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Meeting Room Policy

Meeting Rooms Board Policy

The Oak Lawn Public Library has meeting rooms available to community organizations whose objectives are cultural, educational or civic in nature. Use of meeting rooms does not constitute endorsement by the Oak Lawn Public Library. The Library will not discriminate in making meeting rooms available on the basis of race, national origin, religion, sex, sexual orientation, age, political affiliation, or physical limitation.

I. Priorities

Priority will be given as follows:

(1) Library sponsored programs
(2) Friends of the Oak Lawn Library
(3) Oak Lawn Community Library Foundation
(4) Oak Lawn residents, businesses and organizations
(5) All others

II. Meeting Room Access

A. Meeting rooms are available during regular Library hours.
B. Meetings must end 15-minutes prior to closing.
C. Meetings must be open to the public.
D. Users must not require fees or request donations.
E. Users must comply with the Americans with Disabilities Act (ADA) and are responsible for providing, and if necessary paying for, qualified interpreters or auxiliary aids, upon request, to individuals who require certain accommodations, which would enable them to observe or participate in the meeting.

III. General Rules and Restrictions

A. Light, refreshments such as donuts or cookies (alcoholic beverages prohibited) maybe served when pre-approved by the Library. The group is responsible for leaving the room in the condition in which it was found. Charges may be assessed for any extra cleanup.
B. The applicant must be present at all times.
C. The Library is not responsible for personal possessions.
D. The applicant is responsible for the behavior, well-being, and safety of participants. Adequate adult supervision of minors is required at all times.
E. Library staff will not be available to change the established room arrangement.
F. Audiovisual equipment is available in all rooms. If use is required, notice must be given on the reservation. Best practice involves electronic presentations connect to equipment by USB drive.
G. Wireless internet access is available in all meeting rooms. Meeting room phones are only for emergencies.
H. For the safety of all in attendance, users must read a statement at the opening of each meeting that identifies the available emergency exit routes and cautions against using the elevator during emergency situations. A copy of the statement and an evacuation map, along with a required Hold
Harmless/Indemnity Agreement, are provided to each applicant on the day of the meeting, upon checking-in at front desk.
I. Partition walls are thin; please be respectful of the noise level for those in the adjoining rooms.

IV. Prohibited Activities

Library Meeting Rooms cannot be used for the following activities:

A. The sales, promotion, or advertisement of a commercial product or service.
B. Conducting classes or programs that involve a fee for participation.
C. Employee recruitment.
D. Gambling.
E. Social functions including, but not limited to, weddings, anniversary parties, and fundraisers.
F. Legal depositions or proceedings pertaining to a lawsuit.
G. Political meetings supporting or opposing a proposition or candidate.

V. Reservation Process

A. All requests are to be made online at . Reservations are approved on a first-come, first-served basis within 3-business days of submitting a request. An e-mail address is required.
B. Meeting rooms are reserved up to 90-days in advance.
C. The Library requires that room reservation requests are submitted 7-days prior to an event. Applicants will receive an email confirmation upon approval.
D. The applicant must be a member of the sponsoring organization.
E. The Library reserves the right to change meeting locations without prior notice.
F. The Library determines if a request monopolizes space and unfairly restricts use by other organizations. In general, this means no more than four meetings in 30 days.
G. If a meeting is canceled, notify the PR Assistant or go to .
H. In the event of an emergency closing of the Library, all reservations are canceled and paid fees will be refunded. Library staff will attempt to inform the applicant.

VI. Meeting Room Fees

A. Meeting rooms are free to Oak Lawn’ residents, businesses, and organizations; the requestor must be eligible for an Oak Lawn Public Library card. The Library requires a fee for use by non-residents, and businesses and organizations outside of Oak Lawn. Payment of the non-refundable fee is required for confirmation of the reservation by check (made payable to Oak Lawn Public Library ). Checks must be received within 7-days of the reservation submission or the request will be denied.

VII. Publicity

A. All advertisements and announcements must clearly state that the meeting is not sponsored by the Oak Lawn Public Library.
B. The Library will not handle attendee registration and the Library is not to be included as a source for further information about the meeting.

VIII. Non-Compliance

The Oak Lawn Public Library will discontinue the use of meeting rooms for those who do not abide by this policy or disrupt Library operations. This policy is not all-inclusive. Approval of meetings not described in this policy and any exceptions to this policy will be determined by the Communications & Marketing Manager or the Director.

Revised: 11/19/19 (Policy 3.2 / Meeting Rooms)

Created by Erin Foley on Jun 3rd, 2017 @ 1:32 PM.
Updated on Nov 21st, 2019 @ 8:12 AM.