Community Use of Meeting Rooms Policy | Chatham Area Public Library

5-30 Public Use of Facilities: Meeting Rooms

Chatham Area Public Library’s meeting rooms are designed primarily to meet the operational needs of the library and offer accommodations for educational, informational, cultural, and civic functions of the Chatham area community. When not used for library purposes, meeting rooms are available for public use. Public access for study rooms are covered in the Public Use of Study Rooms Policy (5-35).

Priorities:

Meeting rooms are available on an equitable basis. Priority use of meeting rooms is as

follows:

Meetings, educational, informational, cultural, and civic programs sponsored or co-sponsored by the Library
Friends of the Library or Library Foundation meetings or fundraising events
Meetings of not-for-profit or community organizations based within the Library District
Meetings of for-profit organizations based within the Library District (see fee schedule for costs)
All others that are allowed per this policy and that are appropriate to the mission and facilities of the Library. (See fee schedule for costs)

Limits of Use:

Meeting rooms are not available for:

The sale, advertising, solicitation or promotion of products or services is not allowed in Library meeting rooms. This guideline is waived for all Library, Friends of the Library and Library Foundation programs of Library fundraising activities;
Commercial use, including seminars, presentations, workshops and lectures that include the sale, advertising, solicitation or promotion of products or services are not allowed in Library meeting rooms;
Social gatherings or private parties, including but not limited to birthday parties, showers, potlucks, banquets, graduations, weddings, memorials, or family reunions
Programs or gatherings which present a clear and present danger to the welfare of the participants, library staff, patrons or the community;
Programs which would disturb library users, impede library staff, endanger the library building or interfere with the functions of the Library.

Organizations may not use the Library for ongoing operational activities. Workshop fees or dues may be collected, but the public may not be denied entry to the meeting because of failure to pay.

Application Process and Cancellations:

Patrons may apply by calling the Library or by applying online at www.chathamlib.org/meeting-rooms.
Library staff will review each request for compliance within the Library’s Meeting Room Policy after the reservation has been submitted.The applicant will receive approval or denial of most requests by email within three weekdays.
If a group is denied the use of a meeting room, it can appeal that denial in writing to the Library Director, then ultimately to the Library’s Board of Trustees, who will give the final decision.
The applicant shall be the contact person, and shall be the only person authorized to make changes to the application, including room arrangements or to request additional dates for room use. The applicant must be present at the event and agree to abide by this policy and all library policies.That person is responsible for scheduling and supervising the activities of the group, and is jointly and severally liable for any damage caused by the group. No person or group may assign its reservation to another person or group.All groups of persons under 18 years of age must be under direct and constant supervision by adults.
Room bookings availability will be on a rolling 6-month calendar.
The Library reserves the right to designate which room will be assigned for use. Requests for a certain room will be honored whenever possible.
The Library must be notified as soon as possible (24-hour notice preferred) for cancellation of a reservation. Any group that abuses the meeting room Rules for Use or does not inform the library of their cancellation shall lose the right to use the meeting rooms for a period of 60 days. The Library reserves the right to cancel because of the weather or other conditions. If the library is closed, all meeting room reservations are canceled during the closure.

Use and Care of Facilities

Meeting organizers and attendees will have access to the rooms only after the Library is open and must conclude 15 minutes prior to the Library closing.
Groups needing setup time before their meeting should allow for it in their reservations. No group will be permitted to access its reserved meeting room before its reservation time.
Smoking, alcoholic beverages, hazardous materials, and/or weapons are not permitted on Library property.
Library staff is unable to deliver messages to meeting participants, except in the cases of medical emergency.
Occupants may not exceed the stated occupancy for the room and must comply with the capacity for the designated room setup.
Children’s groups with up to 20 children must be supervised by at least two adults, with one adult for every 10 additional children.
The meeting rooms are to be left as they were found. Only library chairs and tables are permitted for use in the meeting rooms.
Signage is not permitted.
Equipment, supplies, or personal effects cannot be stored in the Library before or after use. All groups must provide their own support for meeting preparation and cleanup.
All meeting room users and activity participants must follow the Library’s Rules of Conduct.
Remaining in meeting rooms beyond the reserved time may result in denial of future reservations and additional charges.

Library Equipment

Groups wishing to use any audio-visual equipment are responsible for making arrangements with library staff a minimum of one week in advance of the program, if they wish to receive instruction on its proper operation, and to confirm that the equipment meets the presenter needs.

Equal Opportunity

Activities taking place in the meeting rooms must not be closed to any person due to age, gender, sex, race, religion, marital status, political affiliation, national origin, disabling condition, or any legally protected category. Users of Library meeting rooms must comply with all applicable local, State and Federal laws and regulations, including the Americans with Disabilities Act, such as by hiring an interpreter or providing auxiliary aids when requested by the public.

Endorsement

The Library is not responsible for the content of the assembly or speech during the meetings, programs or events held on its premises. The permission to use the Library’s meeting room facilities does not constitute Library endorsement of any business or commercial enterprise, or the philosophies, practices or viewpoints of the presenters, participants or attendees; no does it constitute Library sponsorship, promotion or endorsement of any political party, political position, candidate for public office, or referendum question. Permission to use a facility is revocable and does not constitute a lease. The Library reserves the right to deny applications for use based on availability of space, availability of staff, frequency of use or as further outlined in this policy.

Advertisements or announcements implying such endorsement are not permitted. The Library will not be the phone/address contact for the event or activity.

Liability

The organization agrees to indemnify and hold harmless Chatham Area Public Library and its Board of Trustees for any and all liability arising from use of premises. Organizations using the meeting rooms will be held responsible for any accidents occurring as a result of the group’s activities.

The organization’s representative agrees to pay for all damages and losses associated with the meeting as regards the Library building, contents, and equipment.

The Library is not responsible for the equipment, materials or personal possessions of anyone attending the meeting.

Organization’s audiovisual materials must secure all necessary performance licenses and indemnify the Library for any failure to do so.

Meeting Room Capacities:

Capacity Limit

CONFERENCE ROOM

ACTIVITY ROOM

GALLERY A

GALLERY B&C

GALLERY D

GALLERIES ABCD

CHAIRS ONLY

150

TABLES AND CHAIRS

Facility Amenities	CONFERENCE ROOM	ACTIVITY ROOM	GALLERY A	GALLERY B&C	GALLERY D	GALLERIES ABCD
ACCESS TO CATERING KITCHEN		x			x	x
PROJECTOR	X		x	x		x
COMPUTER	X		laptop hookup is available	x		x
Tables for crafts and activities		x

Meeting Room Set-Up Options: The Library will provide a basic room set-up as follows:

Bahlow Conference Room options:
- Conference Room “U”-Style, tables and chairs set up for 20, with additional 10 chairs available within the room.
- Classroom Style, with 10 chairs, with additional 10 chairs available within the room.
Activity Room: Four rows of tables set-up with chair cart available of use.
Gallery A options:
- Four tables and 8 chairs presented in a square, with a chair cart available for use.
- Theater style, with 10 chairs, with a chair cart available for use.
Gallery B&C options:
- Six tables, with 12 chairs presented in a rectangle, with a chair cart available,
- Theater style, with maximum 50 chairs and one table on the South wall.
- Classroom style, with maximum of 26 chairs and 13 tables, facing the South wall.
Gallery D options:
- Four tables and 8 chairs presented in a square, with a chair cart available for use.
- Theater style, with 10 chairs, with a chair cart available for use.

There will be no fee charged for basic room setups. Custom seating arrangements or use of the large gallery space (ABCD) are available for an additional fee. Refer to Fee Schedule for more information.

LEGAL REF.: 75ILCS 16/30-60, Americans with Disabilities Act

CROSS REF.: 5-10, 5-50, 5-60

ADOPTED: MARCH 20, 2000

AMENDED: MAY 18, 2009

AMENDED: MAY 19, 2014

AMENDED: JULY 17, 2021

5-30 F Fee Schedule.pdf