Purpose
The 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 Glen Ellyn Community. Users should be familiar with the Code of Conduct.
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, or programs or gatherings which present a clear and present danger to the welfare of the participants, attendees, library staff and visitors, and/or the community.
The library does not discriminate based on political or religious beliefs or on any other constitutionally or statutorily prohibited basis. The library does not advocate or endorse the viewpoints expressed during meetings or by meeting room users. Events taking place in the meeting room may not be closed to any person due to age, gender, race, religion, national origin, disabling condition, or any other legally protected category.
Priority
Priority for use of the meeting rooms will be given in the following order:
- Glen Ellyn Public Library-sponsored meetings or programs
- Meetings scheduled by a Glen Ellyn Public Library cardholder
- Meetings not scheduled a Glen Ellyn Public Library cardholder
Use and Care of Facility
Access to meeting rooms is not permitted outside of normal library hours. Preparation and clean up time must be included in the reservation request. Use of meeting rooms is subject to all Facilities Use policies, including the Smoking, Vaping, and Chewing Tobacco and Solicitation and Fundraising policies.
Minors may use the meeting rooms only under direct and constant supervision of adults, who will assume full responsibility for activities and condition of the rooms.
Nothing may be attached to the walls, ceiling, floor, furniture, equipment, or doors of the meeting room.
Additional costs will be assessed if the room is left excessively littered or for any breakage, damage, or theft of library property.
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.
Due to liability and insurance regulations, all meetings must conclude no less than 15 minutes prior to library closing; all attendees must exit by library closing, or an additional charge of $25 will be assessed. Multiple violations of this shall result in revocation of library meeting room privileges.
The library retains the right to monitor all meetings, programs, and events conducted on the premises.
The library may relocate any scheduled meeting if circumstances warrant, and staff must always have free access to meeting rooms.
All meetings must be open to the public.
Cancellations
The library reserves the right to cancel any meeting due to attendance in excess of fire code regulations or in the event of a building or weather emergency.
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.
Admission fees, sales, solicitations or fundraising are not permitted within the library except for library-sponsored events.
Signs or flyers may not be posted or distributed on library property except for library-sponsored events.
Violations of Policy
If any policy violations that may incur costs have occurred, the Meeting Room Coordinator, the Library Services Director, or Library Director will notify the person who reserved the room.
Appeals Process
If a group or organization has been denied permission to use the meeting room, they may appeal the 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.