Meeting
Room Policy
The meeting rooms of the Hinsdale Public Library are available
primarily to meet the operational needs of the Library and Library-related
organizations like the Hinsdale Library Foundation and the
Friends of the Library. Activities sponsored or co-sponsored by
the Library or a Library-related organization have priority.
When not being used for the above mentioned activities, meeting
rooms may be booked by not-for-profit organizations and groups
and by businesses subject to the following policies, procedures,
and requirements:
Facilities : Two rooms are available for public meetings, all
located in the Library's lower level. The Meeting Room seats up
to 80 people in a theater arrangement; the Storytime Room seats
up to 35 people in a theater arrangement.
Reservations : All reservation requests must be submitted in writing
on a "Library Meeting Room Reservation Request" form
(see attached) to the Library Administration Office at least five
days before the proposed meeting or event. The Reservation Request
must be signed by an active member of the organization who is both
a resident and at least 18 years old. This individual will be the liaison
between the organization and the Library and someone the library
can contact if needed. Requests will be considered in the order
they are received.
The Meeting Room and Storytime Room may be reserved
up to six months in advance. To the extent possible, staff will
accommodate requests for use of a particular room, but rooms will
be assigned or reassigned as needed in accordance with what is
deemed to be in the best interests of the Library. No organization
may meet in the Library regularly more than two days per month
without the approval of the Library Board.
Fees : There is no fee for use by not-for-profit organizations.
Businesses will be charged $20.00 per hour for use of a meeting
room which must be paid at the time of application. Room use fees
will be
returned if the room is unavailable or if the business cancels
the reservation at least one week in advance.
Hours: Meetings shall be held during regular Library hours and
rooms cleared at least 10 minutes before
closing time.
Access to Meetings : All meetings must be open to
the general public except for closed sessions convened by governmental
bodies in compliance with the Illinois Open Meetings Act. No organization
or business may charge admission to those who attend a meeting
or function. An organization may, however, ask its membership for
contributions to help defray expenses directly related to a particular
program held in the Library, provided such contributions are neither
collected in the Library nor solicited, directly or indirectly,
from the general public as a mandatory price of admission.
Activities held in the Library are subject to the requirements
of the Americans with Disabilities Act (ADA) .
Organizations must comply with applicable ADA requirements
when using Library meeting rooms and are responsible for providing,
and if necessary paying for, qualified interpreters or auxiliary
aids requested in order to accommodate any person(s) in accordance
with such requirements.
Information about Meetings and Organizations: Public notice about
scheduled meetings will be posted each month in a designated area
of the Library. The notice will include: the date and time of the
meeting; the meeting room assigned; the name of the organization
or business; the nature and purpose of the meeting; and the name
and phone number of the organization's Liaison.
Completed " Library Meeting Room
Reservation Request " forms are public records
and will be made available to the public or press upon written
request.
Set-up and Clean-up: Organizations must provide for reasonable
clean-up after a meeting. Library staff will not be made available
to provide support services such as carrying equipment or materials
into or around the Library, operating projectors and other equipment,
and making coffee or photocopies. Organizations must bring their
own supplies and refreshments. Equipment, supplies, and the personal
effects of an organization or any of its members may not be left
or stored in the Library on a continuing basis.
Library Equipment : The Library provides audio-visual equipment
for use in the meeting rooms. The group must provide a knowledgeable
person to operate any equipment. A group may request, at least
one week in advance, training on how to use the equipment.
Behavior: Organizations that meet in
the Library, as well as the individuals who attend their meetings,
must comply with all policies, rules, and regulations outlined
in the statement of "Policies Governing Behavior in the Library," copies
of which are available at all service desks as well as from the
Library Administration Office.
Food and Other Refreshments: Use of food and other refreshments
at a meeting or function must be approved in advance as part of
the room reservation process. Refreshments may not be taken from
a meeting room.
Alcoholic beverages are not allowed in the Library. Neither smoking
nor other use of tobacco is permitted on Library premises.
Responsibility: An organization's liaison, as well
as the organization itself, shall be held responsible for damage
to Library property. It is expected that the liaison will attend
each meeting and will assume responsibility for coordinating an
organization's activities and behavior while it is using the Library.
A liaison must attend, and assume direct responsibility for, any
function in which there are participants under the age of 18.
Sponsorship or Endorsement : Use of Library meeting room space
by an organization does not constitute Library sponsorship or endorsement
of the organization or its activities. Advertisements or announcements
that either directly or indirectly imply otherwise shall not be
permitted .
Prohibited Uses and Activities : Library meeting rooms may not
be used to promote or advertise, directly or indirectly, a commercial
product or service. Activities and materials that are obscene,
defamatory, invade a particular person's privacy, or directly incite
violence are prohibited. Materials or equipment that, in the judgment
of the Library Director, are potentially dangerous to Library users,
staff, or property may not be brought into any area of the Library.
Solicitations, Sales, and Promotions : Except as provided for
below, organizations may neither solicit nor collect donations
in the Library.
Library-related organizations such as the Friends of the Library
and the Hinsdale Library Foundation may have special sales or promotions
in the Library. Any similar activity by another organization is
prohibited unless specifically authorized by the Library Board.
Non-Compliance : The Library Director will rescind the meeting
room privileges of any organization that fails to comply with the
policies, procedures, and requirements outlined above.
Appeal Process : Decisions by the Library Director to reject an
organization's or to rescind an organization's meeting room privileges,
may be appealed. Such an appeal must be made in writing to the
Library Board no more than 14 days after formal notification of
the Library Director's decision is received. After a written appeal
is received, the Board President will appoint a committee of Library
trustees to review the matter. This committee will make its recommendation
to the Board within 60 days, and the Board will make a determination
about the appeal. Within one week, the appellant will be notified
in writing of the Board's decision.
Public Use of Meeting Rooms for Study and Other Purposes : Meeting
rooms may not be used by individuals for study or any other purpose.
Use of meeting rooms for group study is prohibited, with the following
exception.
At the discretion of the Head of the
Youth and Young Adult Services Department, or the librarian-in-charge
of the department, students in fourth grade and up who are enrolled
in a school located within the boundaries of District 181 may use
the Storytime Room for group study projects. Such usage is governed
by the statement of "Policies, Procedures, and Guidelines Covering
the Use of the Storytime Room for Group Study Projects," copies
of which are available at the Youth Services Desk.
Situations Not Covered : Any situation not specifically covered
above will be resolved by the Library Director.
