Conference Center reservations are available on a first come, first served basis, however NPL has priority use of facilities and meeting rooms. NPL reserves the right to limit usage to ensure equitable use of library facilities. Booking requests are not approved until confirmed by the Conference Center Program Manager. To book the conference center, please email library.conferencecenter@nashville.gov

Bookings

Conference Center spaces are available to individuals, groups, and organizations, for public or private events. Your room reservation is not complete until it is confirmed.

• Bookings can be made up to a year in advance. Requests must be made at least 14 days in advance.
• Events can be held during Main Library regular operating hours, or after hours. Renting space after hours will result in security and staffing fees.

Cancelations

If you need to cancel, notify the Conference Center Program Manager as early as possible. We require a minimum of 15-days advanced notice to avoid a cancelation fee or loss of future reservation privileges. If you fail to give at least 15 days notice, you will be put on probationary status. Three such cancelations within a one year period will result in a one year suspension of privileges. 

Policies

Review applicable policies prior to requesting a booking:

• Conference Center Policy
• Alcohol Policy - Main Library

Frequently Asked Questions

If I have to cancel my reservation, will I get a refund?

Refunds will be given for the following reasons: 

• Reservation is canceled at least 15 days prior. 
• Inclement weather or other conditions necessitate the Library's unscheduled closing. 

If the event is canceled by NPL: 

• NPL will provide written notice of the cancelation as early as possible in advance of the event. 
• NPL will reschedule the client’s event or refund their fees in full. 
• No refund will be made if the event is canceled by NPL due to noncompliance with the Conference Center Policy. 

Do I need to show proof of insurance to book a room?

Depending on the scope of the event, you may be required to show appropriate liability insurance, in addition to any required permit or license. For example, but not limited to, the service or consumption of alcohol.

Damages and Liability:

• ​NPL is not responsible for the loss of or damage to any equipment or materials owned or rented by a client using its meeting rooms, neither before, during, nor after the event, nor at any time.
• NPL may collect payment if users cause damage to its facilities and meeting rooms. Any client using the meeting rooms shall be held responsible for willful, intentional, negligent, or accidental damage to the NPL building, grounds, collections, or equipment caused by the group or organization, its members, or those attending its program. Intentional damages include, but are not limited to, leaving a room excessively dirty or messy after an event.
• Clients must fully release and discharge the NPL Board, the Metropolitan Government, and their officers, agents, or employees from any and all claims for injuries, including death, damages, or loss, which may arise, or which may be alleged to have arisen out of, or in connection with the meeting or any use of the meeting rooms.
• The client must further indemnify, hold harmless, and defend the NPL Board, the Metropolitan Government, and their officers, agents, and employees from any and all claims, damages, costs or attorney’s fees for any injuries or damages arising in part or in whole from the accidental, negligent, intentional, or willful acts or omissions of the client, its members, or those attending the event.​ 

All Private events must carry insurance per the Private Events Policy:

• Liability/Vendor event insurance coverage is required for the Client and vendors for all events. 
• The Client must submit a Certificate of Insurance naming the Metropolitan Government of Nashville and Davidson County and Nashville Public Library as additionally insured. Insurance Policy Limits: 
  • $1,000,000 for general usage of facilities
  • $2,000,000 for usage of facilities when alcoholic beverages are being served. When alcoholic beverages are being served, the Certificate of Insurance must specifically state that it covers liability for alcoholic beverages. 

There are additional requirements in if alcohol is served which can be found in the Main Library Alcohol Policy. 

• The sponsor or co-sponsor of the event must provide a liability insurance policy for the event in the amount of $2,000,000 with the Metropolitan Government and Nashville Public Library named as additionally insured when alcohol is served. This includes events co-sponsored by NPL.

Am I allowed to host a completely private, closed-door event?

Yes. Private corporate meetings, internal presentations, and ticketed galas are allowed. All private events must carry insurance.

Can I book the space for a social gathering, like a cocktail party or gala?

Yes. Social gatherings, such as galas, cocktail receptions, and formal or family gatherings are allowed after hours only.

Can I have an event after normal library hours?

Yes, we do allow after-hours events. Please email us at library.conferencecenter@nashville.gov for availability.

Can political events be held in the center?

No. Meeting spaces are explicitly prohibited from hosting active political campaign speeches or partisan campaign mobilization activities.

Can I have food catered at my event in the Conference Center?

Yes. Full food operations, including outside caterers and plated hot buffet items, are permitted. We reserve the right to review food selections with the client prior to the event.

We do not allow food and beverage items where there is a possibility of staining library floor materials or causing permanent damage to fixtures.

No open-flamed food presentation or grills. Chafing dishes are allowed.

A list of recommended caterers can be provided by the Facilities Coordinator.

Can I serve alcohol?

Yes. Alcohol is only allowed at after hours events. If you plan to serve alcohol, you must submit an Alcohol Service Approval Form prior to your event. There are additional requirements if alcohol is served which can be found in the Main Library Alcohol Policy. Please contact us at library.conferencecenter@nashville.gov for more information.

Do I need to provide my own linens and equipment?

The client is responsible for the removal of any catering equipment from the library in a timely manner.

The client or client’s caterers must provide all linens, tableware, serving utensils, water carafes, glasses and other beverage and food service items. NPL does not provide these items.

What set-up is not included with my reservation?

Conference center staff will be responsible for setting up furniture and equipment. Clients should not alter the room set up without prior approval from the Conference Center Program Manager.

We do not provide wait staff.

All signage and decoration should be freestanding. We do not allow tape, tack, or anchors on any library surface without prior approval.

No open flame or glitter permitted.

Is cleaning provided by the library?

The client assumes full responsibility for all clean up. You must make sure all used paper goods and food remains are put into supplied trash receptacles before vacating the rental premises.

You may not leave any food or beverages on the premises after the event.

A cleaning fee will be charged if you are serving food or beverages.

If repair or cleaning costs (beyond normal wear and tear) exceed the rental fee, the client will be billed for the additional costs within 10 days of the event.