will result in additional charges. Diagrams of standard room set-ups are shown at bottom.
BUILDING AND AUDIOVISUAL EQUIPMENT RENTAL
Main Meeting Room and Richmond Auditorium Charges
$150 per hour – for profit organizations and individuals
$130 per hour – for non-profit organizations and LLA members
$50 per hour – student recitals and performances
$25 per hour, two hour minimum
Specialty AV services will be quoted in advance
Wedding only – $500, Rehearsal – $200
Wedding, rehearsal, and reception – $1,000
Two dressing rooms are available.
$100 – Special space set-up charge
MEAL CHARGES PER PERSON
Prices shown below include service charge and tax.
Full Breakfast or Brunch – $16.74
Light Luncheon – $18.14
Luncheon – $23.88
Dinner – $31.00
Reception, 4-6 choices per person – $12.40
Reception, 8-10 choices per person – $18.60
Prices are subject to change without notice
Client must pay all fees to the Ladies’ Library Association by cash, check, or money order.A $100 deposit is required at the time the reservation is made in order to reserve the date and time for use of the LLA building.
All charges outlined in the Rental Agreement must be paid on time as stipulated in the Rental Agreement. Failure to pay fees by the due date will result in additional fees.
If for any reason the Client cancels an event, written notice must be submitted to the LLA. In the event the Client provides notice in writing of cancellation more than 90 days in advance of the first day of the Rental Agreement period, any fees paid up to the date of receipt by LLA of notice of cancellation shall be refunded. If notice of cancellation is received 45 days before the first day of the Rental Agreement period, 50% of fees paid will be refunded. No fees will be refunded if the cancellation notice is received less than 30 days before the first day of the Rental Agreement period.