Meeting Room Policy

The Library provides the use of its meeting room as a service to non-profit community based groups/organizations under conditions established by the Board of Trustees. Library sponsored meetings or programs will have priority over all others.

The following conditions apply to meeting room use:

1. All requests for meeting room use must be made by a resident of the Village of Glen Carbon age 18 or older.

2. A deposit of $50.00 is required to a hold a room. At the end of the meeting, the group is responsible for returning the room to the clean, orderly   condition existing before the meeting began or the deposit will be retained by the Library.

3. The capacity of the meeting rooms (Children’s Program Room – 65, Community Meeting Room – 50), may not be exceeded.

4. Reservations are accepted on a first-come, first-served basis and must be submitted on the approved form at least 72 hours in advance of event. Reservations will not be taken for more than three (3) months in advance of the event.

5. The individual who makes the request to reserve the meeting room shall be liable for any breakage, damage or theft of any Library property caused by members or guests of the group/organization. Accordingly, this individual must be in attendance at the meeting, as he/she is the responsible party.

6. Children must be supervised in a ratio appropriate to age group and activity.

7. Meetings may be scheduled only on days/hours when the Library is open.

8. When a group finds it necessary to cancel a meeting, it is the responsibility of the applicant to notify the Library 24 hours in advance.

9. Material may not be mounted on the walls or ceilings of the meeting rooms.

10. No smoking or alcohol is allowed in the meeting room, unless alcoholic beverages are approved by the Library Board of Trustees for library events only.

11. The room cannot be used for religious or ethical society services or by partisan political or commercial groups. For profit organizations may utilize meeting rooms for educational or charitable purposes. Meeting rooms may not be used for commercial activities for the purpose of monetary solicitation. Only library or village sponsored fundraising is allowed. Programs involving the sale, advertising or promotion of products or services or programs, as well as personal or family activities is prohibited.

12. Permission to use the meeting room does not constitute library endorsement of the subject matter of the meeting, or the group’s/organization’s beliefs and policies.

13. Simple refreshments (coffee, doughnuts, cookies, hors d’oeuvres, etc.) or box lunches may be served at meetings. The kitchen in the Community Room is not equipped for cooking. Refreshment supplies such as cups, containers, paper goods, etc. are not provided by the Library.

14. The Library is not responsible for the loss or damage to any equipment or materials owned or rented by a group/organization meeting in the Library.

15. Any deviation from this policy without board approval will result in the group being denied further use of the room.

16. On rare occasions, the library may have to cancel a group’s use of a meeting room due to unforeseen circumstances.

17. The Board of Trustees reserves the right to deny use of the room.

18. This policy may be modified by the Board of Trustees at any time.