Insurance: Caterers making a presentation at the Newberry Library must present the Library with a copy of their City of Chicago catering license, their City of Chicago liquor license, proof of general liability insurance in the amount of $2,000,000 and proof of liquor liability insurance in the amount of $2,000,000. These should be on file with the Office of Events 30 days prior to your function. Certificates of Insurance with the Newberry Library listed as co-insured are required for all events and must be on file one month prior to the event. If you are unable to provide this, we regretfully cannot allow you to work at the Library.
Damage Deposit: A damage deposit in the amount of $500 is required from any caterer making a presentation at the Library. This deposit must be presented to the Director of Events 30 days prior to the event. The deposit will be refunded within 30 days, provided the final walk through meets Library standards.
Walk Through: We would request that you make a specific appointment with the Office of Events to finalize all arrangements no later than two weeks prior to the event. At that time, a floor plan showing the proposed set-up should be submitted.
Rentals: Scheduling constraints may require that rentals be obtained from Hall's Rental Company.
Set Up: To be arranged with the Office of Events on a per-event basis.
Deliveries: The dock is open from 9:00 am to 3:00 pm, Monday through Saturday. We prefer that all major equipment deliveries be made one day prior to the event. After the event, equipment may be left overnight in the Library unless multiple events have been scheduled on a particular weekend. The Newberry Library does not accept any responsibility for items left overnight. A $700 fine will be levied agains any company responsible for damaging an elevator during delivery or pick-up.
Kitchen Facilities: A small service kitchen is located in the basement of the Library. It is equipped with a small stove and a double sink which can be made available for your use.
There is a prep room upstairs adjacent to Ruggles Hall where you may set up for service on the main floor. There is also a small prep room adjacent to the Fellows’ Lounge on the second floor which services that room. There are no cooking facilities in either prep room.
Caterers are responsible for providing all garbage containers and plastic garbage liners.
Clean Up: The prep rooms and kitchen must be left as they were when you arrived. All garbage and any decorations not being saved must be disposed of in plastic bags and placed in the dumpsters by the dock. Extra charges will be incurred for inadequate clean up. Chairs in Ruggles Hall must be stacked and all tables returned to the prep room. Ruggles Hall must be vacuumed prior to caterer’s departure and the floor in the prep room must be swept and mopped. Before leaving, caterer and event staff personnel will complete a walk-through of all areas used by guests.