Revised January, 2007
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In keeping with the American Library Association’s Library Bill of Rights, the Deerfield Public Library is pleased to make its meeting room available for non-profit, community-based organizations engaged in educational, cultural, intellectual or charitable activities, as described below. Library programming needs have priority over all other types of meetings and programs.
● The requesting organization must be a not-for-profit organization, of which most of the members are
Deerfield residents.
● Alternatively, Deerfield governmental agencies or elected officials representing
● The room is not available for commercial use, social gatherings, private events, religious services, or fund-raising activities.
● The Library Director makes the final decisions regarding eligibility.
To request the use of the meeting room, please:
● Apply in person at the Deerfield Public Library Business Office between the hours of 9 a.m. and 5 p.m., Mon.-Fri., or at the Reference Desk if the Business Office is closed. The applicant must be at least 21 years of age, be a resident of
Deerfield or a Deerfield Library card-holder, and sign an agreement to be responsible for the use of the room.
● Complete an APPLICATION FORM no sooner than six months prior to, nor later than one week prior to, the meeting. Completed forms may be mailed or delivered in person. Please be sure to keep a copy for the organization’s use.
● Completed applications must be accompanied by any applicable fees paid in full. See COSTS section below.
● Applications are reviewed and notice of approval or denial is given within one week. Please note that submitting an application DOES NOT guarantee approval or use of the room.
● 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.
● Groups and individuals may use the room once per month and may schedule up to three uses, not more than six months in advance.
● 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.
● Maximum meeting attendees: 80 chairs. If tables are used, the seating capacity is decreased proportionately.
● Please be sure to request all room set-up arrangements and equipment at time of application. Library staff will not be available to rearrange the room or set up equipment at time of the meeting.
● For the safety of everyone, there is to be no smoking; no hazardous materials; no excessive noise; no weaponry. Alcoholic beverages are not allowed.
● Use of the room is a privilege. Please be considerate of other Library users. Meeting room use and meeting attendees cannot interfere with other Library activities.
● Gatherings must include at least one adult over age 21 who will be responsible for the use of the room. Groups holding meetings for children, or with many children present, must provide adequate supervision.
● The meeting room must be left in the same condition it was before meeting. The Library reserves the right to charge if additional cleaning or repairs are needed.
EQUIPMENT AVAILABLE FOR MEETING ROOM
● Tables, chairs, podium, microphone, chalkboard, screen, and extension cords.
● For an additional fee, (see COSTS) a kitchen is available with a refrigerator, oven, range, and sink. Groups must provide their own pots, pans, utensils, cleaning supplies, foil, etc.
●The Library is unable to provide storage of supplies before or after the meeting or between sessions.
● All meetings must be open to the public.
● There must be no admission fee or charges to attend, and no collection of money including donations, sales, or fundraising.
● Any publicity for 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 Library sponsors the organization or endorses its beliefs or meeting content.
● Signs must be displayed only inside the meeting room, or on an easel directly outside the meeting room, as provided by the Library.
● Handouts, if any, must be distributed only inside the meeting room.
● The name, mailing address, website, telephone number or fax number of 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.
● Light snacks and beverages are allowed when the refreshments fee is paid in advance. See COSTS, below. Alcohol is not allowed.
● The organization must provide its own plates, cups, trays, utensils, etc.
● The Library does not provide coffee pots, hot plates, etc.
● The Library Director makes final decisions regarding refreshments.
● There is a non-refundable charge of $15 for the privilege of serving any refreshments in the meeting room. If use of the kitchen (refrigerator, oven, range, sink) is also desired, add $10, for a total of $25. A check for the full amount, payable to Deerfield Public Library, must accompany the application.
● The Library reserves the right to assess additional charges if repairs or extra cleaning are needed following the meeting.
● The Library reserves the right to decide regarding use of the meeting room, assessing or waiving fees, and canceling or rescheduling meetings without cause, reason, or liability.
● An organization’s failure to abide by the rules will result in cancellation or refusal of reservations.
● 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. (SEE Library Behavior Policy)
●The Library is not responsible for the equipment, materials or personal possessions of anyone attending the meeting.