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The Board of Trustees of Highland Park Public Library
offers the use of the public meeting rooms Highland Park organizations for
civic, educational, and cultural meetings that are open to the general public. A
Highland Park organization is defined as one that draws at least 50% of its
members from Highland Park. Governmental agencies are exempt from this rule.
These rooms are not provided as club or business conference facilities. Except
for programs that are Library-sponsored, the public meeting rooms are intended
primarily for occasional or ad hoc meetings. Exceptions to this policy may not
be made except with special Board approval.
Use of the public meeting rooms for Library-sponsored programs shall have
priority over all other requests.
Provision of Library facilities does not denote sponsorship of the using group,
their ideas, or ideas expressed during an event.
The Auditorium is available for community use and has the following items
that can be reserved: podium, table, and microphone. The Auditorium seats
eighty-seven (87) persons in theater fashion. In addition, space has been
provided for up to 3 wheelchairs in the last row.
The Meeting Room, adjacent to the Auditorium, is available for community use and
has the following items that can be reserved: podium, tables, and microphone. It
allows flexible seating arrangements for up to forty (40) chairs. Limited
kitchen facilities are available subject to staff approval.
1) All meetings must be approved in advance by the Executive Director or the
Librarian-in-charge. Requests for reconsideration or for an exception to this
policy may be made to the Board of Trustees.
2) Permission for room use must be requested by completing the Application Form
provided by the Library.
3) The meeting rooms may not be scheduled more than sixty (60) days in advance.
Library programming schedules will have priority.
4) A fee of $100 for the use of one room (up to 2 hours) or $150 for the use of
both rooms (up to 2 hours) and a fee of $50 for each additional hour after 2
hours shall be charged to cover the incremental costs to the Library in making
the rooms available. A $25 fee shall be charged for use of the Library’s
audio-visual equipment. Security deposits up to $200.00 and proof of adequate
liability insurance may be required.
5) All meetings must be open to the public. Seating must be made available on a
first come, first serve basis.
6) No admission fee may be charged for any meeting.
7) No collection may be taken before, during or after the meeting.
8) No organization may use the rooms if a registration or tuition charge is
required of those attending.
9) The Executive Director or Librarian-in-Charge must review all publicity
material including but not limited to press releases and announcements in
advance of the scheduled meeting. If a flyer or written announcement of the
event is used, the following disclaimer must be included. The Highland
Park Public Library provides library meeting space as a community service. The
Library neither sponsors nor endorses this/these event(s) nor the presenting
individual(s) or organization(s).
Handouts may only be distributed within the meeting room rental space during
the hours of rental.
10) All meetings must end at least fifteen minutes before the Library closes.
11) The number of persons in attendance in the Auditorium may not exceed ninety
(90). The number of persons in attendance in the Meeting Room may not exceed
forty (40).
12) No refreshments may be served in the Auditorium.
13) No alcoholic beverages may be served in the building, including the public
meeting rooms.
14) No smoking is allowed in the building, including the public meeting rooms.
15) Any group or organization approved to use the public meeting rooms must
comply with the Americans With Disabilities Act.
16) An adult shall be present to supervise meetings of children through high
school age.
17) The person signing the application is responsible for the orderliness of the
group and the condition of the rooms. The user agrees to reimburse the Library
for any expenses that may be incurred in replacing or repairing any fixtures,
furniture, or equipment and for any damage to Library property.
18) No meeting shall be permitted to continue which interferes with the work of
the staff, the use of the Library by its patrons, or disturbs the neighborhood.
19) No sale of goods or services shall be permitted on Library property except
by Library-affiliated organizations or at Library-sponsored events.
20) Any group or organization approved to use the public meeting rooms that does
not comply with the regulations of this policy may be precluded, at the
discretion of the Board of Trustees, from future use of these rooms.
Revised September 14, 1999
Revised September 10, 2002
Revised November 9, 2004
Revised February 13, 2007
If you wish to reserve a public meeting room, please complete this form and return it to the Library office. You will be advised as to whether your
request has been approved as soon as possible.
Copyright 2001, (written, graphic and pictorial material) Highland Park Public Library, Highland Park, Illinois. Permission for reproduction of any material included on this website must be obtained from the Library.
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