Meeting Rooms


It is the policy of the Library Board of Trustees to provide meeting room space to Library cardholders in good standing, for educational purposes, or for administrative activities of non-profit associations. All use must clearly and unequivocally conform to all policies approved by the Library Board of Trustees. The Hanover Park Branch Library Meeting Room is also available on the same terms and conditions 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, and regardless of age, sex, race, religion, national origin, disability, or other protected status. 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.

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. Meeting Rooms may not be used for fundraising activities. 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.

The Library reserves the right to terminate meetings, programs and events that disrupt or interfere with normal Library operations.

Endorsement


The Library is not responsible for the content of meetings, programs or events held in its Meeting Room spaces by any individual, group, or organization. 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 promotional materials about the meeting, program or event:

The Schaumburg Township District Library provides Library Meeting Room space as a community service. The Library does not sponsor, endorse, or promote this event; the presenting group or individual; nor the philosophies, practices, speech, or views of any presenter, participant, or attendee.

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 with the account in good standing, applicants agree to: abide by this Meeting Room policy and all other Library policies; 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 and failure to comply with Library policies are 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.

The applicant must agree to indemnify and hold the Library harmless for any loss or liability (including attorneys’ fees) that arise from or are alleged to have arisen our of any third-party claim relating to the applicant’s use of a Meeting Room. The Library reserves any privileges, defenses, and immunities granted to the Library under statute or common law.

Fees may not be charged to participate in activities in Library Meeting Rooms and donations may not be solicited. The Library retains the right to monitor all meetings, programs and events conducted on the premises to ensure compliance with Library regulations.

Requests to use the full Rasmussen Room must be approved by the Library Board of Trustees.

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.

Meeting Room Guidelines

Application for Use

  1. Applications for the use of meeting rooms may be submitted up to 90 days in advance online at schaumburg.libnet.info/reserve. Please call the Desk at (847) 923-3347 for assistance.
  2. 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. Equipment must be requested at the time of the meeting room application. Changes may be submitted by calling (847) 923-3347 at least 4 days in advance of the date of the meeting, program or event.
  3. Applicants may be asked to provide proof of adequate insurance (naming the Library as an additional insured) and/or a security plan when deemed necessary or appropriate by the Library Director in their sole discretion. Failure or refusal to comply with any request of the Library Director or staff prior to or during a reservation may result in cancellation of the reservation or suspension of Meeting Room privileges.
  4. The Library may charge fees for the use of its Meeting Rooms as determined by the Library Director, including fees for costs related to security and related services where the Library Director determines that such additional services are necessary. The determination of the scope of security or other services needed and the selection of the services provider is in the sole discretion of the Library Director
  5. Setup
    • Setup arrangements must be requested at the time of the meeting room application. Changes may be submitted by calling (847) 923-3347 at least 1 week in advance of the date of the meeting, program or event.
    • Same day set-up assistance may not be available.
  6. 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 at https://schaumburg.libnet.info/myreservations and then submit a new application for meeting room use at schaumburg.libnet.info/reserve or by calling (847) 923-3347.
  7. 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.

Procedures

  1. Upon arrival, all groups must check in at the Central Library or the appropriate Branch Library 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.
  3. The applicant is responsible for ensuring that any film or other media viewed in a Library meeting room has public performance rights.
  4. Groups may not rearrange Library furniture or move tables, chairs or other furnishings to or from other parts of the Library.
  5. Meeting rooms are available for use during Library open hours only and must be vacated 15 minutes before the library closes.
  6. Meeting rooms are to be left as they are found. Waste must be placed in appropriate garbage and/or recycling receptacles.
  7. No food may be served in Library meeting rooms. Covered beverages are allowed.
  8. Library staff must have free access to meeting rooms at all times. Groups may not cover windows or block or lock meeting room doors.
  9. The Library kitchen and piano are not available for use.
  10. No group may use the Library as a mailing address. The Library does not provide storage for any group.

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 or exceeds capacity as posted by the local Fire Department. Capacity may vary depending upon room set up.
  2. Groups must cancel meeting room reservations at schaumburg.libnet.info/myreservations or by calling Central Library (847) 923-3347, Hoffman Estates Branch (847) 885-3511, or Hanover Park Branch (630) 372-7800 at least 24 hours prior to the scheduled use. No person or group may assign its reservation to another person or group.

Meeting Room Frequently Asked Questions

Q: What is the online meeting room reservation system used for?


A: The online reservation system is designed to make the process easier, quicker and more convenient for library users. The system is available from the comfort of your home or office 24 hours a day, 7 days a week.

Q: How do I get started?


A: Visit schaumburg.libnet.info/reserve and complete a brief form with your desired date and time and the estimated attendance of your meeting, program or event. If a room is available that matches your needs, you will be prompted to provide your name, library card number and information about your meeting, program or event. Your request will then be submitted for review by library staff.

Q: How will I know if the request has been approved?


A: Staff will review your request for compliance with our policies and guidelines, and you will receive an email within 3 business days indicating whether your request has been approved or denied. You will receive a confirmation number for all approved requests.

Q: How far in advance can I request a room?


A: You can request a room up to 90 days in advance of your meeting date. Requests will be reviewed in order of their receipt and accepted on a rolling calendar (i.e. 90 days from the current date).

Q: How do I request computer or audiovisual equipment for my meeting?


A: Requests for equipment must be submitted online at the time that the room request is made. Changes can be submitted at schaumburg.libnet.info/myreservations up to 4 days in advance of your meeting, program or event. The Library will not provide equipment that has not been requested at least 4 days in advance of use.

Q: How often can I use a room at the library?


A: No individual, group, or organization can book more than 1 reservation per 7-day period in Library Meeting Rooms. This includes different chapters, subcommittees, divisions, etc. of one organization. No group can book consecutive Saturdays or consecutive Sundays.

Q: How do I confirm my meeting, program or event?


A: Simply visit schaumburg.libnet.info/myreservations and enter your confirmation number to view your reservation.

Q: How do I cancel my reservation?


A: After viewing your existing reservation at schaumburg.libnet.info/myreservations, select Cancel. Please note that 24 hours notice is required for all cancellations.

Q: How do I change the date or time of my reservation?


A: Simply cancel your existing reservation at schaumburg.libnet.info/myreservations and submit a new request for your desired date and time.

Q: What do I need to do when I arrive at the library for my meeting?


A: Check in at the Central Library or the appropriate branch library.

Q: Who can I call if I have questions?


A: Please contact the Information Desk at the Central Library at (847) 923-3347.


Approved by the Schaumburg Township District Library Board of Trustees November 18, 2024