The Cook Memorial Public Library District (“CMPLD” or “Library”) provides meeting rooms for use by in-district groups engaged in educational, cultural, intellectual, civic, and other non-commercial activities when not in use by the Library or its affiliated organizations. Use of these rooms does not imply Library endorsement of any group, event, or viewpoint. Rooms are available on an equitable basis regardless of an organization’s beliefs or affiliations.
Article I: Eligibility.
- Meeting rooms are available at no cost to local government agencies, community groups, and non-profit organizations. Usage is limited to one scheduled meeting per month per group, and reservations are accepted on a first-come, first-served basis upon receipt of the completed application.
- Meeting rooms are not for commercial, for-profit, fundraising, purely social gatherings, or disruptive activities. Commercial activities include, but are not limited to workshops, seminars, or presentations on topics such as financial, estate, health, and retirement planning, and will not be permitted unless they are sponsored as official Library programs.
- The booking party must be a CMPLD cardholder 18 years or older who will be present for the entire meeting.
- Children through 12th grade may use the meeting rooms with adult supervision. An adult must submit the application and be present at all times during the meeting.
Article II: Guidelines and Regulations.
- Priority: Library activities have priority over external bookings.
- Reservation Process: Reservations can be made at least one week in advance up to two months in advance and cannot establish the Library as a regular meeting place. A 48-hour cancellation notice is required.
- Hours and Setup: Rooms are available for up to three hours during the Library’s operating hours, including setup and cleanup time. Meetings must conclude and clean-up completed at least 15 minutes prior to closing time. No organization will be allowed to enter the library before the library opens or remain after the Library closes. Changes to room setup must be requested 48 hours in advance.
- Refreshments: Alcohol and food are prohibited. Beverages are allowed in spill proof containers. Cleanup is the responsibility of the sponsoring group.
- Equipment and Assistance: The Library provides basic equipment but is unable to assist with rearranging seating, carrying supplies to and from the meeting rooms or operating equipment. The Library is unable to provide storage for the property of any organization.
- Publicity: Publicity for meetings must not imply Library sponsorship and cannot include the Library’s logo or telephone number.
- Accessibility: Groups must comply with the Americans with Disabilities Act (ADA) and provide requested accommodations.
- Signage: Signage is not permitted on the walls or ceilings, outside the room, or anywhere on Library grounds.
- Capacity: Meeting room capacity is limited according to posted occupancy limits, and emergency exits must always be kept clear.
- Prohibited Activities: Activities that disrupt normal Library operations, create excessive noise, pose a safety hazard (such as the use of open flames), or present a security risk are prohibited.
- Fees and Sales: The charging of admission fees is not permitted. Charges for fees to cover the costs of program materials or supplies that participants may take home with them are permitted. The sale of merchandise or services is not permitted except for a Library sponsored program or sales by organizations affiliated with the Library. Per the Use of the Library Policy, authors are permitted to sell materials relating to their presentation.
- Liability & Indemnification: Groups must designate one person as the legal representative and point of contact. Users are responsible for any damage to Library property and must hold the Library, its staff, and Board of Trustees harmless from any injuries or losses. The Library is not responsible for lost, stolen, or damaged personal property.
- Access: Meeting rooms are reserved for authorized groups with approved reservations. Access is limited to reservation holders and Library personnel.
Article III: Reservations and Cancellations.
An application must be submitted to reserve a meeting room and can be found on the Library’s website. Paper applications can be found at the Cook Park Welcome Desk and at the Aspen Drive Library Information Desk.
The Library reserves the right to cancel reservations due to unforeseen circumstances or violations of this Policy. Violations may result in future reservation denials.
No group may transfer a room reservation to another group.
Article IV: Equipment.
Equipment available to use must be requested at the time of application and includes:
- LCD Projector (must provide your own laptop)
- Sound System with microphone
- AppleTV (for mirroring Apple devices)
Adopted: 03/18/25
