Meeting Room Information

General Policy   

The meeting room in the Addison Public Library is designed to meet the operational needs of the library and provide accommodations for educational, informational, cultural, and civic functions of the Addison community. 
 

Priorities

1. Library Board and other library related meetings.

2. Educational, informational, cultural, and civic programs sponsored or co-sponsored by the library and relating to its collections and services.

3. Meetings of the Village of Addison and other agencies of local government.

4. Meetings of local, not-for-profit community groups and organizations whose aims are for educational, cultural, or civic purposes. 

5. Commercial/profit-making group meetings, provided the following criteria are met:
  a. no sales are involved,
  b. the meeting is of general interest to the public.

6. Other meetings which, in the opinion of the Director, are appropriate to the missions and facilities of the library.
 

Reservations and Scheduling

1. Reservations must be made by an adult having a valid Addison Library card.  The person making the application shall be the contact person and the only one authorized to make changes in room arrangements.  The person making the application must be present at the library before staff will open the meeting room to the group, and he or she must be present throughout the scheduled meeting.

2. An application form for use of the meeting room must be completed by library staff. Contact John Kokoris, 630-458-3303, to check room availablilty. He will fill out the application form and place it at the Circulation Desk.

3. The person making the application must sign the form within 48 hours. The completed form is filed with the Circulation Department at least three business days prior to the meeting date.  All fees and the security deposit must be paid when the application is signed;  the reservation is then confirmed.  Outside groups may not book the room more than 30 working days in advance. 

4. No organization/group may use the meeting room more than once a month or an average of once a month with the exception of events approved by the Library Board.

5. Requests will be honored on a first-come, first-serve basis.

6. Meetings may be scheduled only on days when the library is open.  Meetings will not be scheduled before library hours begin. Group representatives will not be permitted to enter the library building to set up, nor will deliveries be accepted before the regular opening time.  Cleanup must be completed before the library closes.

7. Each non-library-sponsored meeting must end at least 15 minutes before the library’s regular closing time.  A representative of the organization/group should notify the Circulation Desk when the meeting has concluded.
 

Cancellation

After an application is approved, fees are refundable only if the library cancels a meeting or a meeting must be canceled because of inclement weather.
 

Security Deposits and Fees

1. A security deposit of $50 is required and must accompany the application form.  If the library personnel discover any breakage, damage, or theft of library property caused by members or guests of the organization/group, the security deposit will be retained.  The security deposit will be returned if the application is denied.

2. A fee is required for businesses. The fee for each meeting must accompany the application form and will be returned if the application is denied.  The fee for the room itself, or base rate, covers up to two hours of meeting room use. There is no room fee for not-for-profit organizations.
   Base rate (2 hours)   $25.00
   Additional hourly rate     10.00

3. There are additional fees if refreshments are served and/or designated library equipment is used.
    Refreshment fees    $5.00

Security deposit fee for all organization/groups is $50.

Equipment

The library provides tables and chairs, lectern, presentation easel (no paper), and screen at no charge. 
 

Refreshments

1. There is a $5.00 fee for serving refreshments.  The following equipment/supplies are available without charge:
   Coffee maker (Brewing time is about 30 min.)
   Sugar bowl and creamer
   Paper towels (for cleanup use only)

2. Refreshment supplies such as cups, containers, paper goods, tea/coffee are not provided by the library.

3. Only non-alcoholic beverages and cold food such as light snacks or box lunches may be served in the meeting room.
Catered meals, other than box lunches, and food preparation are not permitted. Hotplates, Sterno cooking fuel, microwaves, and other products that are used to heat food are prohibited.

4. Refreshments may not be taken out of the meeting room.  Users will be charged for stains to the carpet caused by food and drinks, including cost of cleaning and, if necessary, replacement of the carpet.

Use/Care of Facilities and Equipment

1. The meeting room is to be left as it was found.  A library staff member will check the meeting room before and after such use and will notify user of any violations of these regulations.  Repeated violations will be cause for refusal of further use of the facilities.

2. The meeting room applicant and the organization/group that the applicant represents shall be jointly and severally liable for any breakage, damage, or theft of any library property caused by members or guests of the organization/group.  If the amount of damage exceeds the amount of the security deposit, the organization/ group  will be barred from further use of the room and the contact person’s library card will be blocked until any such fees are paid.

3. No additional furniture or equipment other than that already available to the meeting room will be provided.

4. Attendance at meetings must be limited to a maximum of 50 people.

5. The library does not provide supplies or make photocopies for organizations/groups.  All organizations/groups must allow time for their own preparation and reasonable clean up.

6. Smoking is not permitted in the library.

7. Nothing may be attached to the walls, ceiling, floor, furniture, equipment, or doors of the meeting room.

8. Children under the age of 10 years of attendees are not to be left unattended during meetings in accordance with library policy.

9. Use of the library telephone for personal calls by members of an organization/group is not permitted.  A pay phone is available in the lobby.
 

Study Rooms

The Addison Public Library offers six small conference/study rooms to enable individuals and
small groups to meet or have a quiet space to work. Study rooms are available at no cost.
Study rooms vary in size and are limited in the number of people allowed in each room, ranging
from 2-10.

Two rooms, one accommodating 10 people and one which will accommodate 4 people, may be
reserved up to one week in advance for no more than one two-hour reservation slot. Reservations
will be held for 10 minutes after the designated time. No one may make more than one
reservation per week. All other study rooms are assigned on a first-come, first-served basis.
Reservations are only accepted from Addison Public Library card holders.

Study rooms are available on a walk in, first-come, first-served basis and may be used for up to
maximum of two hours. This time period may be extended by Library staff if no one is waiting.
Food is not permitted in the study rooms; however, covered drinks are allowed.

Users may be asked to leave if they disturb others or engage in destructive or inappropriate
behavior.

Users of the study rooms are responsible for leaving the rooms in a neat and orderly condition.
Failure to do so may result in the denial of future requests to use a study room.

                                                                                                                    (Updated 5/12/13 DL)