7.004 Meeting Rooms - Public Usage

The library welcomes the use of its meeting rooms for civic, cultural, educational and public information meetings of nonprofit groups based in Arlington Heights, or groups which have a significant number of Arlington Heights members.  Failure to abide by this policy may result in cancellation or refusal of future reservations.

 

ELIGIBILITY

All meetings must be reserved by an Arlington Heights resident who is 18 years of age or older and be held during the regular library hours.

Meeting rooms are available to groups regardless of the beliefs and affiliations of their members.  Permission to use a meeting room does not imply endorsement of any organization or program subject matter.

Meeting rooms are not available for use by for-profit groups or businesses.  As for the use of meeting rooms by nonprofit groups, nonprofit groups may not market or promote a specific service, product, person or business, or which seeks in part to market or generate new business for a for-profit business or a professional service.

Upon request, groups shall provide staff with such materials and information related to ensuring qualification under this policy.  Failure to provide this information in a timely manner is grounds for denial of the reservation request and/or cancellation.

 

RESERVATIONS

No meeting rooms shall be reserved for use which would be in violation of federal, state or local laws or other policies of the Arlington Heights Memorial Library.

Library-sponsored activities and functions for the public have priority in reserving the library’s meeting rooms.

Reservations must be made a week in advance using the library’s meeting room reservation form. This requirement does not apply to conference rooms.

A fee may apply for the use of a meeting room.

Meeting rooms can be reserved monthly on an ongoing basis by one organization.  The booking calendar year is September 1 through August 31.  All groups who reserved a room at least quarterly during the prior year will be offered advanced reservations.  Advanced reservations begin May 1 and close May 15.  Reservations from all other groups will be accepted starting July 1.

If circumstances warrant, the library reserves the right to cancel or relocate any scheduled meeting, including meetings reserved under the preceding paragraph.

The kitchen must be booked if any refreshments are served.

Musical programs may be held only in the full Hendrickson Room.  The piano is available to groups for rental.  Amplified music is not allowed at any time.

The library has the right to define activities that are too noisy for a divided room booking.

To be entitled to a refund of a meeting room fee, a group should notify the library to cancel a reservation.

 

USE OF MEETING ROOMS

All meetings shall be open to the public.  Donations may be solicited during the meeting or admission fees may be charged.

A group cannot transfer use of a library meeting room.

All equipment and supplies must be provided by the group.  Items may not be stored at the library.

The kitchen must be left clean.  Alcoholic beverages are not permitted.

Use of hazardous materials is prohibited.

No organization or group shall use the Arlington Heights Memorial Library as its official address. The Friends of the Arlington Heights Memorial Library is the exception.

Groups or organizations reserving the library’s meeting rooms assume full responsibility for providing and paying for special accommodations that are requested by participants in accordance with the Americans with Disabilities Act.

The Executive Director may adopt additional operations guidelines for the use of the meeting rooms, including the library’s conference/study rooms.

 

MEETING ROOM RESERVATION FEES

1/2 Hendrickson Room, no refreshments (North or South) N/C
1/2 Hendrickson Room, with refreshments (North or South) $10
Full Hendrickson Room, no refreshments $50
Full Hendrickson Room, with refreshments $75
Use of Piano, additional $25