Meeting Room Policy 

It is the policy of Library Board of Trustees to provide meeting room space free of charge to Library cardholders for educational purposes or for administrative activities of non-profit associations.  It is the intent of the Library Board of Trustees to create a limited public forum for these purposes only.  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. 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 fund raising 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. 

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. 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. 

Approved by the Schaumburg Township District Library Board of Trustees on May 17, 2021. 

Meeting Room Guidelines 

Application for Use 

  1. Applications for the use of meeting rooms may be submitted online at schaumburg.libnet.info/reserve. Please call the Adult Information 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 up to 4 days in advance of the date of the meeting, program or event. 

  3. Setup 

  • Setup arrangements must be requested at the time of the meeting room application. Changes may be submitted by calling (847) 923-3347 up to 1 week in advance of the date of the meeting, program or event.  

  • Same day set-up assistance may not be available.  

  1. 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). 

  2. 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. 

  3. Reservations are limited to one per seven-day period. No group can book consecutive Saturdays or consecutive Sundays. 

  1. Meeting rooms are available for use during Library open hours only and must be vacated 15 minutes before the library closes.  

  1. 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. 

  1. 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.  

  1. The applicant is responsible for ensuring that any film viewed in a Library meeting room has public performance rights. 

  1. Groups may not rearrange Library furniture or move tables, chairs or other furnishings to or from other parts of the Library.  

  1. Meeting rooms are to be left as they are found. Waste must be placed in appropriate garbage and/or recycling receptacles. 

  1. No food may be served in Library meeting rooms. Covered beverages are allowed. 

  1. Library staff must have free access to meeting rooms at all times. Groups may not cover windows or block or lock meeting room doors. 

  1. The Library kitchen and piano are not available for use. 
  1. 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. Capacity may vary depending upon room set up. 

  1. 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 (847) 923-3471 at least 24 hours prior to the scheduled use. No person or group may assign its reservation to another person or group. 

Guidelines updated 05/17/2021 

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.

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

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/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: 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/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 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