Meeting Room Policy Agreement

Meeting Room Application Requirements

To apply to reserve the Meeting Room please read and agree to the terms of the policy outlined below.

We would appreciate receiving your application at least a week in advance of the date of your meeting.

Meeting Room Policy

To request use of the Meeting Room, the online application form must be submitted by an individual 18 years of age and older with a valid Homewood Library Card.

The Library provides the use of its Meeting Room facilities as an additional service to groups and organizations under the conditions established by the Board of Trustees.

The Meeting Room is available for use by all groups and organizations, except for-profit organizations. A for-profit organization is one whose primary purpose is the sale of property or services for monetary gain. The Meeting Room is not available for use by individuals.

Restricted Use

The Meeting Room may not be used by any group or organization for the following types of functions:

A. Commercial ventures
A commercial venture is defined as an activity whose purpose is to promote or cause the sale of property or services for monetary gain or to raise funds (except fund raising for the Library).

B. Private social functions
A private social function is one designed for entertainment through companionship with friends and associates.

C. Political activity
Political activity means any activity in support of or in connection with any campaign for elective office or any political organization.  "Political organization" means a party, committee, association, fund, or other organization (whether or not incorporated) that is required to fine a statement of organization with the State Board of Elections or a county clerk under Section 9-3 of the Election Code (10 ILCS 5/9-3), but only with regard to those activities that require filing with the State Board of Elections or a county clerk.  General informational meetings on political topics and non-partisan sponsored debates or forums, not constituting political activity, may be held.

D. Other
Any other activity which would materially and substantially interfere with proper functions of the Library, such as excessive noise, a significant safety hazard or a significant security risk.



Use of the Meeting Room will prioritized as follows:

  1. Library-sponsored meetings or programs, including meetings of the Board of Trustees

  2. Meetings of the Friends of the Homewood Library and other Library-related groups

  3. Meetings or programs of non-profit groups/organizations located within the Library District


Use Limitations

  • No organization may use the Meeting Room more than four times in a calendar year

  • The Library reserves the right to set a reasonable time limit for use of the Meeting Room

  • A group or organization which has been denied permission to use the Meeting Room by the Administrative Librarian may appeal such denial to the Board of Trustees at the Board’s next regularly scheduled meeting

  • Applications may not be submitted more than three months prior to the use date



  • Full description and organization name, including troop number or team name (if applicable), must be provided with application.  No acronyms will be accepted as organization name.  Acronyms that are not defined will be denied


A Library staff member will check the Meeting Room before and after each scheduled use, and the Administrative Librarian will notify in writing the person who applied to use the room of any violations of the Meeting Room regulations. The Administrative Librarian will also notify the Board of Trustees, which may consider suspending the privilege of using the Meeting Room to that group or organization. The Board of Trustees, after giving proper notification and due process to that group or organization, may suspend the group or organization's Meeting Room privileges.


The following regulations apply to Meeting Room use:

  1. It is the responsibility of the group or organization to insure compliance with fire-code restrictions related to the Meeting Room occupancy limits

  2. The applicant must be present at the entire meeting, since he or she is one of the responsible parties

  3. When a group or organization finds it necessary to cancel a meeting, notice should be given to the Library

  4. Set-up of the room is the responsibility of the group unless a set-up/dismantle charge of $30.00 per meeting is paid one week in advance

  5. No group or organization may charge an admission fee to the Meeting Room, except for Library-sponsored programs for which fees may be charged to defray expenses

  6. State law prohibits alcohol on library premises

  7. Meetings may be scheduled only at times when the Library is open

  8. Permission to use a meeting room does not constitute endorsement of the subject matter of the meeting, or the group’s or organization’s beliefs and policies.  As a result, publicity on non-library sponsored meetings must in no way imply Library sponsorship

  9. Groups or organizations using the Meeting Room may not use the Library as their mailing address or telephone number

  10. Signs or posters pertaining to a non-Library-sponsored meeting may be placed in the Library only in accordance with the sign and public notice policy

  11. No group or organization may store equipment or materials in the Library, except on a temporary basis with the Administrative Librarian’s permission

  12. The Library is not responsible for personal injury or the loss of/or damage to any equipment or materials owned or rented by a group or organization meeting in the Library

  13. At the conclusion of the meeting, the group or organization is responsible for placing the room in the condition existing before the meeting commenced

  14. Nothing may be attached to the walls of the Meeting Room

  15. The Library reserves the right to cancel or reschedule an approved meeting to another date, if necessary.  Notice will be given to the person signing the application via phone call or email within a reasonable time.  Any paid set-up fees will be applied to the new meeting date or refunded


The Library has the following furniture and equipment available for use in the meeting room upon adequate notice: chairs, folding tables,  sink, piano, podium, microphone, movie screen, WiFi access and projection equipment for videos, DVDs, and other digital files/presentations.  Any other equipment must be provided by the group/organization or checked out by the usual procedure.

The Board of Trustees of the Homewood Public Library District will review the Meeting Room Policy and regulations periodically and reserves the right to amend them at any time.

This policy was reviewed, adopted, and is effective as of: August 15, 2018

I Agree buttonI have read the policy and agree to the terms as stated.  I understand that a confirmation number does not guarantee usage of the meeting room and that I will be contacted by library staff to confirm the reservation.