Meeting room

The meeting room in the library is provided for library-related activities.  These activities take precedence.  The library encourages other groups to use the meeting room when it is not needed for library-related activities, and when use will not interfere with service to other library users. 

The meeting room is available to organized, non-profit groups for public meetings of a civic, cultural, or educational nature.   

The meeting room may not be used for social activities; private parties; commercial purposes/ endeavors or gatherings that advertise a product or service; or political campaign meetings. 

All meetings are free and open to the public.   

No items may be sold unless for the profit of the library or approved author visit.  Groups may charge a reasonable fee to recover the cost of materials, handouts, craft making supplies, refreshments, etc. 

All meetings must take place during regular library hours:  Monday-Thursday, 9am-8pm; Friday-Saturday, 9am-5pm. 

Meeting rooms must be vacated ten (10) minutes before the library closes. 

The meeting room can be scheduled up to 6 months in advance.   

Reservations for a regular meeting by the same group will be accepted no more than three (3) months in advance.   

Children’s groups may use the meeting room providing they are supervised by an appropriate adult to child ratio. 

The Champaign County Library meeting room can be divided into two smaller meeting rooms.  Room A can hold 50 and contains the sink and refrigerator.  Room B can hold 50 people.  The entire meeting room will not be reserved unless the expected attendance at a function is 45 or greater. 

Reservations for meeting rooms can be made in person, by telephone, or via email.  Reservations must include the name of the organization, time and date desired, number of persons expected and the name and telephone number of the person scheduling the meeting.  Completed reservation forms for any meeting room use by non-library groups must be submitted to the Director for approval.   The organization’s representative will be notified when the reservation has been confirmed.  (See Appendix) 

It is the responsibility of the person scheduling the meeting to inform the library of meeting cancellations.  Please give as much notice as possible when meetings are canceled so other organizations may use the room.   

Smoking and alcoholic beverages are prohibited in all areas of the library. 

Refreshments cannot be taken into any other area of the library. 

Meetings/Programs shall not disturb persons using the library’s public areas. 

Chair and table arrangements are the responsibility of the group using the room.  Meeting room users are responsible for damages to the rooms. 

Some audio-visual equipment is available for use in the meeting room.  The equipment should be requested when the room is reserved.  Groups using the library audio-visual equipment are responsible for any damage done to the equipment while in their care. 

The library is not responsible for equipment, supplies, materials or other items owned by a group or individual and used in the library.  The library cannot supply storage for such items. 

The Champaign County Library Board of Trustees and the Champaign County Library staff do not assume liability for groups or individuals attending meetings in the library. 

Neither the name nor the address of the Champaign County Library may be used as the official address or headquarters of an organization. 

The fact that a group is permitted to meet at the library does not constitute an endorsement of its policies or beliefs. 

The library reserves the right to cancel or reschedule any meeting.  Advance notice of such cancellation will be attempted but not guaranteed. 

The Library Director is authorized to deny permission to use library meeting rooms to any group that violates these policies or disturbs the usual operations and procedures of the library.  Any question of interpretation will be decided by the Library Director. 

The Library Board of Trustees reserves the right to amend these regulations at any time.  For good cause, the Library Director may waive any meeting room regulation and may deny or cancel any application for reservation of meeting room space.