Meeting Room Guidelines

Please stop by the Youth Department Desk or call the Youth Department Office  at (847)244-5150 option 5 to reserve a Meeting Room.

Warren-Newport Public Library District
Lake County, Illinois
Board of Trustees
Policy 3050
Meeting Rooms Policy
Adopted: June 13, 2000
Reviewed/Revised: February 19, 2008; January 20, 2009; March 17, 2009; October 18, 2011; November 20, 2012, September 17, 2013

PDF Copy of the Meeting Room Policy


The Board of Trustees of the Warren-Newport Public Library District (WNPLD) has adopted this policy to fairly allocate meeting room space among the many non-profit community organizations, groups, and governmental agencies that wish to use WNPLD’s facilities. The use of a library meeting room is a privilege, not a right, and is subject to the sole and exclusive discretion of WNPLD. Accordingly, WNPLD reserves the right to deny the use of any meeting room to any organization.


Section 2.01  Priority for Meeting Room Use
Priority for meeting room use will be assigned in the following manner:

1. WNPLD-sponsored programs and meetings.

2. Meetings and programs of organizations affiliated with WNPLD, such as the Friends of the Warren-Newport Public Library.

3. Non-profit educational, civic, or cultural programs and meetings of Warren and Newport township organizations.

4. Community organization programs that are not necessarily cultural or educational in nature.

Section 2.02  Endorsements
In allowing public use of the meeting rooms, neither WNPLD nor its Board of Trustees endorses any position expressed by any group using the rooms.


Section 3.01  Charges and Membership
All meetings must be free of charge and open to the general public. Attendees at any meetings are not required to be members of the sponsoring organization or group. Non members may be informed of the nature of the meeting but may not be excluded if they wish to remain. No admission fees, attendance fees, registration fees, etc., may be collected.

Section 3.02  Refreshments
Light refreshments (beverages, cookies, cake, or snacks) may be served. Organizations and patrons are asked to avoid serving items that are likely to stain furniture or carpeting.

Section 3.03  Private Parties
The use of rooms for hosting private parties, receptions, or meetings of a strictly social nature, e.g., family reunions, weddings, and home-show parties, is prohibited.

Section 3.04  Professionals
Educational programs by professionals, e.g., physicians, financial planners, or attorneys, are permitted only when the program is sponsored as a WNPLD program. A professional wishing to present an educational program should submit an application to the Youth Services Department.  WNPLD staff will consider these applications when planning WNPLD sponsored programs for patrons.

Section 3.05  Compliance with the Law
The meeting rooms may not be used for any activity that is in violation of local, state, or federal ordinances or laws, including copyright or public performance laws.

Section 3.06  Disruptive Meetings
Meetings which would interfere with normal WNPLD activities and work because of noise and other factors will not be permitted.

Section 3.07  Staff Assistance
No WNPLD personnel are available to assist any organization to rearrange seating, carry supplies to or from the meeting room, etc. Each organization must rely on its own personnel for the performance of these tasks. WNPLD will be responsible only for furnishing the meeting space and seating.

Section 3.08  Meeting Publicity
WNPLD does not publicize non-Library-related events. Any publicity that the reserving group distributes may not imply that the Library is connected to the meeting in any manner except for providing the space. Publicity must have the phone number of the group’s contact person.

Section 3.09  Room Reassignment
WNPLD is solely responsible for the assignment of meeting rooms for public use. In the event that a meeting must be cancelled or rescheduled, no group may reassign the use of the room.

Section 3.10  Mailing Address
Organizations meeting in the Warren-Newport Public Library may not use the Library as a mailing address.

Section 3.11  Items Left in the Library
WNPLD is not responsible for items owned by community groups or agencies and left in the Library, nor can WNPLD provide storage for items.

Section 3.12  Smoking and Alcohol Use
According to WNPLD policy, smoking is not permitted in the meeting rooms, in the Library building, or anywhere on Library grounds. Use of alcohol in the meeting rooms or anywhere else in the Library building is also strictly prohibited.

For and in consideration of the use of the meeting room and WNPLD facilities, any person or group using them agrees to indemnify and hold harmless WNPLD from any and all actions or suits relating to its use of such rooms and facilities. Further, such person or group agrees to reimburse WNPLD for any and all costs for repair of all damage as may be caused directly or indirectly to the room and/or facilities by such use. If any organization refuses to pay for the damage, the matter will be referred to the WNPLD attorney for legal action.

Section 5.01  Meeting Rooms Available for Public Use
The Library has one large meeting room which can be divided into two (2) separate rooms, Meeting Room South (Room A) and the Meeting Room North (Room B), which are available for use by cultural, educational, civic, and other non-profit organizations in the community. Organizations applying for use of any meeting room must adhere to the guidelines and regulations in this policy.

Section 5.01  Meeting Room Equipment and Capacities
WNPLD does not provide audiovisual equipment such as projectors, microphones, microphone stands, portable projection screens, laptops, extensions cords, network cables, and video cables. Groups desiring to bring their equipment into the library meeting rooms may do so. Library staff cannot provide assistance with privately owned equipment.
Room A can accommodate up to 100 chairs, 2 four-foot-long tables and 6 eight-foot-long tables; Room B can accommodate up to fifty (50) chairs, 2 four-foot-long tables and 6 eight-foot-long tables. When combined, Rooms A and B can accommodate up to 180 chairs, 4 four-foot-long tables and 12 eight-foot-long tables. The chair counts for these rooms must be reduced if tables are used. Both rooms have projection screens, and both rooms have wireless access to the Internet. Room B has a built-in stage.

Section 5.02  Hours of Meeting Room Availability
Meetings may be scheduled Monday through Thursday between 9:30 a.m. and 8:30 p.m., Friday and Saturday between 9:30 a.m. and 4:30 p.m., and Sunday (only during the school year when the Library is open) between 1:30 p.m. and 4:30 p.m. The Meeting Room is unavailable during June and July because of Library programs. No meeting room access is possible outside of scheduled Library hours.

Meetings must be concluded and clean-up completed by the time the Library closes for the day. When scheduling a room, time for set-up and clean-up must be included in the reserved time period. No organization will be allowed to remain after closing times.

Section 5.03  Fees for Use
No charge shall be made for the use of the facilities, provided the organization complies with all restrictions. Any organization that violates any part of this policy may lose their room use privilege.

Section 5.04  Reservations, Cancellations and Denials
A WNPLD cardholder in good standing, i.e., one whose card is not blocked or barred, may reserve a room for non-profit use either by telephone (847-244-5150, press 5) or in person at the YouthFyo Desk in the Library. The cardholder making the reservation must be eighteen (18) years of age or older and be present during the room usage.

Due to the popularity of the Library meeting rooms, organizations are limited to one (1) scheduled day per month on a first-come, first-served basis. All rooms may be reserved at least one (1) week in advance for the current month plus the following two (2) months using either of the above methods, by telephone, or in person. Reservations will be made in order of priority as indicated by the dates of the request. Reservations are made pending WNPLD approval and will be confirmed by a telephone call from WNPLD.

The Library reserves the right to cancel any meeting room reservations providing the organization receives at least thirty (30) days notice of the cancellation.

Any organization that cancels an event after reserving the meeting space should notify the Youth Department. Two or more “no show” reservations will result in WNPLD denying future reservations.

If an organization is denied the use of the meeting room by the Youth Department, it can appeal to the Board of Library Trustees at the Board’s next regularly scheduled monthly meeting.

Section 5.05  Group Responsibilities
The person completing the request form is responsible for ensuring that the organization abides by the WNPLD Meeting Room Policy. Organizations that do not follow the Meeting Room Policy will be given written warnings of their non-compliance. Meeting privileges will be revoked after two (2) incidents of non compliance. Compliance with meeting times (especially at Library closing times) will be closely monitored.

Upon arriving at the Library to use a reserved room, the person who made the reservation must report to the Security Desk to sign in and have the room unlocked by Library staff. Organizations using meeting rooms are responsible for their own set-up and general clean-up. Rooms should be left neat and clean and ready for the next scheduled group meeting. Organizations using meeting rooms are responsible for any damage to the room or furnishings, e.g., carpet, walls, tables, chairs, artwork. The group responsible for damage will be billed for the cost of repair or replacement.

Organizations should report any difficulties or problems with WNPLD property to the Youth Department (847-244-5150, press 5).WNPLD complies with the Americans with Disabilities Act (ADA). If requested, organizations using the Library meeting rooms must provide reasonable accommodations for persons with disabilities. Organizations unable to provide such accommodations will not be allowed to meet in the Library.

All organizations must formally accept the terms of this Meeting Room Policy before WNPLD will accept a request for reservation of any meeting room.