Meeting Rooms

The meeting room facilities of the Glen Ellyn Public Library are available to groups and organizations in accordance with regulations established by the Library Board of Trustees. Use of the meeting room by any group or organization does not constitute an endorsement by the Library Board of the group's policies or beliefs.

Meeting Room Parameters:

Permissible Users
Excluded Users
Priority Use
Frequency of Use
Hours of use
Meeting space capacity
Fees for use

Equipment Use
Kitchen Use
Reservations
Appeals Process
After-hours Closing / Procedures
Other Regulations

Permissible Uses

The meeting room may be used for the following purposes:

Meetings of the Glen Ellyn Public Library Board of Trustees
Glen Ellyn Public Library sponsored meetings or programs
Glen Ellyn Public Library related meetings or programs
Meetings of official agencies, committees, and boards of units of government.
Business, civic, cultural or educational meetings

Excluded Uses

Private social functions
Programs which are not suitable for the Library’s physical facilities, or which would interfere with the Library’s normal operation
Programs or gatherings which present a clear and present danger to the welfare of the participants, attendees, Library staff and patrons, and/or the community

Priority Use

Priority for use of the meeting rooms will be given in the following order:

Meetings or programs of the Library Board of Trustees, Library sponsored meetings or programs and Library-related meetings or programs.
Meetings or programs of all other groups/organizations. The date of receipt of the application will determine priority if there is a conflict.

Frequency of Use

Any one group/organization may use the meeting room a maximum of twelve times a calendar year.

Hours of use

Access to the Meeting Room is not permitted prior to the posted opening time for the Library. Any program or meeting room preparation time should be included in the request for use.

Meetings may extend beyond the regular library closing time by no more than 1 ½ hours. Notification of extended hours must be in writing on the Meeting Room Application.

Meeting space capacity

Attendance is limited according to posted fire code restrictions. For attendance limits please refer to the Room Arrangement Request Form. The Room Arrangement Request Form must be submitted with the application. If no plan is submitted, the Library’s room arrangement must be used. No group may do its own setup.

Fees for use

All applicable fees for each meeting must accompany the application form and will be returned if application is denied. For specific fees, please consult the Meeting Room Application form.

Equipment Use

Upon adequate notice, the Library provides the following equipment at no charge: folding tables, chairs, podium, chalkboard, projection screen, AV cart, easel stand.
Upon payment of a fee, the following equipment is available:

Overhead projector, TV monitor and VCR, slide projector, microphone, and telephone line for local connections. There is a base charge for use of the telephone line for local connections. Additional line charges will be billed to the applicant.

Kitchen Use

A fee is charged for refreshment clean up and/or kitchen use for each meeting when food is served. The Library will provide the use of a coffeemaker. The organization must furnish and prepare its own coffee. The Library does not provide consumable supplies.

Only light refreshments are permitted in the meeting room. No cooking is allowed.

Reservations

All applications for meeting room use must be made by a Glen Ellyn Public Library cardholder age 18 or older. Glen Ellyn based businesses or not-for-profit organizations must submit an application with the signature and name, address and phone of the employee who will be present at the meeting.

It is the obligation of the meeting room applicant to communicate all pertinent meeting room rules and room arrangement decisions to all speakers, performers, members, etc. who will be assisting with the program or meeting.

Obtaining permission to use one of the meeting rooms requires submission of a Meeting Room Application to the Business Office. Reservations are confirmed by receipt of forms and fees within five (5) business days of the initial request. Unconfirmed reservations will be canceled and the room made available to other groups. Rooms may be available on a walk-in basis provided the group fills out the necessary paperwork, pays any fees and is willing to accept the room set-up "as is". Cancellation less than 24 hours prior to scheduled meeting time and "no shows" will result in forfeiture of fees and cancellation of other scheduled room reservations.

Room reservations will be granted on a library program-year basis (September – August 31). Applicants wishing priority consideration must submit forms by the previous July 15. All applications received by that date will be considered equally. Applications received after that date will be considered on a first come – first served basis.

The Room Arrangement Request Form must be submitted with the application. If no plan is submitted, the Library’s room arrangement must be used. No group may do its own setup.

Last-minute requests for tables, chairs, audiovisual equipment, etc. will not be honored.

Requested changes in meeting room setup may be submitted to the Business Office no later than 24 hours prior to the event. An affirmative response from the Business Office must be received to confirm the room arrangement change. Any additional fee resulting from the change in arrangement will be due and payable no later than the time of the meeting.

Requested changes in meeting room setup may be submitted to the Business Office no later than 24 hours prior to the event.

Appeals Process

The Business Manager or Library Director will notify in writing the person who applied to use the room of any violations of the meeting room regulations.

A group or organization which has been denied permission to use the meeting room by the Business Manager and Library Director may appeal such denial to the Library Board of Trustees at the Board’s next regularly scheduled meeting. However, written notice of said appeal and all written documentation supporting the appeal are to be delivered to the Library Director at least five business days before such Board meeting.

The Board of Trustees of the Glen Ellyn Public Library will review the Meeting Room Policy and its regulations periodically and reserves the right to amend them at any time.

After-hours Closing / Procedures

The meeting room and kitchen area must be left in a clean and orderly condition, and all equipment and appliances must be left unplugged.
The lights in the meeting rooms should be turned off.
Doors to the meeting rooms should be closed.
Washrooms in the vestibule should be checked to be sure that all attendees have exited the building.
Make sure that the outer doors are closed completely. The door will lock automatically. If the door fails to lock notify the Glen Ellyn Police at 469-5265 (non-emergency)

If a group has members or meeting attendees in the building beyond regular Library hours, the group automatically assumes full responsibility for following the closing procedures outlined above.

Other Regulations

Minors may use the meeting rooms only under direct and constant supervision of adults, who will assume full responsibility for activities and conditions
Meeting room attendees are requested to use the far end of the library parking lot.
It is the responsibility of the group/organization to insure compliance with fire code restrictions relating to meeting room occupancy limits.
Nothing may be attached to the walls, ceiling, floor, furniture, equipment or doors of the meeting room.
No smoking or alcohol is allowed in the meeting rooms.
The meeting room and kitchen area must be left in a clean and orderly condition and all equipment and appliances must be left unplugged.
The meeting room applicant and the group or organization shall be jointly and severally liable for any breakage, damage or theft of any Library property caused by members or guests of the group or organization.
Should any special cleaning or costs related to violation of regulations be required as a result of a group’s use of the meeting room, a reasonable charge will be made for janitorial labor and equipment.
The Library does not permit use of additional electrical equipment other than that provided by the Library in the kitchen or meeting room without prior approval.
No group or organization may store equipment or materials in the Library, except on a temporary basis with the Business Manager's permission.
The Library is not responsible for the loss of or damage to any equipment or material owned or rented by a group/organization meeting in the Library.
Organizations using the meeting rooms may not use the Library as its mailing address or telephone number.
In accordance with library policy, collections are not permitted. Solicitations and fundraising within the Library are not permitted. Exceptions are allowed for Library-sponsored events. Sales will be permitted only where appropriate and with prior written permission.
No signs or posters pertaining to a non-Library-sponsored meeting may be posted on Library property.
Permission to use the meeting room does not constitute endorsement of the subject matter of the meeting, or the group's or organization's beliefs and policies. As a result, publicity on non-Library-sponsored meetings must in no way imply Library sponsorship.