Meeting Room Policy & Application

Download the Meeting Room Application

The Cook Memorial Public Library District currently has one meeting room at the Cook Park Library and one meeting room at the Aspen Drive Library. When not being used by the library or its affiliated organizations, they are available for use by in-district groups engaged in educational, cultural, intellectual, civic, and other non-profit activities. Seating capacity is fifty (50) people for the Cook Park meeting room and fifty (50) people for the Aspen Drive meeting room. Organizations applying for either meeting room must adhere to the following guidelines and regulations:

 

Article I Guidelines and Regulations

    1. Library activities and functions have priority.

    2. Permission to use the meeting rooms does not constitute endorsement of the subject matter of the meeting or the group’s beliefs and policies. Publicity for non-Library sponsored meetings must in no way imply Library sponsorship.

    3. As required by the Americans with Disabilities Act, special accommodations requested by a potential attendee will be provided by the sponsoring group/organization, including sign language interpreters. The meeting rooms are handicapped accessible.

    4. The booking party must be a Cook Memorial Public Library District cardholder.

    5. All reservations will be accepted on a first-come, first-serve basis upon receipt of the completed application. The Library District must be notified forty-eight (48) hours in advance if a cancellation becomes necessary. Failure to do so may result in reservations being denied in the future.

    6. The Library reserves the right to cancel any reservations due to unforeseen  circumstances. The Library may also cancel a group’s reservations if the  guidelines and regulations described in this document are violated.

    7. The meeting rooms are not available for commercial, for-profit or fund raising activities; purely social functions (e.g.; receptions, birthday parties, showers, etc.); or activities that, by their nature, are disruptive to the library routine (e.g.; loud rallies or ceremonies). Noise resulting from public use of the meeting rooms must fall within levels that are acceptable and consistent with normal library operations.

    8. All library policies apply to use of the meeting rooms. Library policies are located at all public service desks and on the website.

    9. The meeting rooms are available for use during the Library’s normal business hours only. Meetings must be ended and clean-up completed by the time the library closes for the day. When scheduling a room, time for set-up and clean-up must be included in the reserved time period. No organization will be allowed to enter the library before the library opens or remain after the library closes.

    10. The meeting rooms may be scheduled no more than three (3) months in  advance. The Library will not accept reservations for a series of meetings which  would designate the Library as a regular meeting place for any organization.

    11. Groups, organizations, or individuals using the meeting rooms may not charge or collect admission fees, with the exception of fees charged to cover the costs of  program materials or supplies that participants may take home with them.

    12. Sales are not permitted except for a library sponsored program or sales by  organizations affiliated with the library.

    13. Workshops, seminars or other such “educational” presentations including, but not  exclusive of, financial, estate, health, and/or retirement planning or related topics will be considered “for-profit” activities and will not be permitted unless sponsored as an official library program.

    14. Organizations meeting in the Library may not use the Library as a mailing address  or telephone number. The telephone facilities of the Library shall not be available  to the persons meeting in either building.

    15. Groups of children through grades 12 may use the meeting rooms with adult  supervision. The adult supervisor must sign the meeting room application, taking  responsibility for the group and must be in attendance at all times. Children must  remain in the meeting room during the entire meeting to avoid disruption to the  normal functions of the Library.

    16.  Groups must provide their own childcare if members bring their children.  Children under the age of 10 must remain with an adult at all times.

    17. A group or organization must designate one person to assume legal responsibility  for its activities in the Library and act as the liaison between the group and the Library. This representative must sign the application form and be present for the entire meeting. The representative of the group or organization shall be held   responsible for willful or accidental damage to the Library building, grounds or equipment caused by the group, its members or those attending its program.

    18. The Library is not responsible for equipment, supplies, materials or personal  possessions owned or rented by those sponsoring or attending a meeting. Any  individual, group or organization using the meeting rooms shall be held  responsible for willful or accidental damage to the Library building, grounds,  collections or equipment caused by the group or organization, its members or  those attending its programs.

    19. Beverages, if provided by the sponsoring group, are permitted in spill proof  and/or covered containers only; the clean up of such refreshments by the group  or organization is mandatory. Alcohol and food are not permitted.

    20. Groups or organizations have a choice of five setups for the meeting rooms which must be designated at the time of application. 24 hours’ notice must be given for any setup changes.

    21. Library personnel are not available to assist any group to rearrange the seating, to  carry supplies to and from the meeting rooms, to run equipment, etc. The  Library will be responsible for furnishing the necessary meeting space and seating only. The Library will not provide storage for the property of any organization which meets in either building.

    22. Any group or organization using the meeting rooms will indemnify, protect, and  hold harmless the Cook Memorial Public Library District, its Board of Trustees,  and staff, for any and all accidents, including personal injury and property  damage, and theft, which may be sustained on the premises.

    23. Failure to abide by the requirements and regulations set forth in this policy, including vacating the rooms at the time designated on the application or by the time the library closes, will result in a minimum charge of $100.00.


Article II Restrictions

    1. Any other activity which would materially and substantially interfere with the proper functions of the Library, such as excessive noise, a significant safety hazard or security risk, is prohibited.

    2. If, on the advice of law enforcement professionals, the library staff or board determines that  reasonable possibility of a threat to the safety of library staff, patrons or members of the public might occur, based on prior experience of the group or speaker at this library or at other occasions where the group has held meetings which have been disruptive or had a potential for violence, the following shall be required: the individual or group reserving the meeting room shall be  required to pay in advance by cashier’s check the reasonably estimated cost of  any special security measures that need to be taken for the meeting; and the  individual or group reserving the meeting rooms shall obtain a special event  liability policy for $1,000,000.00 for injury or damage to property occurring at the  meeting.

    3. Attendance is limited according to posted occupancy limits. These limits are set and enforced by the Libertyville and Vernon Hills Fire Departments and are based on the size of the room used and furniture set up. Emergency exits must be kept clear at all times.

    4. Smoking, food and alcoholic beverages are not allowed.

    5. Open fire is not permitted, including the use of candles.

    6. Nothing may be hung on or attached to the walls or ceiling.


Article III Application for Use

    1. Applications must be made in person through the Library’s Administrative office. Applications can be found on the Library’s website, at the Cook Park Library Information Desk and at the Aspen Drive Library Reference Desk. Applications must be completed, signed, and returned with a $5.00 room usage fee before meeting space can be reserved.

    2. All applications are subject to library approval and must be made with a minimum of one week advance notice.

    3. Applicant must be 18 years of age or older, reside in the Cook Memorial Public Library District and have a current valid library card in good standing.

    4. Reservations will be accepted in the order in which completed application forms are received. Applications will be accepted up to 3 months in advance.

    5. The Library reserves the right to change or cancel meeting room reservations due to unusual circumstances and will notify groups at least 48 hours before the scheduled meeting.

    6. The Library requests that organizations or groups notify the library of a cancellation no less than 48 hours before the scheduled meeting.

    7. The meeting rooms may be reserved for up to three (3) hours in a single day.

    8. No group may transfer a room reservation to another group.

Article IV Fee Based Equipment

Requests for equipment must be made at the time of application. Library staff will set up equipment but will not be present to provide basic use instructions or operation of equipment.

Availability of fee-based equipment may vary.

Portable LCD projector with Renter’s PC  $20.00
Portable sound system (microphone)   $20.00

            

__________________________________
Date


__________________________________
Secretary

Adopted: 12/18/07
Revised:  07/19/11
Revised: 09/17/13
Revised: 10/22/13