Meeting Room Space
Individuals interested in using the library's meeting room facilities should review the Library Meeting Room Use Policy. Nonprofit groups and organizations may schedule meetings free of charge. Call Administration at 847-634-3650.

Meeting Room Use Policy
This policy has been adopted by the Board of Library Trustees to fairly allocate meeting room space among the many community organizations and groups that wish to use the library’s facilities. 

1. Priority will be given to library sponsored programs and meetings. 
2. Groups and organizations that wish to use the library’s facilities must be nonprofit and have a minimum of fifty percent of its members residing within the library district. 
3. All meetings must be free of charge and open to the general public.  Attendees at any meeting are not required to be members of the sponsoring organization or group. 
4. Meeting space will not be provided for gatherings of a commercial nature.  No sales may be made or collections taken, except for fund raising events which benefit the library, or library-sponsored programs. 
5. Meeting space will not be provided for social gatherings or events. 
6. Meeting space will not be provided for any organization or group more than nine times a year. 
7. Requests for room reservations must be made in writing.  The library does not guarantee that the requested room or time will be available.  Space is reserved on a “first come, first served” basis.  If an organization or group needs to cancel a reservation, it should notify the library a minimum of 24 hours in advance.  Groups that fail to notify the library of a cancellation may loose the privilege of scheduling space in the future. 
8. Meeting space may be provided for groups of children that are supervised by adults at the ratio of one adult for every seven children. 
9. The library does not provide facilities or personnel for child care at any time.  Groups using meeting space are not permitted to use the library’s facilities for child care, even if they provide their own child care personnel. 
10. No alcoholic beverages may be served at any function held in any part of the library.  All library facilities are smoke-free. 
11. Light refreshments may be served.  Kitchen facilities are provided for serving refreshments only.  Food preparation or cooking is not allowed.  Open flames, such as candles or Sterno-type heating devices, are not permitted. 
12. The library will provide urns for coffee and hot water.  The group using the meeting space must provide all other dishes, utensils and supplies. 
13. Library staff will set up the meeting space following instructions given at the time a reservation is made.  Library staff will not be available to set up special equipment brought by the group using the space or to carry supplies to and from the meeting space. 
14. The library may provide the following audio-visual equipment for use:  16 mm projector; slide projector; screen; overhead projector; TV and VCR; easels; dry eraser board.  The library will not provide staff to operate this equipment, nor is the library responsible for giving instructions in its use. 
15. A piano is available in the Community Meeting Room for library-sponsored programs and for music teachers to hold recitals.  The following conditions apply for all non library-sponsored programs:
    • A music teacher must be a valid Vernon Area Public Library District cardholder, or a minimum of 50% of the teacher’s students must be residents of the Vernon Area Public Library District;
    • A deposit of $100 must be received at least one month before the scheduled event.  The deposit will be refunded if, after the event, inspection by library staff determines that the piano is undamaged and the room is in good condition.
    • To protect the piano, food and drink may not be served at recitals.
    • The library tunes the piano on a quarterly basis. If a special tuning is desired prior to a scheduled event, the library will schedule the tuning at the requestor’s expense.
    • Use of the piano by community organizations may be permitted at the discretion of the Director. 
16. The library will not be responsible for any loss, theft or damage to any equipment or to the personal belongings of any meeting attendee. 
17. Upon acceptance of a reservation, an individual representing the organization or group is required to sign a document waiving the library’s liability for any personal injury to persons attending the function while on the library’s premises, and agreeing to follow the library’s rules and regulations governing the use of the library’s facilities. 
18. Meeting space is available from one half hour after the library opens until the library closes. 
19. Meeting space is provided free of charge. 

Revised 1/1997; 6/2000; 2/2004