Meeting Room Policy
MEETING ROOMS AND GROUNDS
The primary purpose of the Library’s meeting rooms and grounds is to support library functions, meetings and programs. The policies governing the use of the meeting rooms and grounds are in accordance with Article 6 of the Library Bill of Rights which states that “as an institution of education for democratic living, the library should welcome the use of its meeting rooms for socially useful and cultural activities and discussion of current public questions. Such meeting places should be available on equal terms to all groups in the community regardless of the beliefs and affiliations of their members, provided that the meetings be open to the public”. The Board of Trustees of the Plainfield Public Library District adheres to the principle of “separation of Church and State” and shall abide by that principle in processing requests for use of its meeting rooms and grounds.
USE OF LIBRARY MEETING ROOMS
The Library has two rooms available for public use. They are the large meeting room and small meeting room. The Plainfield Fire Protection District has set seating limits in the large meeting room with a capacity of 88 seating up to 70 individuals in chairs or 50 people seated at tables. The small meeting room will accommodate up to 20 people.
Priority in scheduling the use of the meeting rooms shall be given in the following order:
- Library-sponsored programs and meetings
- Meetings of official agencies, committees and boards of governmental entities located within the boundaries of the Plainfield Public Library District
- Educational, cultural, civic and public information events of organizations located in Plainfield
- Educational, cultural, civic and public information events of organizations located outside the immediate Plainfield area.
PROHIBITED USES AND ACTIVITIES
- All meeting rooms and grounds are restricted to not-for-profit groups only.
- Meetings must be open to the public and not restricted to a group’s own membership except as required by applicable law.
- No admission charge, collections (except for regular club dues or to cover expenses for materials to be used at meetings) or other money-raising activities may be attached to any meeting conducted in the Library’s meeting rooms or on Library grounds, unless all proceeds go to the Library.
- Meeting rooms and grounds will not be available for purely social gatherings.
- Club meetings or installation ceremonies having secret rituals.
- Business use, including but not limited to training, interviews and meetings and tutoring services are not permitted.
- Classes or demonstrations involving the use of hazardous materials and/or weapons are not permitted.
- Any illegal activity or uses which advocate or incite illegal activities are not permitted.
- No candles or use of any incendiary items are permitted. No smoking is permitted during events on Library grounds.
- Alcoholic beverages are not permitted on Library premises without approval of the Library Director pursuant to Alcoholic Beverages Policy.
- No physical changes are allowed to rooms except for rearrangement of furniture. No additional furniture or equipment may be used in the rooms without prior approval of the Library Director.
- The name, address or telephone number of the Library may not be used as the address or headquarters for any group using the Library for meeting purposes.
- Programs that may disrupt the quiet use and enjoyment of the Library by members of the general public are not permitted.
- The meeting room(s) and grounds may not be used to hold rallies, demonstrations or other similar events.
- Reservations are required to use the large meeting room, small meeting room and Library grounds.
- An online room request must be completed to reserve a meeting room.
- A valid Plainfield library card in good standing is needed to secure a reservation. Special provisions may be made for organizations located within the boundaries of the Plainfield Public Library District.
- The room reservation should allow for setup time. Please make sure your “meeting” start time reflects at least a 15 minute setup.
- A reservation fee of $25 per use for the large meeting room, small meeting room or Library grounds is due within 72 hours of the reservation request. This fee is non-refundable and covers maintenance costs associated with use of the room or grounds. A reservation will be held as pending until the fee is received. If the fee is not received within 72 hours, the reservation may be released without prior notification.
- If a sound system is used on the grounds, it is the responsibility of the group making the reservation to obtain a permit from the Village.
- Local government entities will be exempt from the reservation fee.
- Application forms need to be submitted as far in advance as possible. Reservations cannot be made more than six (6) months in advance or less than 24 hours in advance of the requested date.
- Groups will be restricted to a maximum of two meetings per month.
- Application for use of the Library’s facilities does not guarantee approval. Applications will be approved on a first-come, first-serve basis.
- Confirmation or denial of applications will be done by e-mail or telephone.
- If it is necessary to cancel a reservation for a meeting room or grounds, the Library must be notified as soon as possible. Such cancellation notification shall be submitted to the Business Office in writing and may not be rescinded later. No group can assign its space or reservation to another group. The reservation fee will be forfeited for cancellations made less than 24 hours in advance.
- If a meeting room is not used and a cancellation notice is not given to the Business Office, meeting room privileges of that group may be suspended.
- The Library reserves the right to cancel any reservation by giving the group at least 48 hours notice, except in case of an emergency. Notice of a cancellation shall be done by e-mail or telephone. If the Library must cancel a reservation the reservation fee will be refunded.
Meeting rooms and grounds are only available during regular library hours. The meeting room or grounds must be vacated 15 minutes prior to the closing of the Library unless you have obtained express consent of the Library Director. Violation of meeting room and grounds hours will result in loss of meeting room and grounds privileges.
No food or beverage can be served or eaten in the meeting rooms unless a specific request is made and approved in advance. Groups using the large meeting room are not permitted to use the staff lounge. Such behavior will prevent the group from using the Library meeting rooms in the future.
MEETING ROOM EQUIPMENT AND AVAILABILITY
Desired equipment must be requested in advance. The following equipment is available for use in the meeting rooms:
- Wireless microphone
- Podium and microphone
- Stacking chairs
- Folding tables
- Individuals and organizations reserving use of the meeting rooms and grounds are responsible for their own publicity.
- All publicity must state that The Plainfield Public Library District is not a sponsor of this organization and its program.
- All promotional materials posted or distributed at the Library must be submitted to the Business Office for approval and posting.
- The location of the Library should be publicized, but the Library’s telephone number may not be used for any purpose.
- The Library is not to be included as a source of further information.
- The Library will not handle attendee registrations or take messages for program participants.
- The large meeting room will be set up according to the needs of each group depending upon the availability of the Library’s custodial staff.
- The Library is not responsible for possessions left in the room or on the grounds.
- Use of the Library’s telephone in meeting rooms is restricted for emergency use only. Depending on your provider, cell phones may not be operable in the lower level meeting rooms.
- Library staff is not available for porter service or custodial help unless approved by the Library Director.
- The Library does not supply space for groups needing a place to store their supplies or equipment.
- If minors are present, they must be under direct adult supervision at all times. One (1) adult must be present for every ten (10) minors under 18 years of age.
- Groups using the meeting rooms and grounds are responsible for leaving the room(s) and/or grounds as they found them and reimbursing the Library for any damage that may occur to Library-owned furniture, equipment or to the Library facility and grounds. Future use of the meeting rooms and grounds may be withheld from groups that have caused damage to the rooms, carpet, equipment, furniture, lawns or caused a disturbance in the Library or on the grounds and/or failed to comply with the established rules of the Library.
- Except in an emergency, the emergency exit door in the large meeting room must remain closed at all times, unless a staff person is present to secure the door.
- The Library Director is the chief person empowered to make decisions regarding the availability and use of the library meeting rooms and grounds. The Library Director may delegate authority to approve meeting room and grounds applications. Requests for exceptions to the above rules must be submitted in writing to the Business Office.
Failure to comply with the above regulations will result in loss of meeting room and grounds privileges.