(Adopted 12-1-2010; Revised 07-17-2024)
The Carol Stream Public Library (Library) is aware of the need for meeting space for local groups. Making available such accommodations to the public is a service the Library provides under conditions set by the Board of Library Trustees (Board). The Library makes its meeting rooms available as “designated and limited forums” for meetings and programs conducted by individuals and not-for-profit organizations that partner with the Library to provide civic, cultural, governmental, or educational programs.
Space, staffing limitations, and the conduct of Library business and programs necessarily require regulatory measures which affect the use of the meeting rooms. These measures may be modified for official Library functions when deemed appropriate. The Library reserves the right to cancel any existing reservation and/or deny permission to use a meeting room.
General Guidelines:
- The meeting rooms are designed to meet the operational needs of the Library in accomplishing its service goals. More specifically, they are intended for the following purposes in order of priority:
- Programs sponsored or co-sponsored by the Library and relating to its collections and services.
- Library-related meetings, including the Friends of the Library.
- Meetings of the Village of Carol Stream and other agencies of local government.
- Meetings of Carol Stream not-for-profit community groups and organizations who partner with the Library and whose aims are for educational, cultural, or for civic purposes of Carol Stream residents.
- The meeting rooms are available on a first-come, first-serve basis. However, Library functions and programs have first priority, and Library needs may preempt existing room reservations made by Library partners.
- Applicant assumes responsibility, either individually or on behalf of the group, for use of the room and any financial obligations associated with that use.
- When meetings or programs offered by the Library or its partners are open to the public, they will be open to all citizens, regardless of age, sex, race, religion, national origin, or disability. The Library and its partners will comply with the requirements of the Americans with Disabilities Act (ADA) and will strive to provide qualified interpreters or having auxiliary aids available upon request.
Restrictions:
- The meeting rooms may not be reserved for any of the following:
- Events which are not co-sponsored or coordinated by the Library.
- Meetings by a political candidate or organization for a candidate
- Money-raising activities for non-Library events.
Facilities and Equipment Available:
Discovery Room: Capacity not to exceed 30 persons using Lecture-style room setup Horizon Room: Capacity not to exceed 45 persons using Lecture-style room setup
Create & Learn Center: Capacity not to exceed 24 using Lecture-style room setup Projection Equipment and Screen-Horizon Room
Wall Monitors-Discovery Room and Create & Learn Center
Stackable Chairs Folding Tables (24” x 72”)
Availability of the above furnishings and equipment is dependent upon the needs of the Library. 2
Hours:
A meeting room may be available for request Monday through Thursday from 9:00 a.m. to 8:45 p.m.; Friday from 9:00 a.m. to 5:45 p.m.; Saturday from 9:00 a.m. to 4:45 p.m.; and, Sunday from 1:00 to 4:45 p.m. Access to the Library before or after regular hours is not permitted.
Set-up:
One of several standard set-ups may be selected when requesting a reservation.
Meeting Room Regulations:
1. The meeting rooms are to be left in the condition in which they were found. The applicant will be legally and financially responsible for any and all damages that may occur as a result of the use of the facilities.
2. Organizations using the meeting rooms may not require personal information from program attendees.
3. Prepared light refreshments may be served. Alcoholic beverages, cooking, reheating or open flames are not permitted. Groups must supply their own food products and paper goods
4. Equipment, supplies, or personal effects cannot be stored or left in the Library before or after use of the meeting rooms.
5. The Library does not provide special parking facilities for members of groups using the meeting rooms, nor service to carry supplies, provide office supplies, or photocopies. All groups must provide their own support for preparation and clean up.
6. Nothing may be attached to walls or ceilings of the meeting room or the Lobby.
7. Use of hazardous or dangerous materials is not permitted.
If a group or organization fails to comply with these rules and regulations, appropriate charges may be assessed and future requests/reservations may be denied.
Questions that are not covered in this Policy should be addressed to the Library Director or Assistant Library Director.
The Board of Library Trustees reviews the Meeting Room Policy periodically and reserves the right to amend it at any time. 3
Carol Stream Public Library
AGREEMENT FOR USE OF MEETING ROOM
I have read the Meeting Room Policy (Policy), and our Organization will adhere to all rules as stated:
I, _______________________________________________, the duly authorized agent of
(Printed name of applicant)
________________________________________________________,
(Printed title of the “Organization”),
have read the Policy, the terms of which are incorporated in this Agreement by reference, and represent and agree that the Organization and the Members will adhere to all rules as stated in the Policy.
The undersigned, the Organization and/or the Members agree to defend, indemnify, and hold harmless the Board of Library Trustees of the Village of Carol Stream, its agents, officers, and employees from all claims, suits, losses, damages, and expenses, including reasonable attorney’s fees, which arise from performance or failure to perform under terms of this Agreement, or from the use of Library premises or facilities by the Organization and/or Members, regardless of whether any such claim, suit, loss, damage, or expense is attributable to negligence or other wrong doing of the Organization and/or the Members.
By: _________________________________________
(Signature of applicant)
Date: __________ Staff:____________
Adopted by the Board of Library Trustees of the Village of Carol Stream at a regularly scheduled meeting on May 21, 2008. Revised October 2010
Revised and approved December 20, 2017
Revised and approved July 17, 2024
4851-3612-0920, v. 1