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 224-543-1451.

Check availability up to 3 months in advance on the Meeting Room calendar.

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.

4.3 Meeting Room Policy
The primary purpose of the Vernon Area Public Library District’s meeting rooms is to provide facilities for library activities and functions. When the rooms are not needed for library use, they may be made available as a designated and limited forum for meetings and programs conducted by nonprofit groups on subjects of educational, civic, or cultural interest to the residents of the district.  Meeting rooms are available free of charge on an equitable basis, regardless of the beliefs of the groups requesting their use. Permission to use of the meeting rooms does not constitute sponsorship or endorsement of an organization or its activities, or the viewpoints expressed by the participants in any meeting.

4.31 Meeting Room Availability and Use

1. Priority will be given to library sponsored programs and meetings. The library reserves the right to cancel a scheduled meeting if the room is needed for library use, or to move a meeting to another room when feasible. The library will provide as much notice as possible if a meeting must be cancelled.

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. The library’s name, address, telephone number, or URL may not be used as the address or headquarters for any group using the library. No written or oral announcements or advertisements implying the library’s endorsement of a group or its activities are permitted.

4. Meetings, programs or events may not disrupt library users or staff. The library reserves the right to terminate meetings, programs and events that disrupt or interfere with normal library operations.

5. 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.

6. Meeting space will not be provided for gatherings of a commercial nature. No sales may be made or collections taken. Fees may not be charged and donations may not be required to participate in activities in the meeting rooms.

7. Meeting space may not be used for fund raising activities, except for those that result in a direct benefit to the library and have received prior approval of the Library Director.

8. Meeting space will not be provided for social gatherings or private parties.

9. 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 lose the privilege of scheduling space in the future.

10. Meeting space may be provided for groups of children that are supervised by adults at the ratio of one adult for every seven children. Groups under the age of 18 must have an adult sponsor in attendance at all times during their meetings.

11. 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.

12. No alcoholic beverages may be served at any function held in any part of the library. All library facilities are smoke-free.

13. 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.

14. The library will provide coffee makers for coffee and hot water. The group using the meeting space must provide all other dishes, utensils and supplies.

15. 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.

16. The library may provide the following audio-visual equipment for use: slide projector; screen; overhead projector; TV and VCR or DVD player; easels; dry eraser board. The library will not provide staff to operate or troubleshoot this equipment, nor is the library responsible for giving instructions in its use.

17. 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 music recital 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 $25.00 fee for use of the piano is required.
• 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.

18. The library will not be responsible for any loss, theft or damage to any equipment or to the personal belongings of any meeting attendee.

19. Upon acceptance of a reservation, an individual representing the organization or group is required to sign a Statement of Policy 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.

20. Meeting space is available during library operational hours until one half hour before the library closes.

21. Meeting space will not be provided for any organization or group more than nine times a year.

22. Requests for room reservations may be made in writing or by telephone. The library does not guarantee that the requested room or time will be available.

Revised and Readopted 1/1997; 6/2000; 2/2004; 5/2010