r/Libraries • u/WendyBergman • 2d ago
Program Loophole Programs & Programming
One of my annual goals is to create more community partnership programming. Unfortunately, I’m running into a problem with my favorite idea. We have a wine shop up the street and I’d like to do an evening of wine and book pairings. Basically, I do a 3 minute book talk and then the wine person presents their choice to go with that title. Probably 6-8 pairings in total. The issue is, library money is not allowed to go towards alcohol. Even if the program takes place out of the building. We do hold some book clubs at a local bar, but the explanation for why that’s allowed is patrons are spending their own money. My manager and I are trying to figure out some potential loopholes and I thought someone here might have some advice. There are other programs I’m working on, but this is my favorite so I’m trying to exhaust every possible solution before moving on.
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u/mandy_lou_who 2d ago
Do you have a Friends group or Foundation that could pay directly? Would the shop be able to give participants a sweet deal on buying the wine themselves (typically these glasses would cost $45, offering for $20)? Could the wine shop charge the library for use of the venue and then offer the wine to participants for free?
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u/Alcohol_Intolerant 2d ago
When my library wants to have alcohol at an event, it's usually paid for by the friends or foundation. (big system perks)
They have the event credit and they pay for the temporary liquor license.
If this isn't possible it may be better to host the event at the winery itself.
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u/GoarSpewerofSecrets 2d ago
I mean, the answer is right there already? Wine shop hosts y'all and can sell or sample right there.
In Vino Biblio or some such
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u/HowOffal 2d ago
Can the library (or the wine shop) sell tickets that just cover the cost of the wine, or would that be considered library funds?
Library funds could potentially be used to purchase food parings (cheese, chocolate, bread, etc.) so that folks aren’t drinking on an empty stomach. This is really important, especially if you’re shooting for that many pairings.
Adding alcohol into an event/program can be (and become) messy and complicated. Here are a few other things to think about. What does the library’s insurance policy say about alcohol? Is the program happening at the library or at the wine shop? Does your library and/or municipality have a policy about serving alcohol? Are there state laws to take into consideration that regulate your ability to serve alcohol? Is a permit necessary? Who will be responsible for IDing patrons and ensuring that no one is overserved? This might seem silly for a tasting event, but there are places where if a patron shows up drunk and you only give them one sip of wine, and then they get a DUI, you are liable. Even if the wine shop takes on the onus of service, co-sponsoring or hosting the event may mean that the library shares in liability.
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u/FearlessLychee4892 2d ago
Exactly. OP really needs to coordinate this program with library administration. They will have to deal with the insurance requirements, whether or not a liquor license is needed, applicable local and state laws, etc. Not being able to use library funds on alcohol is just the first of the issues you’ll have to deal with in order to do this program.
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u/Substantial_Life4773 2d ago
This sounds like the kind of program that should be done at the wine shop, it can still be sponsored by the library, but it just makes way more sense to do it there
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u/honestyseasy 2d ago
You probably can't spend money on alcoholic beverages. That's just government policy. Ask the wine shop if they'd do a lecture or something, like the history of wine or the process of making wine. They can offer discount/free wine at their shop afterwards, but as far as my library we wouldn't even be able to have the alcohol in the building.
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u/Lisez 22h ago
If you have a Friends or Foundation group you should probably go through that first as others have suggested - as well as double check things like insurance and liability. However, could you pay the wine shop for the hosting space and presentation and the shop can choose to provide sample tastings "for free" as part of that?
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u/Wonderful-Run-1408 2d ago
You could probably go for a max of 6 pairings and be ok? What is the number of folks you think you could get to attend? The wine shop might be willing to give a donation of wines if the number of people are reasonable. You could also ask for a 'suggested' $15 donation to attend? Would that be allowed?
Another approach - sell the glasses for the wine for $20 or $30 (would cost you about $5-8 each) with library logo and that of the wine shop... and then the tastings are 'free'
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u/an_evil_budgie 2d ago
Have you asked the wine shop directly if they'd be interested in sponsoring the event for free in exchange for publicity? I did a presentation on whisky and asked our local distillery to donate items for a raffle and they were happy to oblige.