Meeting Room Policy

The Board of Trustees of the Algonquin Area Public Library District provides its meeting rooms during Library
hours only for civic, informational, cultural, and educational purposes. Library meeting room use does not
constitute endorsement of any group’s policies or viewpoints.

FEES:
Fees for meeting room use are non-refundable and non-transferable. A $10 fee will be required for non-profit
organizations. And a $25 fee will be required for profit organizations. The Library Board reserves the right to
waive fees.

USE:
Meeting room use priority will be given to Library sponsored or related events.

RESERVATIONS:
a. All Reservations will be reviewed and approved to assure that all meetings comply with these policies.
b. Individuals making reservations must be 18 years of age and have a current library card issued by the Algonquin Area Public Library District.
c. Reservations for meeting room facilities can be done online, by phone, or in person.
d. Meeting room fees must be paid at the time of the Reservation. If the Reservation is made online or by phone, the Reservation fee must be paid one week before the meeting takes place. The meeting room date and time is not reserved until payment is received.
e. Reservations for a series of meetings may be made for a three-month time period. All reservations are made on a “first come first serve” basis.
f. The Library reserves the right to cancel the reservations for any meeting because of Library priorities. (In the event the Library cancels a meeting reservation, the meeting room fee will be refunded.)

REGULATIONS:
a. Admission fees and solicitation of funds or the selling of any product or service is prohibited, with the exception of Library sponsored activities.
b. Groups must restore the meeting room to its original condition before leaving library property.
c. Groups are responsible for the meeting room during the time they are scheduled to use it, and they will be charged for any damage or loss to the room, furniture, or equipment.
d. Meetings that disrupt normal library activities will not be permitted.
e. Groups may not use the name, telephone number, or address of the Library. Only signs created by and for the Algonquin Area Public Library District are permitted on library property.
f. The following are prohibited on library property: tobacco, alcohol, illegal substances, illegal activities, and hazardous materials.
g. There must be one adult chaperone for every 15 minors (under the age of 18) at non-Library related meetings.
h. Meeting room facilities are not available for private functions or individual use.
i. The Library is not responsible for the loss or damage of property belonging to meeting room users, and the Library will not provide storage of any group's property.
j. Library owned audio-visual equipment is available free of charge. The group is responsible for operating the equipment. The Library is not responsible for damage to media or equipment failure. A deposit may be required to cover possible damage to equipment.
k. All meetings must be open to the public. Demonstrations, rallies, and forums are prohibited on library property.
l. Groups assume full responsibility for providing special accommodations requested by their participants
in accordance with the Americans with Disabilities Act.
m. Groups must not exceed room capacities.
n. All meetings must end 15 minutes before the Library closes.
o. Non-compliance with any of the above regulations may result in revocation of meeting room privileges.

REFRESHMENTS:
a. Simple refreshments may be served.
b. Groups serving refreshments must clean up the meeting room and package all garbage for disposal.
The Board of Trustees of the Algonquin Area Public Library District reserves the right to amend the above regulations or restrictions without notice at any time.

Approved
April 27, 2011