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Meeting Room Policy

The Schaumburg Township District Library is a place of quiet reading, study, research and reflection. Meeting Room space is provided to further the informational, cultural and recreational goals for which the Library exists. It is the policy of Library Board of Trustees to provide meeting room space free of charge to current residents or property owners of the Schaumburg Township Library District with a valid library card for uses which clearly and unequivocally conform to all policies approved by the Library Board of Trustees. The Hanover Park Branch Library Meeting Room is also available to all residents of the Village of Hanover Park including those who do not live or own property within the library district.

Availability and Use

Meeting Rooms are available on an equitable basis to community groups regardless of the beliefs or affiliations of the group. Priority for the use of the meeting rooms will be given in the following order:

  1. Library-sponsored meetings, programs or events.
  2. Meetings, programs or events sponsored by not-for-profit organizations located in the Schaumburg Township Library District or serving residents of the Schaumburg Township Library District. Not-for-profit organizations include those engaged in intellectual, charitable, civic, cultural, educational and/or recreational activities.
  3. Meetings, programs or events sponsored by not-for-profit organizations located outside of the Schaumburg Township Library District or serving residents that live outside of the Schaumburg Township Library District.

Meeting Rooms may not be used for meetings, programs or events (including, but not limited to, workshops and seminars) involving the sale, advertising, solicitation or promotion of commercial products or services immediately or at a future time. Educational programs presented by credentialed professionals are permitted only when officially sponsored by the Library. Application to present an educational program must be made to Library program staff members.

Meeting Rooms may not be used for fund raising activities, except for those that result in a direct benefit to the Library and have received prior approval of the Library Director. Library Meeting Rooms may not be used for private social gatherings or parties. Groups composed of members under the age of 18 must have an adult sponsor in attendance at all times during their meetings.

Meetings, programs or events may not disrupt Library users or staff. The Library reserves the right to terminate meetings, programs and events that disrupt or interfere with normal Library operations.

Failure to comply with Library policies, rules and regulations will be grounds for suspension of Meeting Room privileges.

Attendance in meetings, programs or events may not exceed room capacity as posted by the local Fire Department.

Endorsement

The Library is not responsible for the content of meetings, programs or events held on the premises. The use of the meeting room facilities does not constitute Library endorsement of the philosophies, practices or viewpoints of presenters, participants or attendees. The following disclaimer must be included in all written, electronic and broadcast publicity materials about the meeting, program or event:

The Schaumburg Township District Library provides Library Meeting Room space as a community service. The Library neither sponsors nor endorses this event nor the presenting individual(s) or organization(s).


Regulations

Individuals or groups presenting and attending meetings, programs and events are subject to all Library policies, rules and regulations. By providing their Library card number, applicants agree to: abide by this Meeting Room policy; conform to the use specified in its submitted request; abide by Meeting Room Use guidelines; and, assure participant and attendee compliance with Library policies, rules, and regulations.

Unlawful activity is grounds for suspension of Meeting Room privileges.

The applicant is responsible for Library property, materials, equipment and furnishings during the period of use and until the meeting, program or event is concluded. The Library, its employees and Trustees do not assume responsibility for personal injury or damage or loss of personal property during the applicant’s use of a meeting room. Personal injury, damage or loss of personal property must be reported promptly to Library staff.

All meetings, programs and events must be free of charge and open to the public. Fees may not be charged to participate in activities in Library Meeting Rooms and donations may not be solicited, either immediately or at a future time.

The Library retains the right to monitor all meetings, programs and events conducted on the premises to ensure compliance with Library regulations. Library staff must have free access to Meeting Rooms at all times.

All groups must provide notice of cancellations and no individual or group may assign its reservation to another individual or group. The Library reserves the right to change or cancel Meeting Room reservations.

Audiovisual equipment, computers and other items are available for use in the Central Library Meeting Rooms. Requests for equipment must be made at the time of application.

Basic refreshments may be served. Food and uncovered beverages may not be taken into other areas of the Library.

Any large group or groups which, in the judgment of the Library staff or Trustees, will be noisy or distract from the quiet enjoyment of other Library users may be scheduled only at hours when the Library is closed to the public. On such occasions, the individual reserving a Meeting Room will be required to pay the actual cost of maintenance and security necessary for the meeting, program or event in advance. A cashier’s check made payable to the Library for the estimated amount must be received by the Library business office a minimum of ten days before the meeting, program or event is to be held. After the meeting, program or event is held, the actual costs will be determined and either a refund or a billing for costs incurred will be made.

If, on the advice of law enforcement officials, the Library staff or Trustees determines that a reasonable possibility of a threat to the safety of Library staff, Library users 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 need to be taken for the meeting; and the individual or group reserving the meeting room shall obtain a special event liability policy for $1,000,000.00 for injury or damage to property occurring at the meeting, program or event.

Approved by the Schaumburg Township District Library Board of Trustees, July 19, 2010.