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Meeting Room Booking & Policy

• To Book a Room, first review the following items, then click HERE.

We will need to know:

  • WHICH ROOM you wish to use.
  • How you would like the room to be SET UP - tables? chairs?
  • What kind of AV equipment will you need - PA? DVD, BD or CD? PowerPoint presentation? Internet browse? YouTube?
  • How you will PAY, if a FEE is required - cash, check or credit card.
  • Whether or not you will be serving FOOD.

• Meeting Room Policy:

The Sugar Grove Public Library District provides meeting rooms for community groups, individuals, not-for-profit organizations, and local businesses when such use will not interfere with the primary functions of the Library. As a limited public forum, Library meeting room use will not be denied to any person or organization because of race, creed or color. Use of the meeting room does not constitute library endorsement of the viewpoints expressed by the participants in the programs.

First priority for use of the meeting rooms is given to Library-sponsored meetings or programs.

Meetings shall not interfere with the public’s use of the Library in any way. Examples of such interference include, but are not limited to, excessive size, noise, activity outside the meeting room, or any other disturbance.

The Library reserves the right to modify this policy and to cancel any reservation due to unforeseen circumstances. The Library may also cancel a group’s reservation(s) if the meeting room policy is violated.

The Library Director is authorized to establish reasonable regulations governing use of the meeting rooms and related fees.

 

Rev. 10/2011

 

Sugar Grove Public Library District

Meeting Room Procedures

 

The Rooms

The Sugar Grove Public Library District building has meeting rooms available for public use during normal library hours. All room capacities are according to the Sugar Grove Fire Department Code.

 

All meeting room bookings should be made through the Library's web site.   Rooms may be reserved up to three months, but not less than 48 hours, in advance.

 

Main Meeting Rooms

Combined:              Room C capacity:      256 persons

                                                         200 persons, seated auditorium style

                                                          80 persons seated banquet style

When divided:          Room A capacity:     110 persons, seated auditorium style

                             Room B capacity:     80 persons, seated auditorium style 

 

Meeting Room A and Meeting Room B each provide a podium with a microphone and audio visual capable desktop computer with connectivity to the Crestron system, plus controls for lighting, 58 x 104" screen, window shades, Blu-Ray DVD, and a ceiling mounted projector via touch panel.  Also provides Mediacom Cable and wired and wireless connections for Internet access. Combined Meeting Room C offers a 65" x 116" screen and 5.1-surround sound. Banquet style set up will accommodate 8-10 round tables with 8-10 seats at each table.

  

Board Room: Capacity 10-15 adults. Provides HDTV for presentations, Crestron Controls for lighting, shades, and Blu-Ray DVD player, Mediacom Cable, and wired and wireless connections for Internet access. This room is not available for groups with children, except for one-on-one or small-group (four or fewer students) tutoring sessions.

 

Back Porch: Capacity as furnished 7-12. Not available for groups with children. This room has a casual feel with soft seating and low tables. Set up fee applies to change furniture.  Wireless Internet access available and outlets.

  

Story Time Room: Capacity 15-20 as furnished with children sized tables and chairs.  Available for Adult supervised children’s groups only. This room has PS3, Blu-Ray and DVD functionality with a projector and screen. Can accommodate 40 auditorium style, set up fee applies to change furniture

 

Teen Zone: Capacity as furnished 16-20. Available for Adult supervised Teen groups only.  Tables, chairs, lounge chairs and low tables. This room has PS3, Blu-Ray, DVD, and HDTV functionality.  Can accommodate 40 auditorium style, set up fee applies to change furniture.

 

Group Study Rooms: – Two rooms with capacity of four or fewer. Available on a first-come/first-served walk-in basis, these rooms cannot be reserved. Each study room contains a table and chairs, outlets, and wireless Internet access.

 

Quiet Reading Room: – This room is designated for silent study and reading, except for library endorsed book groups. This is an electronics free area. Set up fee applies to change furniture.

 

Java Plus Book Nook: The cafe is shared space and may also be available. Fees may apply.

 

The building has wireless print services. 

 

 

Availability

The meeting rooms are available as follows:

         Tuesday through Thursday:  10:00 a.m. - 7:45 p.m.

         Saturday:  10:00 a.m. - 3:45 p.m.

         Sunday: 2:00 p.m. – 5:45 p.m.

 

Set-Up

It is the responsibility of the person reserving the room to specify the room configuration. Library staff time is required to set up rooms in advance of a meeting. Library staff will set up and take down the room.  Each group is responsible for returning the room to a clean and orderly state. Users will be charged if additional clean-up is needed. This fee will be the cost of the clean-up or $30 whichever is more.

 

Fees

There is no fee for not-for-profit groups to use the meeting rooms. Other fees may apply.

 

*For all groups there will be a $25 set up fee to move furniture other that how the room is furnished. This applies to The Back Porch, Story Time Room, Quiet Reading Room, and The Java Plus Book Nook Café.

 

Business and private parties will be charged $30 per hour for using either meeting room A or B.  The fee for the combined large meeting room will be $60 per hour.  There will be no charge for businesses or private parties using the Board Room.

 

There will be a $30 fee for any group, including non-profits, that does not leave the Library at their scheduled end time. This allows library staff to re-set the rooms. The Library cannot pay library staff to stay beyond scheduled library hours.

 

There are no refunds for cancellations within 48 hours of the meeting date.

 

Audio Visual Equipment

Use of the screen and wireless internet access are available at no charge. Audiovisual equipment need and specifications must be made at the time the room is reserved.

 

Refreshments

The fee for kitchen use is $25. Light refreshments may be available from the café. Arrangements should be made with the café personnel ahead of time. If the kitchen is not required, then no additional fee applies if an organization serves light refreshments for an event.  Alcohol is not allowed in our meeting rooms except with a special permit from the Village. The library does not apply for nor pay for permits for outside groups.

 

 

Attachments:
Download this file (Meeting Room Brochure 2013.pdf)Meeting Room Brochure 2013.pdf[ ]Wayne859 Kb
 


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