Mission & Policies
Library Meeting Room Policy
5.1 Library Meeting Room
The Downers Grove Public Library has a public meeting room available to local nonprofit organizations with at least ten members. The membership of the group must include Downers Grove residents. Except for library-related programs, the meeting room may not be used for social gatherings, such as private parties, reunions, etc. Exceptions may be made for memorial services for individuals with a strong connection to the library, such as current or former employees or trustees. The meeting room may not be used for profit-making purposes, or for promotion or presentation of products or services. The meeting room may not be used by individuals to give personal seminars, lectures, or classes.
All meetings held in the library must be open to the public and no admission fees may be charged. Groups using the meeting room may request a free will donation, but making such a gift may not be a requirement for attending the meeting.
Admission may be charged for programs sponsored by the library, and sale of goods that benefit the library, the Library Foundation, or the Friends of the Library (FOL) will be permitted in the meeting room and in other areas of the library. When an author takes part in a library-related program, the library may arrange for the sale of the author’s works at the program. The library reserves the right to require registration for library-related programs and to restrict the audience size of library-related programs.
The library reserves the right to refuse the use of the meeting room to any group for any activity which may interfere with the ordinary functions and activities of the library or which may cause excessive noise, a safety hazard, or a threat to public health, safety and property. Failure to abide by the library’s meeting room policy and rules of conduct may result in the cancellation of or refusal of future reservations. Use of the meeting room does not constitute library endorsement of the viewpoints expressed by the participants in the programs.
5.1.1 Use of the Meeting Room
Seating in the meeting room is limited to a maximum of 150 people in the whole room and 50 people in each half room, with the standard set up. The addition of tables and equipment may reduce the allowable number of occupants. The Library reserves the right to determine the maximum occupancy for any meeting room configuration in order to ensure accessibility and the safety of attendees.
Box lunches or light refreshments may be served in the meeting room, but full dinners or banquets are not permitted. Food may not be taken from the meeting room to other areas of the library. When the meeting room is divided, the kitchen is available only to the organization using the south half of the room. The library does not provide refreshment equipment or supplies. Groups using the meeting room may not store their supplies or equipment at the library.
Alcoholic beverages are not permitted in the library. The only exception is for after-hours, library-related programs for which the appropriate licenses and insurance have been provided.
The library is a smoke-free environment.
The meeting room is available during the library’s regular hours No meetings will be scheduled prior to the library’s opening time. Meetings must end, the room (and the kitchen when used) must be returned to its original state, and participants must exit from the building within 10 minutes after the library closing time, unless special arrangements have been made in advance to continue a meeting past the library's closing time.
For an additional fee, a group may schedule a meeting to continue up to one hour past the library closing time. Use after closing time must be scheduled when the meeting room reservation is made. Late meetings will only be permitted when staff qualified to secure the building are available to be scheduled. When staying past the regular closing time, the meeting room must be vacated by 10:00 p.m. Monday through Friday and by 6:00 p.m. Saturday and Sunday. The entry doors to the library are locked at closing time and reentry to the building is not allowed.
Groups of children through grade 12 may use the meeting room with adult supervision. The adult supervisor must sign the meeting room application taking responsibility for the group and must be in attendance at all times.
5.1.2 Meeting Room Fees
The following fees are charged for use of the meeting room:
$15.00 half room with a standard setup of 50 chairs, two tables, and requested audiovisual equipment, up to 4 hours usage
$30.00 whole room with a standard setup of 120 chairs and two tables, and requested audiovisual equipment, up to 4 hours usage
$10.00 additional fee for special set up, including additional tables, chairs, etc.
$15.00 additional fee for up to one hour usage past library closing time (per hour or part thereof)
$25.00 piano rental (per use)
Fees must be paid at the time the application form request is submitted to the administrative office. Fees will not be charged to library-affiliated organizations or to local governmental agencies. In the event that the library cancels a meeting, the meeting room fees will be reimbursed. In cases where an organization or individual cancels a meeting at least one week before the scheduled meeting date, the meeting room fee will be reimbursed. If a meeting is canceled less than one week before the date of the meeting, the meeting room fees will not be reimbursed.
5.1.3 Meeting Room Setup
The library provides tables, chairs, and audiovisual equipment as is indicated on the application form. Groups using the meeting room are responsible for indicating the number of tables and chairs, and any equipment required on the application form. The library will provide tables, chairs, and equipment as requested on the application form, subject to the availability of such items. The library does not provide staff to assist in meeting room set up at the time of the meeting or to operate audiovisual equipment. Changes in the set up or equipment must be requested at least three weekdays in advance through the administrative office Monday - Friday 9:00-5:00.
Meeting room users are responsible for operating any audiovisual equipment they require. Instruction in operating library-owned audiovisual equipment is available from the administrative office. This instruction must be scheduled with the office well in advance of the date needed, to ensure that staff is available at a mutually convenient time.
5.1.4 Reserving the Meeting Room
Application for use of the meeting room must be made on the meeting room application form. Applicants must be age eighteen or older. The form must be returned to the administrative office, with the appropriate fees, within two weeks of the date the reservation is made. The application and payment must be returned at least one weekday before the day of the meeting when the reservation is made less than two weeks from the meeting date. Room reservations are assigned in order of receipt of application, with library-related programs and Friends of the Library (FOL) programs receiving first priority and village government programs receiving second priority. Local organizations receive third priority.
The program year runs from September 1 through August 31. Recurring meetings cannot be reserved further ahead than the current program year. Confirmation of reservations will be given in writing. With the exception of library-related programs and FOL-sponsored programs, no organization may reserve the library meeting room more than twice in the same month.
The library reserves the right to cancel any reservation due to unforeseen circumstances. The library may also cancel a group's reservation(s) if the meeting room policies are violated.
5.1.5 Responsibilities Under the Americans with Disabilities
The Americans with Disabilities Act (ADA) requires that meetings and programs held in public buildings be accessible to people with disabilities. The meeting room is physically accessible to people with disabilities. However, groups using the room are required to comply with the ADA by providing qualified interpreters or auxiliary aids when requested by people wanting to attend a program or meeting. In addition, any publicity by a group announcing a meeting or program must contain a public notice accommodation statement with the group’s contact person's telephone number. The library is not responsible for and will not provide interpreters or auxiliary aids, but can provide assistance in locating these aids.
5.1.6 Responsibilities of Users
A group requesting the use of a meeting room must designate one person to assume responsibility for the group's activities in the library. This individual must sign the meeting room application form and see that the group follows all of the rules and regulations described in the information sheet that accompanies the application. Any group that violates the rules and regulations may lose the right to use the meeting room.
Because reservations are often made far in advance, at the time of the meeting a representative of the group using the room must sign a brief form that states that he or she accepts responsibility for use of the room and for the conduct of the attendees. The room will not be opened for the meeting until the responsibility form has been signed.
The library is not responsible for any accidents that may happen to individuals attending programs or meetings that are not sponsored by the library. Organizations using the meeting room will be held responsible for any accident occurring as a result of the group's activities. Nor is the library responsible for lost property. Meeting room users will be held responsible for any damage to the library building, grounds, or equipment due to negligence or willful misconduct.
At the conclusion of a meeting, the room, and the kitchen if used, must be returned to its original condition. The library reserves the right to assess additional custodial fees if a group does not leave the room in a clean and orderly condition.
Publicity announcing meetings in the library should in no way imply library sponsorship or endorsement of the organization or program. Publicity may include the library’s name and address but may not include the library's phone number. Only activities sponsored by the library will be advertised by the library. Posters or flyers advertising a non-library sponsored program are not permitted outside the meeting room. Groups can submit posters (no larger than 12 x 18 inches) about their organization's activities to be posted on the Community Bulletin Board. Material on the bulletin board is changed once each week, so posters must be submitted well before the day of a particular meeting. The library does post a notice of the meeting immediately outside the room on the day of the meeting. The Friends of the Library and the Downers Grove Library Foundation are the only groups that may list the library as their mailing addresses.
Adopted 5/27/86; last revised 5/13/2009