Meeting Room News
Our busy meeting rooms are going to be put to a different use while we gear up for the move to the interim site. Because both the large meeting room and the lower level conference room need to be dedicated to staging, sorting, and storage of moving materials, we have reluctantly decided that we won’t be able to take reservations for meetings held after December 15th.
Our apologies to all the homeowners associations, non-profit, civic and educational groups, boy scouts, girl scouts and more that keep our meeting rooms hopping. We’ll look forward to seeing you back in our newly refurbished meeting space in 2013!
Revised November 2009
MEETING ROOM USE FOR NON-LIBRARY PROGRAMS
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POLICY
In keeping with the American Library Association’s Library Bill of Rights, the Deerfield Public Library makes its meeting rooms available as “designated and limited forums” for meetings and programs conducted by not-for-profit groups on subjects of educational, civic or cultural interest. Meeting rooms are available free of charge on an equitable first come-first served basis regardless of the beliefs or affiliations of individuals or groups requesting their use. Programs, classes or other activities presented by the Library take precedence over non-Library use of the meeting rooms.
GUIDELINES FOR ORGANIZATION'S ELIGIBILITY
Non-profit community, civic, cultural, educational organizations whose members are primarily from Deerfield and nearby communities – including local governmental agencies, organizations and elected officials.
Although civic organizations, including political organizations, may be eligible to use a meeting room, political rallies or electioneering (the promotion or opposition of a specific candidate for public office or the opposition and support of a question of public policy appearing on a ballot) is prohibited.
The person representing the non-profit community civic, cultural, educational or governmental organization in the application process must
- be at least 18 years of age
- be a resident of Deerfield, or a Deerfield Public Library cardholder, or a representative of a non-profit community, civic, cultural, governmental or educational organization whose members are primarily from Deerfield and nearby communities.
- sign an agreement to be responsible for the use of the room
Meeting rooms are not available for social gatherings, private events or fund-raising activities. All meetings must be open to the public.
The Library Director makes the final decisions regarding eligibility.
APPLICATION PROCEDURE
No reservations can be processed without an APPLICATION FORM on file. Completed forms may be mailed or delivered in person to the attention of Jody Wilson, Deerfield Public Library, 920 Waukegan Road, Deerfield, IL 60015. Completed applications can also be FAXed to 847-945-3402 or emailed as a PDF file attachment to mailto: jwilson@deerfieldlibrary.org (Please be sure to keep a copy for your records.)
There is no charge for the use of the Library’s meeting rooms.
Applications are reviewed and notice of approval or denial is given within one week of receipt of the application. Please note that submitting an application DOES NOT guarantee approval or use of the room. Library personnel will do everything possible to facilitate the application process, but no event will go on the calendar until a completed application form is approved and on file.
Notify the Library of cancellations at least 24 hours in advance of the meeting, or future meeting room privileges may be lost.
The Library reserves the right to cancel the use of the meeting room and cannot be responsible for cancellations due to weather, loss of power, or other conditions.
FREQUENCY OF USE
Groups and individuals may schedule meetings no more than three months in advance.
Groups that have been meeting at the Library on a regular basis for five years or more will retain the privilege of booking meeting rooms beyond the present three month limit as long as they adhere to their established schedule.
HOURS OF USE
Meetings may start no sooner than one half hour after the Library opens and must end no later than 15 minutes before the Library closes. Example: If the Library is closing that night at 9:00 p.m. the meeting must conclude and the attendees clear the room when the announcement is made at 8:45 p.m.
ROOM CAPACITY, SET-UP, USE AND CARE
All meetings must be open to the public.
Meeting room users and meeting attendees are expected to observe the Library’s Patron Policy concerning excessive noise and maintain orderly conduct before, during and after the meeting. Smoking is not allowed within 25 feet of the entrance to the Library. No alcoholic beverages, weapons or hazardous materials are allowed in the Library.
All meetings held in the Library must be free. No collection of money including memberships, admission fees, donations, sales, or fundraising may take place during the meeting or in the Library before or after the meeting.
Meetings must include at least one adult (18 years or older) who will be responsible for the use of the room. Groups holding meetings for children, or with many children present such as Scout meetings, must provide adequate supervision.
Adults attending meetings may not leave children under the age of eight unattended elsewhere in the building.
Maximum capacity in the large meeting room is 80 chairs. If tables are used, the seating capacity is decreased proportionately. Maximum capacity in the lower level conference room is 15.
Please be sure to request all room set-up arrangements and equipment at time of application. Although we always try to be flexible, Library staff may not be available to rearrange the room or set up equipment at time of the meeting.
The organization must provide its own plates, cups, trays, utensils, etc. The Library does not provide coffee pots, hot plates, etc.
Please leave the meeting room in the same condition in which you found it. The Library reserves the right to charge if additional cleaning or repairs are needed.
EQUIPMENT AVAILABLE FOR MEETING ROOM
The Library can provide tables, chairs, podium, microphone, flip chart, screen, an LCD projector and extension cords. The Library does not supply computers, cables or connectors, nor can Library staff be responsible for setting up and synching up PowerPoint or similar presentations. If you’re using the projector, please be sure to bring everything you need to set up.
WiFi is available throughout the Library.
Unfortunately, the Library is unable to provide storage of supplies before or after the meeting or between sessions.
MEETING PUBLICITY
Any publicity or announcements including email blasts, e-invites and other electronic communication promoting a meeting being held in the Library must contain the following disclaimer: The Deerfield Public Library provides meeting space as a community service. Neither the Library nor the Board sponsors or endorses these events or the presenting individuals or organizations. There must be no implication that the Library sponsors the organization or endorses its activities, or the view points expressed by participants.
Signs must be displayed only inside the meeting room.
Handouts are to be distributed only inside the meeting room.
The name, mailing address, website, telephone, FAX number, URL or email address of the Deerfield Public Library cannot be used by the organization for correspondence or conducting business of any kind. Any packages received at this address will be returned as “Addressee unknown.”
Library staff cannot be responsible for telephone queries about non-Library programs.
Permission to use Library meeting rooms does not in any way constitute an endorsement by the Library of an organization, its activities, or the view points expressed by the meeting presenters or participants.
LIBRARY’S AUTHORITY
The Library reserves the right to approve meeting room eligibility, assess or waive fees, and cancel or reschedule meetings without cause, reason, or liability.
An organization’s failure to abide by the rules regulating the use of the Library’s meeting rooms or the Library Patron Policy may result in cancellation or refusal of future reservations.
Content of non-Library sponsored meetings held at the Deerfield Public Library is protected by the First Amendment of the United States Constitution. Speech not protected by the First Amendment, including but not limited to obscenity, incendiary and defamatory speech, is prohibited.
LIABILITY
The organization agrees to indemnify and hold harmless Deerfield Public Library and its Board of Trustees plus the Village of Deerfield and its officials for any and all liability arising from use of premises.
The organization’s representative agrees to pay for all damages and losses associated with the meeting as regards the Library building, contents, and equipment.
The Library is not responsible for the equipment, materials or personal possessions of anyone attending the meeting.
HOURS OF USE
Meetings may start no sooner than one half hour after the Library opens and must end no later than 15 minutes before the Library closes. Example: If the Library is closing that night at 9:00 p.m. the meeting must conclude and the attendees clear the room when the announcement is made at 8:45 p.m.
ROOM CAPACITY, SET-UP, USE AND CARE
All meetings must be open to the public.
Meeting room users and meeting attendees are expected to observe the Library’s Patron Policy concerning excessive noise and maintain orderly conduct before, during and after the meeting. Smoking is not allowed within 25 feet of the entrance to the Library. No alcoholic beverages, weapons or hazardous materials are allowed in the Library.
All meetings held in the Library must be free. No collection of money including memberships, admission fees, donations, sales, or fundraising may take place during the meeting or in the Library before or after the meeting.
Meetings must include at least one adult (18 years or older) who will be responsible for the use of the room. Groups holding meetings for children, or with many children present such as Scout meetings, must provide adequate supervision.
Adults attending meetings may not leave children under the age of eight unattended elsewhere in the building.
Maximum capacity in the large meeting room is 80 chairs. If tables are used, the seating capacity is decreased proportionately. Maximum capacity in the lower level conference room is 15.
Please be sure to request all room set-up arrangements and equipment at time of application. Although we always try to be flexible, Library staff may not be available to rearrange the room or set up equipment at time of the meeting.
The organization must provide its own plates, cups, trays, utensils, etc. The Library does not provide coffee pots, hot plates, etc.
Please leave the meeting room in the same condition in which you found it. The Library reserves the right to charge if additional cleaning or repairs are needed.
EQUIPMENT AVAILABLE FOR MEETING ROOM
The Library can provide tables, chairs, podium, microphone, flip chart, screen, an LCD projector and extension cords. The Library does not supply computers, cables or connectors, nor can Library staff be responsible for setting up and synching up PowerPoint or similar presentations. If you’re using the projector, please be sure to bring everything you need to set up.
WiFi is available throughout the Library.
Unfortunately, the Library is unable to provide storage of supplies before or after the meeting or between sessions.
MEETING PUBLICITY
Any publicity or announcements including email blasts, e-invites and other electronic communication promoting a meeting being held in the Library must contain the following disclaimer: The Deerfield Public Library provides meeting space as a community service. Neither the Library nor the Board sponsors or endorses these events or the presenting individuals or organizations. There must be no implication that the Library sponsors the organization or endorses its activities, or the view points expressed by participants.
Signs must be displayed only inside the meeting room.
Handouts are to be distributed only inside the meeting room.
The name, mailing address, website, telephone, FAX number, URL or email address of the Deerfield Public Library cannot be used by the organization for correspondence or conducting business of any kind. Any packages received at this address will be returned as “Addressee unknown.”
Library staff cannot be responsible for telephone queries about non-Library programs.
Permission to use Library meeting rooms does not in any way constitute an endorsement by the Library of an organization, its activities, or the view points expressed by the meeting presenters or participants.
LIBRARY’S AUTHORITY
The Library reserves the right to approve meeting room eligibility, assess or waive fees, and cancel or reschedule meetings without cause, reason, or liability.
An organization’s failure to abide by the rules regulating the use of the Library’s meeting rooms or the Library Patron Policy may result in cancellation or refusal of future reservations.
Content of non-Library sponsored meetings held at the Deerfield Public Library is protected by the First Amendment of the United States Constitution. Speech not protected by the First Amendment, including but not limited to obscenity, incendiary and defamatory speech, is prohibited.
LIABILITY
The organization agrees to indemnify and hold harmless Deerfield Public Library and its Board of Trustees plus the Village of Deerfield and its officials for any and all liability arising from use of premises.
The organization’s representative agrees to pay for all damages and losses associated with the meeting as regards the Library building, contents, and equipment.
The Library is not responsible for the equipment, materials or personal possessions of anyone attending the meeting.