Meeting and Conference Room Policy

Purpose

Library meeting and conference rooms are designed primarily to meet the operational needs of the library and offer accommodation for educational, informational, cultural, and civic functions of the Glen Ellyn Community.

Priority

The meeting and conference rooms are available with a reservation on an equitable basis. Priority use of these rooms will be given in the following order:

1. Glen Ellyn Public Library-sponsored meetings or programs
2. Meetings scheduled by Glen Ellyn Public Library cardholders
3. Meetings not scheduled by Glen Ellyn Public Library cardholders

Applicable Rules and Laws

• Users are subject to library policies, including the Code of Conduct.
• Meeting and conference rooms may not be used for private social functions, programs that are not suitable for the library’s physical facilities, or which would interfere with the library’s normal operation. Activities which present a clear and present danger to the welfare of the participants, attendees, library staff, visitors, and/or the community will not be permitted.
• Users may not discriminate on the basis of race, sex, color, creed, national origin, religious belief, or disability.
• Use of library meeting rooms does not imply endorsement of the views or activities of the meeting organizers by the library.
• Users must provide reasonable accommodations for persons with disabilities in accordance with the Americans with Disabilities Act.
• Meeting and conference rooms are subject to capacity limits.
• Tables, chairs, and other equipment are subject to availability.
• Users may not access meeting rooms outside of normal library hours.
• Library staff must be able to access meeting and conference rooms at any time.
• 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.
• Users must exit at library closing.

Use and Care of Facilities

• Nothing may be attached to the walls, ceiling, floor, furniture, equipment, or doors of the meeting and conference rooms.
• The library retains the right to monitor all activities conducted on the premises.
• The library may relocate any scheduled activity if circumstances warrant.

Reservations

Please include time for your own preparation and clean up in the length of your reservation. The library reserves the right to limit meeting and conference room availability to ensure adequate staff set up and tear-down time.

Meeting Rooms

• Reservation requests must be submitted at least 48 hours prior to the requested date
• Groups may request up to 12 reservations per calendar year

Conference Rooms

• Groups may request one reservation per Sunday-to-Saturday period
• Reservations are up to two hours in length
• Reservation requests can be made the day of, day before, or more than 48 hours in advance

Cancellation, Failure to Show, and Policy Violations

• • The library reserves the right to cancel any reservation due to violation of library policy, attendance greater than fire code regulations, or in the event of a building or weather emergency.
  • Reservations will be honored for 15 minutes past the scheduled start time. If the person who reserved the room does not check in by 15 minutes past the scheduled start time, their record will reflect a “No Show” and the reservation may be cancelled. Users with two “No Shows” may lose their reservation privileges.

• Policy violations, including excessive littering, breakage, damage, or theft, failure to exit at closing may result in loss of reservation privileges. If policy violations have occurred, the Meeting Room Coordinator, Library Services Director, or Library Director will notify the person who reserved the room.

Publicity and Sales

• The name and contact information of the library may not be used in any publicity except as a designation of location.
• The library logo may not be used in promotions without written permission from Glen Ellyn Public Library.
• Signs or flyers may not be posted or distributed on library property except for library-sponsored events.

Appeals Process

Anyone denied permission to use a meeting or conference room may appeal the denial to the library Board of Trustees at the Board’s next regularly-scheduled meeting. Written notice of the appeal and all written documentation supporting the appeal must be delivered to the Library Director at least five business days prior to the Board meeting.