At Cafe con Libros, Bk we are committed to creating meaningful literary experiences that foster community, celebrate diverse voices, and provide a welcoming environment for all attendees. To ensure every event is successful, the following policies apply to all organizers, vendors, and partners hosting events in our space.

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1. Booking and Confirmation:

Event dates are not reserved until:

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• A completed Event Agreement has been received.

• Any required deposits or fees have been paid.

• The event has been approved by the Bookstore.

 

We reserve the right to decline any event that does not align with its mission, values, capacity, or scheduling available.

 

2. Event Promotion:

In the case of a public event, we are willing to promote approved events through standard marketing channels at its discretion.

Event organizers are expected to actively promote the event through their own platforms. Marketing responsibilities may include:

 

• Sharing the event on social media.

• Including the event in newsletters or email campaigns.

•  Encouraging community participation.

• Tagging the Bookstore in promotional posts when applicable.

 

Promotional materials must accurately represent the event and may not use the Bookstore's logo or branding without prior written approval.

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3. Ticket Sales:

Unless otherwise agreed in writing:

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• All ticket sales will be managed through the our designated ticketing platform.

• Event capacity is limited to the maximum occupancy established by the venue (20 seated, 30 standing).

 

If minimum attendance requirements are established, organizers acknowledge that events failing to meet those requirements may be rescheduled or canceled.

 

4. Book Sales:

​For book clubs and independent author events not hosted by us, we serve as the exclusive bookseller unless otherwise approved in writing.

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Personal merchandise or additional products may only be sold with prior written approval.

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5. Event Conduct:

Organizers are responsible for the conduct of their guests, vendors, speakers, and volunteers.  All attendees are expected to:

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• Treat staff and guests respectfully.

• Follow instructions from our staff.

• Respect the space and its furnishings.

• Maintain a welcoming and inclusive environment.

• Treat the books and space with respect and care.

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We reserve the right to remove individuals or end an event if behavior is disruptive, threatening, discriminatory, or unsafe.

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6. Food and Beverage: 

Outside food and beverages require prior approval. Alcohol is permitted only when approved in advance and when all applicable laws, licenses, and insurance requirements are satisfied.  NYS requires a license to sell alcohol.  On average, the processing time for a permit is at or about 30 days.

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7. Setup and Cleanup:

Organizers are responsible for:

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• Arriving during the scheduled setup window.

• Completing the event within the agreed rental period.

• Leaving the space in the same condition in which it was provided.

• Removing all decorations, signage, and personal belongings immediately following the event.

 

Additional cleaning or overtime fees may be assessed when necessary.  We have a community member available for clean up for $25 per hr.  Average clean up time is 1hr.

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8. Damages: 

​Organizers accept financial responsibility for any damage caused by themselves, their vendors, participants, or guests.  Repair or replacement costs may be deducted from any security deposit or invoiced separately.

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9. Cancellations: 

Organizer cancellations must be submitted in writing. Deposits are non-refundable unless otherwise stated in the Event Agreement.

We reserve the right to cancel or reschedule events due to:

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• Insufficient ticket sales.

• Weather emergencies.

• Facility issues.

• Public health concerns.

• Circumstances beyond the our reasonable control.

 

When an event is canceled by the us, any refunds will be issued according to the Event Agreement.

 

10. Photography and Recording:

​The Bookstore may photograph or record events for promotional purposes unless otherwise agreed in writing.

Attendees who do not wish to be photographed should notify Bookstore staff upon arrival.

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11. Accessibility: 

We strive to provide an accessible and inclusive experience for all guests. Organizers should communicate any accessibility needs as early as possible so reasonable accommodations can be arranged.

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12. Liability:

​The Bookstore is not responsible for lost, stolen, or damaged personal property.  Organizers assume responsibility for their event and agree to indemnify and hold harmless the Bookstore, its owners, employees, and representatives from claims arising from the event, except where prohibited by law or resulting from the Bookstore's own negligence.

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13. Policy Acceptance:

By confirming an event reservation, organizers acknowledge that they have read, understood, and agree to comply with this Event Agreement Policy.

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Failure to comply with these policies may result in cancellation of the event, forfeiture of deposits, or denial of future booking requests.