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Meeting Room Use Policy & Online Reservation Form

You will be notified within 72 hours of placing your meeting room request if it has been accepted.  If you need it sooner, please contact the Library directly at (217) 223-1309 ext 201 or 211

It is the policy of the Quincy (IL) Public Library (QPL) Board of Trustees to provide meeting rooms for the community as a free public service. The meeting rooms are available for public gathering of civic, cultural or educational character, but not for social or religious gatherings, money-raising, political or commercial purposes.

All meetings must be open to the public at no charge; meetings must not be restricted to any particular group. Library meeting room use will not be denied to any person or organization because of race, creed or color.

While using the meeting rooms, no admission may be charged; no products or services may be advertised, solicited or sold unless permission is secured in advance from the Library Executive Director.

No more than 200 people may be in the Large Meeting Room, no more than 50 people in the Small Conference Room and no more than eight people may be in a Study Room at one time.

Reservations are arranged through Administration and should be made at least one week prior to the event to allow time for notification. Reservations are not guaranteed unless confirmation from the Library has been received. Rooms may be used on a walk-in basis if they are available by making a request in the Administration Office or at the Circulation or Information Desks.

Individuals must notify the Library 48 hours prior to scheduled use of a cancellation. Failure to comply with this rule two times will result in loss of meeting room privileges for one year.

Meetings must be scheduled within established Library service hours. Meetings must end 15 minutes prior to the scheduled closing of the Library.

Physical arrangements of the room, equipment and seating must be planned at the time of room reservation. Library-owned equipment may be available upon request. The room and its contents must be used with care and left in an orderly fashion. Library custodial services are provided at no charge to arrange a meeting before and after each public use.

Smoking use of alcohol and use of illegal controlled substances are not permitted on Library property at any time.

Snacks and covered beverages may be taken into meeting rooms but must be removed and cleaned up prior to leaving the area. The individual or group may be liable for any damages.

No group may reassign its use of a meeting room to any other party.

A reasonable ratio of adult to minors as determined by Library staff on duty must be present in the room at all times if the meeting or program involves minors.

Groups using library meeting rooms must not imply that their programs are sponsored, co-sponsored or approved by the Library, unless written permission to do so has been previously given by the Executive Director.

At all times, the meeting rooms shall be used in a manner consistent with the rights of other patrons. Groups whose meetings unreasonably disturb and interfere with the use of the Library by other patrons or who cause damage to Library property may be asked to end their meeting ahead of schedule and/or leave the premises immediately.

The QPL Board delegates to the Executive Director or his/her designee the authority to develop and implement procedures and practices which carry out the provisions of this policy. Exceptions to the policy may be granted only by the QPL Board or the Executive Director.

If permission for the use of the meeting room is denied, the applicant may appeal to the Executive Director of the Library; if the Director further denies permission and the applicant is dissatisfied with the reasons offered, an appeal may be made to the QPL Board.

Groups using library meetings rooms must be ADA compliant.  They are responsible for providing qualified interpreters and/or auxiliary aids upon request of persons attending their meeting.