Meeting Room Policy

The Board of Trustees of the Algonquin Area Public Library District offers the use of its meeting rooms primarily for purposes of the Library or which further the purposes of the Library, and secondarily for civic, informational, cultural, and educational purposes.  Permission to use Library meeting rooms does not constitute endorsement of any group’s policies or beliefs. 

The meeting rooms are available for use during Library hours only.

FEES:

Meeting room facilities are available at a rate of $5.00 per meeting.  The $5.00 fee is non-refundable and non-transferable.  The Library Board reserves the right to waive fees.

USE:

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

APPLICATIONS:

  1. The Library Director or designated representative shall review and approve all applications to assure that all meetings comply with these policies.
  2. All applications must be made by a resident of the Algonquin Area Public Library District with a current library card.  Groups must be based in and primarily attended by residents of the district.
  3. Applicants must be at least 18 years of age.
  4. Application for meeting room facilities can be done online, by phone, or in person. 
  5. The non-refundable/non-transferable fee must be paid at the time of the application.  If the application is made online or by phone, the application fee must be paid when Library staff notifies applicant of acceptance.
  6. The meeting room date and time is not reserved until payment is received.
  7. Reservations for a series of meetings may be made for a one year time period and must be renewed annually.  All reservations are made on a “first come first serve” basis. 
  8. 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:

  1. Admission fees may not be charged, except for Library sponsored activities.
  2. Solicitation of funds or selling any product or service is not permitted, except for Library sponsored activities.
  3. Groups are responsible for any additional preparations and for leaving the facilities in order after use.
  4. Meetings that may interfere with or disrupt normal library activities because of noise, disturbance, prospective attendance in excess of room capacity or other factors will not be permitted. 
  5. Groups meeting in the library may not use the Library as a mailing address or the Library telephone number for meeting signup.
  6. Smoking or the use of smokeless tobacco products is not permitted anywhere in the Library buildings.
  7. Adequate adult supervision is required for all children’s groups and High School age groups (under age 18.)
  8. Meeting room facilities are not available for private parties or receptions.
  9. Groups using the meeting room facilities are responsible for reimbursing the Library for any damage to the Library or its property.  A service charge may be added for misuse of the facilities or conditions that require more than usual cleanup.
  10. The Library is not responsible for the loss or damage of property belonging to meeting room users and the Library can not provide storage of any group’s property without prior approval.
  11. 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.
  12. Gambling or other illegal activities are prohibited.
  13. All meetings must be open to the public.  (Library sponsored activities may restrict attendance by registration.)  Groups assume full responsibility for providing special accommodations requested by their participants in accordance with the Americans with Disabilities Act.
  14. Groups must not exceed room capacities and must be prepared to exit the building by closing time.
  15. Any abuse of the above regulations could cause revocation of meeting room privileges.

FOOD & BEVERAGE:

  1. Simple refreshments, such as beverages and cake or cookies may be served.  No cooking, reheating, crock pots, or open flames are allowed.   
  2. The serving of any form of alcoholic beverages is prohibited.
  3. Groups having food or beverages must clean up the area, package all garbage for disposal and furnish their own cleaning supplies.

The Board of Trustees of the Algonquin Area Public Library District reserves the right to amend any or all of the above regulations or restrictions without notice at any time.

Approved
January 25, 2006