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Meeting Room Policy

The Rolling Meadows Library offers the use of its Meeting Rooms for civic, cultural, educational, and public information meetings. “For Profit” organizations may not meet at the library. All workshops or seminars on financial, estate or retirement planning, and related topics will be considered “for profit” ventures and, therefore, sponsoring groups or individuals will not be permitted to use the library meeting rooms. “Educational” programs by professionals (e.g. Physicians, financial planners, attorneys, etc.) are permitted only when sponsored as a “library program”. Applications to present an educational program may be made to Library program staff members.

Library personnel must have free access to meeting rooms at all times. The Library retains the right to monitor all meetings conducted on the premises to ensure compliance with Library regulations. Groups may not block off windows or lock meeting room doors. Infringement of any of the regulations here stated shall be grounds for denial of future use of meeting space.

Priority for use of the rooms will be given to the following:

1. Library sponsored meetings or programs.

2. Friends of the library sponsored meetings or programs.

3. Not-for-profit organizations and educational institutions located in the City of Rolling Meadows.

4. Not-for-profit organizations and educational institutions located outside the City of Rolling Meadows with members or attendees from Rolling Meadows.

Community Room Seats up to 150 people. (Kitchenette and projection room facilities are available.)

The Community Room can be divided with a portable wall and provides 2 smaller rooms:

East Meeting Room Seating capacity is 90 people.

West Meeting Room Seating capacity is 60 people. (Kitchenette facilities available)

Resident       Non-resident

Use of meeting room $ 10.00     $ 35.00
Kitchenette fee $ 10.00     $ 15.00
Kitchenette maintenance deposit (NEW)* $ 75.00     $ 75.00
Grand piano $ 25.00     $ 30.00
Grand piano deposit* $100.00     $100.00
Equipment (see application) $2 - $5     $2 - $5
Late exit $ 25.00    

$ 25.00(To be paid if group does not leave the building within 10 minutes after library closing time.)
* Deposit must be received at least 30 days prior to event.

To reserve a meeting room, an application and check for the required fees must be submitted at least 3 weeks prior to the event. No room will be reserved until both the application and check have been received.

The resident fee will be charged when a resident of Rolling Meadows has signed the application form. The resident must also have a valid Rolling Meadows Library card.

Groups will be booked in order of priority and then by the date the application and check are submitted.

Reservations for meeting room space September 1 - August 31 will begin to be taken the previous July 15th. Any organization wanting to use the meeting room more frequently than once a month (except library and Friends of the Library sponsored programs) will need to have Board of Trustees approval.

The library shall be notified as soon as possible if a cancellation becomes necessary. Any fees paid will be refunded only if the cancellation is made at least 24 hours in advance of the meeting. Failure to meet this requirement may result in reservations being denied in the future and, except in extreme cases, forfeiture of fees already paid.

It is expected that every group meeting in the library will keep the meeting space and kitchenette clean. If a group does not keep the room in reasonable order, the group will be assessed a special cleaning fee. In case of loss and/or damage to library equipment, furnishings, and/or building such groups are responsible for the cost of replacement and/or repair. Meeting room privileges may be cancelled for any group leaving it in disorder.

Rooms will be made available one-half hour before scheduled meeting time after the library has been opened to the public. The library opens at 9:00 a.m. or 1:00 p.m. The room will not be available until those times.

The library reserves the right to deny use of the meeting room if the requested use substantially disrupts or is expected to substantially disrupt library operations.

The library reserves the right to cancel or relocate meetings when circumstances warrant. If circumstances permit, the library will provide notice of meeting room cancellations or relocations at least 30 days before the meeting.

The kitchenette must be reserved when refreshments are served even if only coffee is served. Only light refreshments such as coffee, tea, rolls, cookies and cake are allowed. The kitchenette shall be left clean. All equipment and supplies shall be provided by the user. A refrigerator, microwave oven, and coffee maker

(50˘) are available for use. Food and/or drink are not permitted outside the meeting rooms. Except for special library functions, rooms may not be used for luncheons, dinners, banquets, etc. Carry-outs may not be ordered for delivery to the library.

Alcoholic beverages are prohibited.

A grand piano is available for use by organizations using the Community Room.

An additional $100.00 deposit must be received at least one month prior to the scheduled event. It will be refunded after the event is over and everything is found to be in good condition. The library keeps the piano reasonably in tune by having a piano technician tune it several times a year. However, if an organization requests a special tuning, the library will attempt to have it tuned in time for the event. The cost will be charged to the organization.

All meetings shall be considered open to the general public.

All meetings shall be held during regular library hours.

Admission fees may not be charged by any non-library groups. Sales or solicitation of any nature must be disclosed on the application and is subject to review and approval by the library’s Board of Trustees.

Groups composed of members under the age of 18 yrs. must have one adult sponsor for each 25 persons.

Posters or flyers advertising a non-library sponsored program are not permitted outside the meeting room. However, room locator signs may be posted immediately outside the room.

Promotion of or advertising a program may include the library’s name and address but not the library’s telephone number. In no way can advertisements suggest library sponsorship of the organization’s program.

Smoking is not permitted in the meeting rooms or in any public area of the library including the restrooms.

Excessive noise or use of hazardous materials is prohibited.

No animals are allowed in the meeting rooms with the exception of seeing eye or hearing ear dogs.

No storage facilities will be made available to any organization or group using the meeting rooms.

Babysitting service for children of persons attending meetings is not provided by the Rolling Meadows Library. Unattended children requiring supervision may not be sent to other areas of the library while adults meet.

No organization or group other than the Friends of the Library may use the name, address, or telephone number of the Rolling Meadows Library as its official address or headquarters.

All organizations and groups must agree to provide any special accommodations that are requested in accordance with the Americans with Disabilities Act.

Failure to abide by these rules may result in cancellation of, or refusal of future reservations.

The Rolling Meadows Library and Library Board of Trustees does not necessarily endorse the views of any group or organization using the library’s meeting rooms. However, the Board of Trustees reserves the right to deny use of the meeting rooms to any group that, in its judgment, is not in compliance with the purposes and policies of the Rolling Meadows Library.

The Library Board of Trustees reserves the right to change any or all of the foregoing provisions without notice.

Please direct questions and comments to webmaster.
Rolling Meadows Library
3110 Martin Lane
Rolling Meadows, Illinois 60008
(847) 259-6050

Last Modified 12/18/2006