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Meeting Room Guidelines

Meeting Room Use Guidelines
Schaumburg Township District Library

Application for Use

  1. Applications for the use of meeting rooms at the Central Library and the Hoffman Estates Branch Library must be made by an adult (18 years or older) who has a valid Schaumburg Township District Library card. Applications for the use of the Hanover Park Branch Library meeting room must be made by an adult (18 years or older) who has a valid Schaumburg Township District Library card or who is a resident of the Village of Hanover Park.
  2. Applications for the use of meeting rooms may be submitted at programs.stdl.org/evanced/lib/roomrequest.asp. Library users who do not have remote Internet access may use computers near the Central Library Adult Information Desk or call 847-923-3347 for assistance.
  3. Library staff will review each request for compliance with the Library’s Meeting Room Policy and Meeting Room Use Guidelines. The applicant will receive approval or denial of most requests by email within 3 business days. Requests to use the full Rasmussen Room must be approved by the Library Board of Trustees. The applicant will receive approval or denial of the request by email within 2 days following the next regularly scheduled meeting of the Library board.
  4. Equipment must be requested at the time of the meeting room application. Changes may be submitted at programs.stdl.org/evanced/lib/roomrequest.asp up to 4 days in advance of the date of the meeting, program or event.
  5. a. Central Library
    Setup arrangements must be requested at the time of the meeting room application. Changes may be submitted at programs.stdl.org/evanced/lib/roomrequest.asp up to 1 week in advance of the date of the meeting, program or event.
    b. Branch Libraries
    Library staff will assist meeting room users with minor adjustments to the room setup at the time of the meeting, program or event.
  6. Meeting room reservation applications may be submitted up to 90 days in advance of the meeting date. Requests are accepted on a rolling 90 day calendar (i.e. 90 days from the current date).
  7. The date and/or time of an existing meeting room reservation cannot be modified. Groups wishing to change the date or time of a meeting, program or event must first cancel their original reservation and then submit a new application for meeting room use at programs.stdl.org/evanced/lib/roomrequest.asp .
  8. Reservations are limited to one per seven day period. This includes different chapters, subcommittees, divisions, etc. of one organization.
  9. No group can book consecutive Saturdays or consecutive Sundays.
  10. Meeting rooms are available for use during Library open hours only and must be vacated 15 minutes before the library closes. The Conference Room is available after 5:00 pm on weekdays. When not reserved, meeting rooms are available on a first-come, first-served basis.
  11. The Library reserves the right to change or cancel meeting room reservations.

Procedures

  1. Upon arrival, all groups must check in at the Central Library Adult Information Desk or the appropriate Branch Library Information Desk. Groups must return to the desk and notify Library staff when the meeting, program or event is finished.
  2. Library staff will set up the requested equipment and provide basic use instructions. Library staff will not be present to operate equipment during meetings, programs or events. The Library will not provide equipment that has not been requested at least 4 days in advance of use.
  3. The applicant is responsible for ensuring that any film viewed in a Library meeting room has public performance rights.
  4. Only Library staff may raise or lower the ceiling-mounted viewing screens and the window shades. Groups may be charged for damage caused by attempting to raise or lower the screens or shades.
  5. Only minor adjustments to the room setup will be made by Library staff at the time of the event. Groups may not rearrange Library furniture or move tables, chairs or other furnishings to or from other parts of the Library. Requests for additional seating must be directed to the Central Library Adult Information Desk or the appropriate Branch Library Circulation Desk.
  6. The applicant is responsible for announcing the location of emergency exits at the beginning of the meeting, program or event.
  7. Meeting rooms are to be left as they are found. Waste must be placed in appropriate garbage and/or recycling receptacles.
  8. Basic refreshments may be served (non-alcoholic beverages and finger foods) in Library meeting rooms. Alcoholic beverages may not be served. Food and uncovered beverages may not be taken into other areas of the Library.
  9. Signs and decorations may not be taped or stapled to walls or doors. Only dry erase markers may be used on the white boards.
  10. a. Central Library
    Use of glue, crayons, paint, markers, tape, and other craft supplies is prohibited.
    b. Branch Libraries
    Groups using craft supplies including glue, crayons, paint, markers, tape must request table coverings from Library staff.
  11. Library staff must have free access to meeting rooms at all times. Groups may not cover windows or block or lock meeting room doors.
  12. Only Library owned extension cords and power strips may be used. Hazardous materials including, but not limited to, paints, solvents and explosives are prohibited.
  13. The Library kitchen and piano are not available for use.
  14. No group may use the Library as a mailing address. The Library does not provide storage for any group.
  15. The Library reserves the right to terminate meetings, programs or events that are disruptive to normal Library operations.
  16. Library staff cannot take care of the young children of those attending a meeting, program or event. Sometimes young children who are left unattended in the library during meetings become frightened and confused. Children under eight years old must be directly supervised at all times by an adult age 18 or older while in the library. To protect the child and promote child safety, staff will return unattended children to their parent or caregiver in the meeting, program or event. Although Library staff make the library as safe as possible for everyone who uses it, there is always the possibility of danger to unattended children.

Commercial Activity

Fees may not be charged previously, immediately or at a future time to participate in meetings, programs or events. Donations may not be solicited. Library meeting rooms may not be used for meetings, programs or events involving the sale, advertising, solicitation or promotion of commercial products or services immediately or at a future time.

Attendance and Cancellations

  1. Groups must provide an accurate estimate of expected meeting attendance. Groups may be denied use of a meeting room if the estimated attendance is not appropriate for the room capacity.
    • Central Library
      • Conference Room, 16
      • Classroom, 60
      • Rasmussen Room South, 75
      • Rasmussen Room North, 75
      • Full Rasmussen Room, 150
    • Hanover Park Branch Library, Crawshaw Room, 50
    • Hoffman Estates Branch Library, Meeting Room, 26
  2. Meeting room capacity has been established by Village authorities to ensure the safety of participants. The Library will terminate meetings, programs or events with attendance that exceeds room capacity.
  3. Groups will receive two warnings for attendance that is 50% or less of the estimated attendance or results in a total attendance of fewer than 10 participants. The third occurrence will result in the suspension of the group’s meeting room privileges for a period of 3 months.
  4. Groups must cancel meeting room reservations at programs.stdl.org/evanced/lib/roomrequest.asp at least 24 hours prior to the scheduled use. Library users who do not have remote Internet access may use computers near the Central Library Adult Information Desk or call 847-923-3347 for assistance.
  5. Failure to provide 24 hours notice of a cancellation will be grounds for suspension of meeting room privileges.
  6. No person or group may assign its reservation to another person or group.

Failure to Comply

Individuals or groups presenting and attending meetings, programs and events are subject to all Library policies, rules and regulations. Failure to comply with Library policies, rules and regulations (including these guidelines) will be grounds for suspension of meeting room privileges. Individuals or groups will receive one warning. A second occurrence will result in a 3 month suspension of meeting room privileges. Repeated violations may result in a longer suspension.

Updated 11.19.2009