Meeting Room Policy

Meeting Room Policy

Wauconda Area Public Library District

Approved by the Board of Library Trustees originally on November 10, 2003
Revised February 11, 2013

Revised by the Board of Library Trustees January 8, 2018

1.0 The Wauconda Area Public Library District provides meeting rooms for civic, cultural, educational, and public information meetings providing the member booking the room is a Wauconda Area Public Library cardholder in good standing and represents one of the following:

·         Not-for-profit groups whose membership is located within the Library district boundaries.

·         Government bodies located within Library district boundaries.

·         Business and professional organizations located within Library district boundaries.

·         Business owners who own or rent property within Library district boundaries.

2.0 Permission to use a meeting room does not constitute an endorsement of a group’s policies or beliefs.  Advertisements for any meeting held in the Library must not imply Library endorsement or sponsorship of that meeting. Violation of this rule will result in immediate cancellation of the use of the meeting room and future applications for use of the meeting room may be denied.

3.0 No organization may use the Library as its official address except the Wauconda Area Library Foundation.  The Library is not responsible for items owned by community groups and left in the Library, nor can the Library provide storage for the property of organizations that meet here.

4.0 Meetings must be made open to the public. Individuals, groups or organizations using a meeting room assume full responsibility for paying for and providing special accommodations that are requested by participants in accordance with the Americans with Disabilities Act.

5.0 The meeting rooms may not be used for:

·         Programs or events involving the sale, advertising, solicitation or promotion of commercial products or services with the exception of programs sponsored by the Wauconda Area Public Library.

·         Partisan or individual candidates’ political meetings or events (such as political rallies, demonstrations, movies, fundraisers, promotion, protesting, or endorsement of political candidates or agenda).

·         Religious or philosophical/motivational groups that wish to hold services, ceremonies, prayers or events to recruit new members.

·         Meetings for family, personal, or strictly social reasons, such as family reunions, weddings, receptions, birthday parties, etc.

·         Any activity that is in violation of local, state, or federal ordinances or laws, including copyright and public performance laws.

·         Depositions

·         The Library’s meeting rooms are not available to individual political parties, candidates, or to individuals or group who wish to use the rooms to support or oppose political parties or candidates.

6.0 Meetings must be held during regular Library hours, and reservations must be made in advance and in-person. Applications for use of the meeting rooms are taken on a first-come, first-served basis, upon receipt of a completed Meeting Room Application.  The group’s authorized representative reserving the room must be at least 18 years of age. The Library should be notified if a cancellation becomes necessary.

7.0 Failure to cancel sooner than 24 hours before the meeting is scheduled may result in future applications being denied.  The only person authorized to cancel a meeting is the signer of the application or the contact specified on the application.

8.0 Applications must be submitted in writing at least seven days prior to the meeting date in order to allow sufficient time to process the application and notify the contact person. They will be accepted no earlier than two months before the desired meeting date. For example, for a meeting to be held on April 10, the earliest date an application may be submitted is February 10.

9.0 Library personnel will set up and take down the room.

10.0 The meeting rooms must be left in the condition in which they were found before the meeting.  If damage or mess results from the use of a Library meeting room, a fee may be assessed.  The minimum fee for this will be $25, but the fee may be higher, based on the cost of repairing the damage or cleaning up the room. 

11.0 The Library is unable to supply laptop computers or tablets for non-Library sponsored events.

12.0 Piano recitals require payment of a special fee of $25 to help defray the cost of annual tuning and maintenance of the piano.

13.0 No group may reassign the use of the room.

14.0 Smoking is not permitted at any time in the meeting rooms or in any other area of the Library in accordance with the Illinois Clean Air Act.

15.0 No behavior is allowed in the meeting rooms that may result in the damaging of any of the carpeting, furniture, walls, or fixtures.  If such damage occurs, the organization using the room will be held responsible. The potential for any such damage may be considered grounds for denial of the organization’s application.  Meetings that would cause disturbance or otherwise interfere with normal Library activities and work in any way will not be permitted.

16.0 Meeting rooms must be restored to their original, clean condition.

17.0 Priority will be given to Library sponsored programs and meetings.

18.0 The Library reserves the right to cancel the reservations for any meeting. The Library will make an effort to provide notice of such cancellation at least seven days in advance of the scheduled use of the room.

19.0 The use of a meeting room is subject to the Library's sole and exclusive discretion. Accordingly, the Library reserves the right to deny the use of any meeting room to any group.

20.0 If an organization is denied the use of a meeting room by the administration office, it can appeal to the Library Board of Trustees at the next regularly scheduled monthly meeting.