Meeting Room Policy

Library Meeting Room Usage Policy

PRINTER FRIENDLY VERSION

In exchange for the use of the Library’s facilities, the undersigned person(s) or organization hereby agrees to the terms and conditions as outlined below:

The AMAX Room & kitchenette are available to eligible groups without charge when the room is not being used for Library sponsored activities. 

The Baby Doe Conference Room is not available at this time.  

Only non-profit groups, county departments, or community groups offering events open to the public are eligible to use these rooms. The rooms may not be used for private functions, religious worship services, or by school-age students without adult supervision. No admission fee or registration fee may be sought from meeting attendees.

Community users must provide a description of the event to be posted on the library’s public calendar.

The undersigned agrees to leave the premises clean (including rest rooms) and in good repair.  All food and supplies must be removed immediately following an event.  No smoking and no alcoholic beverages are allowed.

Users agree to abide by all Lake County Public Library’s policies, including its Code of Conduct.

Amax Room keys will be provided each time the facilities are to be used. Keys will be available for pick up 24 hours ahead of the time scheduled for your group.  For events beginning when the Library is closed, it is the responsibility of a group member to pick up keys during regular Library hours prior to the scheduled event.

When an event ends, the group is responsible for:

• Returning the room to its original condition;
• Turning off all lights and disconnecting any appliances used;
• Making sure all AMAX Room & kitchenette doors are locked, including 12th St. exit door;
• Returning all keys borrowed immediately after the meeting ends to the Circulation Desk or via the book drop on the 12th St. side of the building.

Reservations require the group name, a contact person, a telephone number, the size of the group, the date and time. Please also include set-up and clean-up time needed, equipment needed including the kitchenette.

Movies shown or recordings played must have the appropriate public performance rights. Obtaining the license & all applicable fees are the responsibility of the group. Proof of public performance rights shall be provided to the library director prior to the event date.              

It is the responsibility of the group to notify the Library immediately if a scheduled meeting is changed or canceled, and to give notice when the standing reservation is no longer needed, or if the telephone number of the group’s contact person changes.

Due to COVID-19, reservations may be canceled anytime. Additionally, users agree to follow all guidelines and mandates related to COVID-19 set forth by Lake County Government and/or Lake County Public Health Agency; if the group fails to do this, then the group’s privileges to use the AMAX room will be revoked.

Groups or individuals using meeting rooms shall indemnify, defend and hold harmless the Library, its trustees, agents and employees from and against any and all losses, damages, claims, costs, suits, actions of any kind, arising and resulting and accruing from any act, omission or error of the such group or individual and any users, employees, agents, representatives, guests, invitees, resulting in or relating to personal injuries or property damage arising from the group’s or individual’s use of the Library.

I have read this agreement and I understand and agree to the terms and conditions as set forth in this policy statement.  Failure to comply with the terms and conditions of this agreement will result in denying the person/organization future use of the facilities. By signing this form, I verify that I represent a non-profit or government organization, or community group.