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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 on July 19, 2010.

Meeting Room Guidelines

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 schaumburg.libnet.info/reserve. 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 schaumburg.libnet.info/reserve up to 4 days in advance of the date of the meeting, program or event.
  5. Setup
    • Central Library: Setup arrangements must be requested at the time of the meeting room application. Changes may be submitted at schaumburg.libnet.info/reserve up to 1 week in advance of the date of the meeting, program or event.
    • 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 schaumburg.libnet.info/reserve.
  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. Use of Craft Supplies
    • Central Library: Use of glue, crayons, paint, markers, tape, and other craft supplies is prohibited.
    • 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 schaumburg.libnet.info/reserve 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.

Guidelines updated 11/19/2009

Meeting Room Frequently Asked Questions

Library users may visit schaumburg.libnet.info/reserve to view available meeting rooms; request, confirm or cancel reservations; and request library equipment.

Q: What is the online meeting room reservation system use 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: What if I don’t have a computer or Internet access?

A: Designated computers have been set aside at the Central Library for you to use to request meeting rooms. Staff are available to show you how to get started.

Q: Why can’t the staff continue to do this for me?

A: Use of library meeting rooms has increased significantly over the past 10 years. In 2008, more than 1000 different community meetings, programs and events were held in library meeting rooms with over 14,000 people in attendance. This is in addition to the more than 1500 library-sponsored events that are held each year.

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 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/reserve 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: Reservations are limited to 1 per 7 day period. 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/reserve 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/reserve, 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/reserve 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 Adult Information Desk at the Central Library or the appropriate branch library Information Desk.

Q: Who can I call if I have questions?

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

FAQ updated 5/1/2012