Please read over our Presenter Expectations for program proposals. If you feel your program is a good fit for our libraries and beneficial to the community, you may fill out our Program Interest form. Our Programming Department will review your form and will contact you if we would like to proceed.
Approval and scheduling:
- Submitting an application is not a guarantee of selection.
- All presenters, performers, and programs are subject to approval.
- Programs are selected based on their alignment with the library’s mission and goals, their ability to provide a public benefit, and a variety of factors including, but not limited to budget, staffing, program space availability, presenter qualifications, relevance to community needs and interests, educational or historical significance, and their connection to other community initiatives or the library’s collections, resources, and exhibits.
- Programs are open to all; however, children's programs are age-restricted, and certain adult programs may also have age restrictions. As a governmental, taxpayer-funded organization, program attendance cannot be restricted based on gender, race, or any other protected class. Although we understand some topics may appeal more to certain groups than others, we cannot restrict attendance to only that group.
- Admission to library programs is free.
- Henderson Libraries will work to offer an equitable number of programs throughout the year. However, presenters should be aware that factors such as staffing levels, budget considerations, public health concerns, and other demands upon staff will influence the number and types of programs able to be offered.
- Program suggestions from the public and/or unsolicited offers from individuals or organizations to present programs will be evaluated by the same standards used to select library-initiated programs.
- Programs held in library meeting rooms will adhere to room capacity limits and comply with the Library Rules of Conduct.
Expectations:
- Programs must not be an advertisement or a promotion for paid products or services. The program must not require purchasing a specific product or service for the information to be applicable.
- Presenters may have a business affiliation, but must not sell or promote businesses, products, or for-profit enterprises.
- Henderson Libraries will manage registrations unless otherwise agreed upon. Presenters should not collect or track any personal information. Presenters may provide their contact information so that attendees can voluntarily contact them after the program has concluded.
- Library employees may observe programs, and based on observations and audience feedback, may at times offer feedback about an offering’s content, presentation, or delivery. Henderson Libraries will work with the presenter to resolve any complaints or concerns, but in the case of irreconcilable differences, the presenter will not be invited back to present at the library.
- Use of library space and physical arrangement must be safe and conducive to effective program delivery.
- To ensure the safety of our spaces and materials, we kindly ask that presenters do not move any library property unless they have received prior approval from library staff.
- Henderson Libraries may provide basic technological equipment to support the presenter.
- Henderson Libraries is not responsible for any personal or group belongings or equipment that is damaged, stolen, or missing.
- Presenters and groups may not store their property at the library, unless it has been pre-approved.
- Please indicate on the application if you would like to request ADA accommodation.
Professional Standards:
- Clothing should be neat and laundered. Uniforms or business attire encouraged.
- Professional level of presentation. Presentations should be prepared in advance, practiced, and presenters should have experience with public speaking. Presenters should prepare printed materials in advance, or if assistance is needed with printing, this request should be made at least 3 days before the event.
- Bands or musicians should practice and do a dress rehearsal prior to performing.
- Knowledge of behavior management and de-escalation techniques preferred. Library staff will be on hand to assist, but presenters should remain calm and in control of the room.
- Presenters should remain in public spaces and visible at all times. In the case a participant needs assistance, in a non-emergency situation (cleaning up), or an emergency (injury), a library staff member or family member of the participant should be asked to assist. For the safety of participants and presenters, presenters should never be alone with an individual who is not library staff.
- Presenters should bring enough assistants with them to conduct the program or activity. Library staff will be available for logistical support only.
- The presenter should be knowledgeable and have experience with using a laptop computer and presenting a slide presentation and/or screening videos without assistance.
Images, audio, and video:
- Presenters grant permission to the library for any images, video, or audio from the event taken by library staff for library promotional purposes.
Copyright:
- Use of copyrighted works without proper licensing is a violation of copyright law. Presenters, performers, and musicians who use music or other copyrighted materials in library programs should only use music or material for which they have permission to use; however, they intend to use it. It is the presenter, performer, and musicians’ responsibility to ensure that proper permission/licensing is obtained.
Payment:
- The Cost of a program is set at time of acceptance. If the cost changes it is the responsibility of the presenter to contact the library to determine if the change in cost is acceptable.
- Invoices, including any fees, should always match the amount communicated.
Contracts:
- Contracts/agreements/MOUs are agreed upon between the organization and Executive Director on behalf of Henderson Libraries and should be submitted and signed prior to the start of the library event.
Cancellations:
- At any time, Henderson Libraries or the presenter may cancel the program for any reason. Two weeks’ notice is appreciated. Exceptions may be made due to injury, emergency, and illness.
Submission of a program proposal constitutes acknowledgment and acceptance of all expectations and procedures.
