7.004 Meeting Rooms - Public Use

The library provides public meeting rooms to support the library’s mission of fulfilling the knowledge, information, enrichment, entertainment and cultural engagement needs of its community members. Meeting rooms are available to groups regardless of the beliefs and affiliations of their members.

Meeting rooms are made available for the operational needs of the library first, then to provide accommodations for educational, informational, cultural and civic functions consistent with the library’s mission. When feasible, the library makes the meeting rooms available for reservation by customers who have a valid Arlington Heights Memorial Library card.

For purposes of this policy, the term “meeting room” shall refer to the Hendrickson Room (full and half).

AVAILABILITY AND USE

Priority for the Hendrickson Meeting Room is assigned as follows:

1. Library-sponsored programs and activities, including functions of the library;
2. Educational, informational, cultural and civic programs sponsored or co-sponsored by the library and related to its mission, collections and services;
3. Meetings of organizations whose purposes are educational, cultural or civic in nature and/or classified as a not-for-profit 501 (c)(3); or
4. Musical, dance or theatrical performances approved by library administration.

ELIGIBILITY

1. Cardholder must be 18 years of age or older and have a valid Arlington Heights Memorial Library card in good standing.

2. The reservation holder is required to remain in the room during the reservation period.

3. Reservations must be made one week, but no more than six months in advance, unless otherwise approved by library administration.

LIMITATIONS

Uses and/or activities meeting rooms may not be used for, include but are not limited to:

1. Commercial and for-profit purposes, e.g., programs or events (including but not limited to workshops and seminars) held by for-profit organizations involving the sale, advertising, solicitation or promotion of any product or service.

2. Uses, events or other activities which, by their nature, may be disruptive to normal library operations unless approved in advance by library administration.

3. Social or private parties, such as birthday and graduation parties, and bridal/baby showers.

4. Fundraising activities, except for those that result in a direct benefit to the library and have received prior approval from library administration.

5. Political rallies and/or meetings organized for the purpose of campaigning or urging action such as voting for or against any candidate, party, position, question or referendum.

6. Any use or activity that is in violation of local, state, or federal law.
    

GENERAL REGULATIONS

Users of the meeting room agree to abide by all library polices and regulations. Failure to abide by library policies and/or regulations will result in cancelation or refusal of future reservations.

1. All meetings must be open to the public free of charge. Donations may not be solicited as a condition of attendance.

2. Organizations may not ask for personal information from program attendees as a condition of attendance.

3. The renting person/organization is responsible for ensuring that its meeting complies with requirements of the Americans with Disabilities Act (ADA) and compliance shall be at the renting group’s own cost and expense.

4. Light refreshments may be served if the reservation holder has paid the kitchen fee. Cooking is prohibited unless approved in advance by library administration. All food and beverages must remain in the meeting room.

5. Children under 12 years of age must be supervised by a responsible caregiver at all times.

6. No reservation holder may transfer a room reservation to another customer.

7. Room fees must be paid in advance of the reservation.

8. The reservation holder must supply their own equipment and supplies, excepting those provided by the library per the equipment section of this policy. Equipment and supplies may not be stored at the library without permission of library administration.

9. The library does not provide assistance in transporting supplies to the rooms or help with set-up beyond the initial set-up, which is done by library staff. Library staff are not available to help with meetings, take attendance or assist with registration.

10. Room setup arrangements are required one week prior to the event unless otherwise approved by library administration.

11. Reservations are not allowed before or after regular library hours. Reservations are permitted thirty (30) minutes after opening and must end thirty (30) minutes prior to the closing of the library. Failure to do this may result in the suspension of room reservation privileges.

12. Behavior that disturbs others is not permitted. The library has the right to cancel or interrupt use of the room at any time. All room reservations must adhere to the library’s Code of Conduct policy.

13. The library reserves the right to cancel a meeting room reservation if a conflict arises with a library-sponsored program or there is an unforeseen event, such as a power outage or inclement weather. Staff will assist the individual in finding an alternate date or will refund the fees.

14. Failure to reimburse the library for damages will result in the suspension of library and/or room reservation privileges, and possible criminal charges.

15. By allowing use of its meeting rooms, the library does not endorse the activities or viewpoints of meeting room users.

Groups using the library’s meeting room must:

a.   Not state or imply that the group’s activities are sponsored or presented in partnership with the library.

b.   Not use the library as a mailing address or list the library’s name, address, phone number or web address as its headquarters.

c.   Not publicize their meetings with posters, leaflets or other publicity in the library building without prior approval by library administration. Directional signs and/or notices for day-of events must be approved by staff prior to posting and removed immediately after use of the meeting room.

Include the following disclaimer in all event listings, publications and advertisements:

“This event is not affiliated with the Arlington Heights Memorial Library. Use of library meeting space does not constitute endorsement or approval of the organization, this program or its content by the library.”

d. Not solicit or campaign outside the meeting room before, during, or after the meeting or event.

16. The library retains the right to monitor all meetings conducted on the premises to ensure compliance with library regulations and policies. Library administration shall reserve the option to pre-empt or cancel any meeting at any time or refuse meeting room reservation.

17. The cardholder is responsible for returning the room to its original condition.

RESERVATIONS

The person reserving the room must check in at the second-floor desk with a valid ID at least fifteen (15) minutes prior to the room reservation time.

No group may use a meeting room more than once per month.

FEES

Fees for meeting rooms are as follows:

The library may waive reservation fees at the discretion of the library administration.

OCCUPANCY LIMITS

Attendance in any meeting room is limited to occupancy limits established by the Fire Marshall or other applicable authority.

Per the Fire Marshall, the occupancy limits are as follows:

½ Hendrickson Room (North or South): 90

Full Hendrickson Room: 200

EQUIPMENT

The following equipment may be available upon request for use in the meeting room:

a. Chairs

b. Tables

c. Podium

d. Garbage Cans

e. Sink

f.  Whiteboards

g. AV Cables

A full list of equipment can be found on the library’s website.

Cardholder registered for the meeting room shall be billed at replacement cost for any damage to furnishings and equipment.

All fees for damage shall be paid within thirty days. Failure to do so shall result in forfeiture of the right to use the meeting room facilities.

LIABILITY

For and in consideration of the use of the meeting rooms and library facilities, and as a condition of use, any person or group using the meeting rooms agrees to indemnify and hold harmless the library from any and all actions or suits relating to its use of such rooms and facilities.