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Meeting Room Policy
Board adopted June 20, 2011
As a service to the community, the Library makes the meeting room available to persons and groups for
meetings and programs. The policy governing the use of the meeting room is in accordance with Article (5) of
the Library Bill of Rights and the 1st Amendment of the Constitution of the United States. The following criteria
must be met:
1. Use of the room is subject to meeting the criteria set forth in this Policy and the Meeting Room
Agreement.
2. Library sponsored and co-sponsored programs have precedence. The Library reserves the right to
change or cancel a meeting room reservation for Library functions, business, or emergencies.
3. The meeting room is available on a first come – first served basis.
4. Due to limited parking, first come – first served is honored. Parking on the street is encouraged for
those who are able. Unloading/loading at the entrance doors is allowed.
5. Advance notice must be given in the event of a cancellation. If cancellation is not made within 24 hours
and this occurs 3 times in a calendar year, meeting room use privileges will be forfeited. Weather related
cancellations are exempt.
6. The Library meeting room is available during regular hours of operation for non-sponsored use.
7. Per Illinois State law, no smoking on Library premises.
8. Per Illinois State law, no alcoholic beverages on Library premises.
9. Rules of decorum include no excessive noise, room clean-up, and responsibility for damages. More
information is detailed in the Meeting Room Application.
10. The name, address, and telephone number of River Valley District Library must not be used as the
address or headquarters of any group or organization. Publicity of meeting room use that is not Library
sponsored must be worded in a manner that does not imply Library sponsorship.
River Valley District Library
Meeting Room Agreement
Adopted 11/21/11
Primary use of the meeting room is for Library activities and meetings. When room is not in use for Library
purposes, it is available to any group or organization. Individuals who own a River Valley District Library card
AND are not profiting monetarily may reserve the room on behalf of their organization for no charge.
Individuals or groups who do not meet these criteria may rent the room for $20.00 (up to 4 hours) or $50.00 (4
or more hours) due when this Agreement is signed. Filling out the agreement does not guarantee approval of
meeting dates and times. Please call 309-523-3440 to check availability.
Name of Organization:
Purpose of Meeting:
Address: Email:
Phone: Alternate Phone:
Applicant: Agreement Date:
Signature of Applicant:
Meeting Room is available Monday thru Friday 9:00am—7:45pm and Saturday 9:00am—12:45pm.
(Users must exit room by ending time.)
Meeting room can be booked up to three (3) months ahead of the meeting date.
Meeting Date/s Hours $ Fee Collected Staff Initials
Equipment Needed (please circle): Kitchen Projector Laptop Television Screen
DVD Player Stereo CD Player Extension Cord Die Cut Machine
# Chairs # Tables Other:
**The above equipment will be made available before the scheduled meeting but the user is responsible for
setting up room and returning it to its original condition.**
The User must check in at the front desk upon arrival and check out upon exiting. $100 Deposit is required
from For-Profit individuals or groups to use room. Deposit will be returned upon check-out.
Person reserving acknowledges that the Library may assess monetary damages if the room is left in an
unacceptable condition.
I have read and agree to all items contained in the Meeting Room Policy and this Agreement.
(Initials of Applicant)
Board adopted June 20, 2011
As a service to the community, the Library makes the meeting room available to persons and groups for
meetings and programs. The policy governing the use of the meeting room is in accordance with Article (5) of
the Library Bill of Rights and the 1st Amendment of the Constitution of the United States. The following criteria
must be met:
1. Use of the room is subject to meeting the criteria set forth in this Policy and the Meeting Room
Agreement.
2. Library sponsored and co-sponsored programs have precedence. The Library reserves the right to
change or cancel a meeting room reservation for Library functions, business, or emergencies.
3. The meeting room is available on a first come – first served basis.
4. Due to limited parking, first come – first served is honored. Parking on the street is encouraged for
those who are able. Unloading/loading at the entrance doors is allowed.
5. Advance notice must be given in the event of a cancellation. If cancellation is not made within 24 hours
and this occurs 3 times in a calendar year, meeting room use privileges will be forfeited. Weather related
cancellations are exempt.
6. The Library meeting room is available during regular hours of operation for non-sponsored use.
7. Per Illinois State law, no smoking on Library premises.
8. Per Illinois State law, no alcoholic beverages on Library premises.
9. Rules of decorum include no excessive noise, room clean-up, and responsibility for damages. More
information is detailed in the Meeting Room Application.
10. The name, address, and telephone number of River Valley District Library must not be used as the
address or headquarters of any group or organization. Publicity of meeting room use that is not Library
sponsored must be worded in a manner that does not imply Library sponsorship.
River Valley District Library
Meeting Room Agreement
Adopted 11/21/11
Primary use of the meeting room is for Library activities and meetings. When room is not in use for Library
purposes, it is available to any group or organization. Individuals who own a River Valley District Library card
AND are not profiting monetarily may reserve the room on behalf of their organization for no charge.
Individuals or groups who do not meet these criteria may rent the room for $20.00 (up to 4 hours) or $50.00 (4
or more hours) due when this Agreement is signed. Filling out the agreement does not guarantee approval of
meeting dates and times. Please call 309-523-3440 to check availability.
Name of Organization:
Purpose of Meeting:
Address: Email:
Phone: Alternate Phone:
Applicant: Agreement Date:
Signature of Applicant:
Meeting Room is available Monday thru Friday 9:00am—7:45pm and Saturday 9:00am—12:45pm.
(Users must exit room by ending time.)
Meeting room can be booked up to three (3) months ahead of the meeting date.
Meeting Date/s Hours $ Fee Collected Staff Initials
Equipment Needed (please circle): Kitchen Projector Laptop Television Screen
DVD Player Stereo CD Player Extension Cord Die Cut Machine
# Chairs # Tables Other:
**The above equipment will be made available before the scheduled meeting but the user is responsible for
setting up room and returning it to its original condition.**
The User must check in at the front desk upon arrival and check out upon exiting. $100 Deposit is required
from For-Profit individuals or groups to use room. Deposit will be returned upon check-out.
Person reserving acknowledges that the Library may assess monetary damages if the room is left in an
unacceptable condition.
I have read and agree to all items contained in the Meeting Room Policy and this Agreement.
(Initials of Applicant)