Meeting Room Policy


Permissible Use
Excluded Use
Priority Use
Frequency of Use
Hours of Use
Meeting Space Capacity
Fees for Use
Reservations
Equipment Use
Appeals Process
Other Regulations

Permissible Use

The meeting rooms 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 not-for-profit official agencies, committees, and boards of units of government, organizations, or groups.

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Excluded Use

The meeting rooms may not be used for:

  • 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

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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.

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Frequency of Use

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

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Hours of Use

Access to the Meeting Room is not permitted prior to the posted opening or to run after the posted closing times for the Library. Any program or meeting room preparation time should be included in the request for use. Due to liability and insurance regulations, all meetings must conclude no less than 15 minutes prior to library closing; the room must be cleared and all attendees must have exited the premises by library closing, or an additional charge of $25 will be assessed.

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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.

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Fees for Use

To reserve rooms A & B together a $40 fee will be applied. Fees must accompany the application form and will be returned if application is denied. To pay online visit our epay page.

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Reservations

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

Applications are accepted online through the website, or by contacting  Meeting Room Coordinator Laurie Gornik at (630) 790-6727,  or emailing Laurie at lgornik@gepl.org.

At the time of application, room set up must be chosen, and applicable fees accepted.

Reservations are confirmed via email within five (5) business days of the initial request.   All applicable fees must be received before confirmation will be sent.  Unconfirmed reservations will be cancelled and the room made available to other groups. 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.

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.

Room reservations will be granted on a quarterly basis, and will be considered on a first come – first served basis.

Requested changes in meeting room setup (including requests for tables, chairs, or audiovisual equipment) may be submitted to the Meeting Room Coordinator no later than 24 hours prior to the event. An affirmative response from the Meeting Room Coordinator 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.  No changes in equipment or set-up will be honored less than 24 hours prior to the event.

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Equipment Use

Upon adequate notice, the Library provides the following equipment at no charge: folding tables, chairs, podium, whiteboard, projection screen, AV cart, easel stand, projector, TV monitor, DVD player, slide projector, microphone, and telephone line for local connections.

If changes are needed contact Meeting Room Coordinator Laurie Gornik at (630)790-6727, then press 1 or email Laurie at lgornik@gepl.org.

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Appeals Process

The Meeting Room Coordinator 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 Meeting Room Coordinator 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.

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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.

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.

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

No smoking or alcohol is allowed in the meeting rooms.

The meeting room must be left in a clean and orderly condition.

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.

The Library does not permit use of additional electrical equipment other than that provided by the Library in the meeting room without prior approval.

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, solicitations and fundraising on Library property 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 without prior approval of the Director or the Director’s designee.

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, all publicity must state that the event is not a library sponsored event.

All oral and written promotions of the meeting must include a special accommodation for the disabled.  A phrase such as “individuals with disabilities who plan to attend this program and who require certain accommodations in order to observe and/or participate in the program are requested to contact (insert group member’s name) by calling phone number (insert your group member’s phone number), at least 5 days prior to the program so that reasonable accommodations can be made” should be included in all publicity. The sponsoring group/organization is responsible for arranging and funding the requested special accommodation.

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Visit this page to sign up for a meeting room.