Meeting Rooms Public Use Policy
Edwardsville Public Library

As a way of supporting our mission, the Edwardsville Public Library (EPL) welcomes public use of its meeting rooms. The purpose of this policy is to accommodate and provide fair access to as many qualifying groups and individuals as possible.

General:

• The Library has three rooms available for public use, if not already engaged by library staff or volunteers for library programming, meetings, or events:
  • Large Meeting Room (capacity: 80)
  • Presentation Room (capacity: 20)
  • Small Conference Room (capacity: 12)
• The views of those reserving meeting rooms do not necessarily reflect the views of the Library staff or Board of Trustees. Outside advertising of meetings taking place in the library shall not imply endorsement by the EPL staff or Board of Trustees.

• The Library reserves the right to revise any scheduled meeting arrangements and to preempt established reservations for library programming needs. In this case, every effort to supply reasonable notice to the applicant will be taken.
• No special privileges are extended to organizations to which library staff or library board members belong.
• Library staff will not knowingly permit the use of its rooms for any illegal purpose.
• Rooms can only be scheduled within a two-month window. Short-notice requests have less chance of fulfillment. A standing request for repetitive days or dates cannot be accommodated.
• Approval of applications is always at the discretion of library staff using criteria listed in the next section. A group or organization which has been denied room use may appeal such a decision to the Library Board of Trustees at the Board’s next regularly scheduled, posted meeting. Any appeal must be submitted in writing to the Library Director at least 10 days before such Board meeting. At scheduled Board meeting, applicants may have 3 minutes to present their case. The Board will deliberate on the appeal in open session and will attempt to make a decision at that meeting unless additional information is deemed necessary.
• At the conclusion of a public-use meeting, the group/individual applicant is responsible for placing the room in a clean and tidy condition. This includes, but is not limited to, clearing trash and cleaning tables.
• A library staff member will check the meeting room before and after each use. The group or individual who reserved the room may be notified in writing of any violations in order to resolve issues or to pay for property damage or theft. Depending on the circumstances, future room use privileges may be denied.
• The room must be vacated by the end of the reservation period.

Criteria for Use:

• All meetings scheduled in library rooms will be for non-profit groups, community organizations, volunteer tutors, and student study groups. For-profit groups, paid tutors, and purely social or personal events (showers, parties, reunions, etc.) are not allowed.
• Any service provision or presentations given in the room may not include direct solicitation of for-profit business although cards and brochures may be left on display for attendees to pick up. Presenters and providers may request (but not require) personal information directly from group participants on a voluntary opt-in basis. Under no circumstances should there be implied or overt pressure for participants to share personal information or to make future contact with the presenter(s).
• Fundraising for a nonprofit project or organization may be an aspect of a program, but not as a price of admission or barrier to full participation. Likewise, an author or artist may be invited to provide books or artwork for sale in conjunction with a group’s program, but a purchase must not be required.
• The application for room use must be submitted by an adult 18 years or older with an EPL Library card in good standing. The applicant will be responsible for fulfilling room use criteria, and be on site in attendance during the meeting to see that rules are followed.
• Room reservations may be made online via our website form, by phone, or in person. Same-day reservations cannot be made online. An online reservation is not valid until approved and confirmed by library staff. Applicants should receive a reply within three business days.
• No kitchen facilities are available apart from a sink in the large meeting room.
• Library equipment may be used by prior arrangement only, depending on the room requested: projector, audio speaker, podium, flat screen HDMI TV, and Blu-Ray/DVD player.
• No meeting shall cause undue interference with regular library services and operations, or endanger library staff, patrons, or property:
  • The volume of talking, music, or group events of any kind must be kept to a minimum so as not to negatively affect other library users.
  • Groups or individuals wishing to provide food to their participants must ensure that the library’s cleanliness and safety standards are upheld.
  • With the exception of government elections, outside equipment or materials cannot be stored in the library. EPL is not responsible for any equipment or item brought onto library premises that is owned, rented, or leased by an outside individual or group.
  • All users of library meeting spaces will abide by the Patron Code of Conduct, which can be read online.
  • Nothing may be attached to walls or ceilings.
  • Window and door glass cannot be covered for privacy, obscuring the view inside the room.
  • Window shades in the meeting room are mechanically operated. Please do not pull the shades manually, as this will cause damage. Ask a staff member for assistance if adjustments are needed.
  • No group or individual may charge an admission fee to their meeting.
  • No group or individual booking a room may use the library’s mailing address or phone number as their contact information under any circumstances.
  • Meetings may only be scheduled during the library’s normal business hours. Only the Library Board of Trustees can make exceptions to this rule, and these exceptions will be documented in the open meeting minutes.
  • Meeting cancellations by a group or individual must be communicated to the Library staff as soon as possible so that the room may be rescheduled for other uses.
  • Meetings will be canceled by library staff if the library must close unexpectedly, due to inclement weather or other unforeseen circumstances. In cases of inclement weather it is the user’s responsibility to determine whether the library is open and to notify their attendees of any cancellation.
  • The library reserves the right to impose limitations on the frequency of room use by an organization, group, or individual in order to ensure equitable access for all patrons.
  • All users must abide by the Library Code of Conduct. Disruptive behavior or misuse of the room may result in denial of current and future use.

• Exceptions to this policy may be made by the Library Director or the manager on duty.

Approved by the Edwardsville Public Library Board of Trustees Pre-2002
Revised by the Edwardsville Public Library Board of Trustees November 26, 2002, February 24, 2016, October 29, 2019, November 17, 2021, March 11, 2026