Meeting Room Policy

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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 ELIGIBILITY 

Meeting rooms are available for 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 are 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 and in attendance at the meeting.
  • be a Deerfield Public Library cardholder. Exceptions: Tax-supported agencies (government, education, social services).
  • sign an agreement to be responsible for the use of the room.  

Meeting rooms are not available for

  • commercial use, including non-Library sponsored seminars, workshops and lectures presented by members of private, for-profit law firms, financial advisors, real-estate agencies, health care providers, or others, including dance and music teachers for non-Library sponsored recitals or for private tutoring sessions;
  • social gatherings, private events or fund-raising activities.  

All meetings must be free and open to the public.

The Library Director makes the final decisions regarding eligibility.

MEETING ROOM USE

We ask that you clean up after yourselves and leave the meeting room in the same condition as you found it. The Library reserves the right to charge the group if additional cleaning or repairs are needed.

Frequency

Groups and individuals may not schedule meetings beyond 90 days in advance.

Groups that have been meeting at the Library (a) on a regular basis for three years or more; and (b) have a regular schedule (e.g. second Monday at 6:00 p.m.) will retain priority quarterly scheduling privileges.

Hours of Availability

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.   Rooms must be completely vacated 15 minutes before closing.  

Setup

There are two available meeting rooms designated A, and B/C.  Each room has a projector/screen, sink, trash, and recycling containers.  

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 Library offers:

  • Room A: Conference style (tables in a square up to 20)
  • Room B/C:
  • Conference style (tables in rectangle up to 30)
  • Theatre style (rows of chairs with a table or podium at the head of the room) for groups up to 72
  • Classroom style (two chairs at a table) for groups of 30 or fewer

Additional option: When available, the Board Room (upper level) may be reserved for small meetings up to 12 people. The setup is static (table not movable). The room has an HDMI connection for a projection screen.

Please refrain from taping anything to the meeting room walls and using craft supplies like glitter, glue or paint without prior approval.

Refreshments

  • Groups may serve simple snacks (pantry items only).
  • Coffee or tea must be in ready-to-serve containers. No electric pots allowed.  
  • All drinks must be in lidded cups or bottles.

Meeting Room Equipment

Each room is equipped with the following:

  • LCD projector that can be connected to the presenter’s laptop via HDMI input only.  

(PC or MAC – must have HDMI port)

  • Projection screen
  • Sound system for amplification, and a hearing loop
  • Podiums and display easels may also be available upon request

The Library does not supply computers, nor can Library staff be responsible for setting up and synching up Power Point or similar presentations.  Arrangements can be made in advance for a dry-run if necessary and, of course, please feel free to ask any questions and clarify concerns before your meeting.

Wi-Fi is available throughout the Library, including the meeting rooms and Board room.

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 viewpoints expressed by participants.

Signs must be displayed only inside the meeting room and 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.”

Permission to use Library meeting rooms does not in any way constitute an endorsement by the Library of an organization, its activities, or the viewpoints expressed by the meeting presenters or participants.

USER RESPONSIBILITIES

Users of the Meeting Rooms are expected to conform with all Deerfield Public Library Patron Policies concerning excessive noise and maintain orderly conduct before, during and after the meeting.  

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 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.

In accordance with the Library’s Unattended Children Policy, adults attending meetings may not leave children eight years of age and younger unattended. Children must be accompanied and directly supervised by a responsible caregiver who assumes full accountability for the children’s safety and behavior in the Library.

APPLICATION PROCEDURE

There is no charge for the use of the Library’s meeting rooms.

Only requests at least seven (7) days in advance of requested dates will be processed.

No reservations can be processed without an APPLICATION FORM on file. Submission instructions are on the application.

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. If the Library is not notified, there will be a $50 fee added to the account of the DPL cardholder that made the reservation.

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.

The Library reserves the right to waive application requirements.

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.  Programs, classes or other activities presented by the Library take precedence over non-Library use of the meeting rooms.

An organization’s failure to abide by the rules regulating the use of the Library’s meeting rooms or the Deerfield Public 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.

ADA COMPLIANCE

The Deerfield Public Library is committed to providing reasonable accommodations for patrons with physical, learning, mental health and/or other types of disabilities. Accommodations for patrons with disabilities shall be made in consultation with Library Staff.

 

REVISED OCTOBER 17, 2018