Liability Waiver/Indemnification Agreement I have received, read, understood, and agree to comply with the Evanston Public Library s Meeting Room Policy. I hereby fully release and discharge the Evanston Public Library Board, the City of Evanston, its officers, agents and employees from any and all claims from injuries, including death, damages or loss, which may arise or which may be alleged to have arisen out of, or in connection with the above meeting(s) in the Evanston Public Library. I further agree to indemnify and hold harmless and defend the Evanston Public Library Board, the City of Evanston, its officers, agents and employees from any and all claims resulting from injuries, including death, damages and losses, including, but not limited to the general public, which may arise or may be alleged to have arisen out of, or in connection with the above meeting(s) in the Evanston Public Library. Signature Persons reserving the meeting room must be at least eighteen years of age. (Please list here the information for the responsible party signing the Liability Waiver/Indemnification Agreement.) Name Address Phone Please attach a copy of the event flyer, or mail a copy to our Administrative office when a flyer is available for this event. Summary of Meeting Room Rules 1. No reservation is made until all fees are paid. 2. Meeting rooms can only be used by not-for-profit organizations. 3. All meetings are open to the general public. No admission fee can be charged. 4. No alcohol can be served. 5. Cancellations must be made at least 48 hours in advance of the program. 6. The Library does not provide refreshment supplies such as coffee pots, cups, plates, trays, containers, paper goods, tea and coffee. 7. The Library does not provide easels, newsprint paper, dry-erase markers, or other consumable presentation materials. 8. Signs and posters may not be placed on Library walls, windows or doors. Please bring your own display stands or tripods. Please return this form to: Administrative Offices Evanston Public Library 1703 Orrington Avenue Evanston, IL 60201 Questions should be directed to the Library s Administrative Offices, (847)448-8650 shared.admin.forms.meeting room reservation form part2.doc 1
Evanston Public Library Meeting Room Policy The meeting rooms of the Evanston Public Library are a library resource to be utilized in the fulfillment of the Library s mission as stated by the Library Board (Mission Statement). Uses of meeting rooms which will materially and substantially interfere with the operation of the Library, such as those uses that produce excessive noise, a significant safety hazard, or a significant security risk will not be permitted. (July 19, 1994) BOARD ROOM CONFERENCE ROOMS PUBLIC MEETING ROOMS The Library s Board Room is reserved for meetings of the Library Board and its committees, for meetings of the Library s staff, for meetings of committees and other bodies of professional organizations in which members of the Library s staff are involved, and for meetings of affiliated organizations that exist primarily to assist the Library in the fulfillment of its mission. In the event of scheduling conflicts, priority will be given to the meetings of the Library Board and its committees. (July 19, 1994) The third floor Conference Rooms are intended for quiet group study for adults and high school students and tutoring where the tutor is an adult or high school student. They are not intended for commercial use. All of the rules that apply to the use of the Library s reading rooms apply as well to the use of the Conference Rooms. Conference Room users must register at the Library s Reference Desk. A Library card or other form of identification must be presented when making a reservation. Reservations will be accepted as much as seven days in advance of use. The Conference Room may be reserved for as long as three hours of use. Up to six individuals are permitted to use a Conference Room at the same time. (June 18, 1996) The Library has two public meeting rooms, a Community Meeting Room and a Small Meeting Room, available to nonprofit organizations engaged in educational, cultural, intellectual, or charitable activities in Evanston. Library sponsored programs and the programs of the Library s affiliated organizations will be given priority in the reservation of meeting room space. The Library Director shall establish registration procedures that will insure meeting room space for programs sponsored by the Library and its affiliated organizations. Fees will not be charged for Library affiliated organizations. Other agencies of the City of Evanston and those professional organizations that the Library or its staff participate in will have second priority in the use of the public meeting rooms. They will be charged no fees, but will be expected to abide by all other meeting room rules. Nonprofit community organizations will have the third priority in the reservation of meeting rooms. Nonprofit organizations will be scheduled on a first come, first served basis and will be charged according to the fee schedule below. The public meeting rooms are not available to commercial enterprises (organizations that promote or cause the sale of property or services for monetary gain) or for purely social functions shared.admin.forms.meeting room reservation form part2.doc 2
(functions designed for entertainment through companionship with friends and associates such as receptions, showers, birthday parties, dances, and mixers). Use of the Public Meeting Rooms does not constitute Library endorsement of the viewpoints expressed by the participants in the programs. No advertisement or announcement implying such endorsement will be permitted. No organization meeting at the Library shall use the Library as its official address. Storage of goods by organizations using the Public Meeting Rooms will not be permitted. Exceptions to the meeting room policy and waivers of fees must be approved by the Library Board. However, the Library Director is granted the power to waive rules and fees, if in his/her judgment emergency or other conditions warrant this action. The Director must report all such waivers to the Library Board at its next regularly scheduled meeting. (July 19, 1994) FEES FOR THE USE OF PUBLIC MEETING ROOMS The following fees are charged for the use of Public Meeting Rooms: Community Meeting Room Rental (per use) $60.00 Small Meeting Room Rental (per use) $30.00 Clean Up Charge (per hour or part thereof) $25.00 Video Projector (per use) $15.00 Slide Projector (per use) $15.00 Overhead Projector (per use) $15.00 Video Player and Monitor (per use) $15.00 Public Address System (per use) $15.00 Piano Rental (per use) $15.00 These fees are intended to cover the Library s maintenance and overhead costs. It is the Library Board s intention that the Library s Public Meeting Rooms should be self-supporting. Meeting room fees will be reviewed annually by the Library Board. RESERVATION OF PUBLIC MEETING ROOMS Meeting room space should be reserved in advance by completing the Meeting Room Reservation Form and submitting it and the necessary fees to the Library s Administrative Office. Reservations must be made at least forty-eight hours in advance of the program and will be accepted up to one year in advance. No reservation will be made until all of the applicable fees are paid. The person signing the Meeting Room Reservation Form will be held responsible for all fees and damages. Applicants must be age eighteen or older. Reservations for programs with a projected attendance of less than ten individuals will not be accepted for the Community Meeting Room. The meeting rooms may be reserved for up to six hours shared.admin.forms.meeting room reservation form part2.doc 3
ADMISSIONS AND SALES in a single day. No group may reserve a room for more than twenty six (26) times in a single year or four days in a single month. The Library should be notified of any canceled meetings or programs. Failure to notify the Library of a cancellation at least forty-eight (48) hours in advance will result in a charge for meeting room fees. (June 18, 1996) Organizations using the meeting rooms may not charge an admission fee, and any member of the public who wishes to attend a meeting in one of the Library s public meeting rooms must be allowed to do so. Groups using the meeting room may request a free will donation, but making such a gift must in no way be a requirement for attending the meeting. Organizations using the meeting rooms will be permitted to make sales under the following circumstances: 1. The sales must be confined to the meeting room and no effort can be made to solicit other library patrons. 2. The sale must be for the benefit of the nonprofit organization making use of the meeting room. 3. Making a purchase must in no way be a requirement for attending the meeting. 4. The sales must be an inconsequential part of the program scheduled for the meeting room. Admission may be charged for programs sponsored by the Library and its affiliated organizations and the sale of goods that directly or indirectly benefit the Library will be permitted in areas of the Library other than the meeting rooms. When an author takes part in a Library-sponsored program, the Library may arrange for the sale of the author s works at the program. (July 19, 1994) KITCHEN USE AND FOOD SERVICE Simple refreshments (coffee, doughnuts, punch, cookies, hors d oeuvres, etc.) or box lunches may be served at meetings. The kitchen is intended for this kind of use only, and may not be used for cooking. Both meeting rooms share the same kitchen, and it is not possible for the Library to grant a single group exclusive use of the kitchen during their meeting. Refreshment supplies such as, coffee pots, cups, plates, trays, containers, paper goods, tea and coffee are not provided by the Library. Refreshments may not be taken from the meeting rooms to other areas of the library. Groups using the kitchen are expected to leave it in the condition they found it; failure to do so will result in a clean-up charge. (June 18, 1996) HOURS OF USE FOR THE PUBLIC MEETING ROOMS shared.admin.forms.meeting room reservation form part2.doc 4
AUDIOVISUAL EQUIPMENT SET UP AND CLEAN UP POLITICAL ACTIVITY The meeting rooms are available during the Library s regular hours. (Monday through Thursday from 9:00 AM to 9:00 PM; Friday from 9:00 AM to 6:00 PM; Saturday 9:00 AM to 6:00 PM; Sunday 12:00 PM to 6:00 PM) No meetings will be scheduled prior to the Library s regularly scheduled opening. (June 18, 1996) A video projector, a slide projector, an overhead projector, a video player with monitor, a public address system, and a piano are available for use in the meeting rooms. The equipment must be reserved in advance. There is a $15 charge for the use of each piece of equipment. A Library staff member will be available at the beginning of the reservation period to demonstrate the use of the equipment. (June 18, 1996) Trash should be picked up and the kitchen should be cleaned. Set up and clean up should be accomplished within the time period for which the room is rented. If it is necessary for Library staff to clean up following a meeting the individual, group, or organization making the reservation will be charged for the necessary time according to the current schedule of fees. (June 18, 1996) The Library s meeting rooms are governed by the City of Evanston s policy concerning the use of municipal buildings by candidates for Federal, State, and Municipal elected office, the Democratic and Republican parties, and all other individuals or organizations advocating a position on an election issue. The Library s meeting rooms may be used for any political activities related to an election, until one hundred days prior to the election, except for municipal or township election activities. Municipal or Township election activities may be held until the petition filing deadline, which is seventy-one days before the election. After these deadlines, the meeting rooms may only be used for candidate forums when the following conditions are met: 1. all candidates are invited to attend 2. the forum is sponsored by a non-partisan group 3. all candidates for a particular office must agree in writing to attend the forum or indicate in writing that they do not oppose the forum being held even though they are unable to attend Fees will not be charged for candidate forums meeting these conditions, but all other meeting room rules must be observed. (July 19, 1994) ADDITIONAL RULES AND REGULATIONS The following rules and regulations apply to all groups using the meeting rooms: shared.admin.forms.meeting room reservation form part2.doc 5
1. Attendance at a meeting may not exceed the maximum number of people certified by the Fire Department as the occupancy limit for the room. These limits are: Community Meeting Room -- 144; Small Meeting Room -- 24. 2. Any use of the meeting rooms which disrupts the normal operations of the library will not be permitted. 3. Smoking is not permitted anywhere in the Library. 4. Alcoholic beverages may not be served or consumed. 5. Groups whose members are under the age of eighteen must be accompanied by one adult chaperon for each fifteen participants. 6. Hazardous materials including, but not limited to, paints, solvents, explosives, and open flames are prohibited. 7. Groups using the facilities must comply with the Americans for Disabilities Act and upon 48 hours notice are responsible for providing qualified interpreters and/or auxiliary aids as requested. (June 18, 1996) DAMAGES AND LIABILITY The Library is not responsible for the loss of or damage to any equipment or materials owned or rented by an individual, group or organization using its meeting rooms. Any individual, group or organization using the meeting rooms shall be held responsible for willful or accidental damage to the Library building, grounds, collections or equipment caused by the group or organization, its members or those attending its program. Any individual, group, or organization holding a meeting in the library must fully release and discharge the Evanston Public Library Board, the City of Evanston, its officers, agents and employees from any and all claims from injuries, including death, damages or loss, which may arise or which may be alleged to have arisen out of, or in connection with the meeting. They must further indemnify and hold harmless and defend the Evanston Public Library Board, the City of Evanston, its officers, agents and employees from any and all claims resulting from injuries, including death, damages and losses, including, but not limited to the general public, which may arise or may be alleged to have arisen out of, or in connection with the meeting. (July 19, 1994) DENIAL OF MEETING ROOM PRIVILEGES Failure to abide by the Library s meeting room policy and rules of conduct may result in the cancellation of, or refusal of future reservations. (July 19, 1994) APPEALS OF ADMINISTRATIVE DECISIONS CONCERNING FACILITIES USE An individual, group or organization which has been denied permission to use the meeting rooms, the bulletin boards, or other library facilities or to distribute materials may appeal such denial to the Library Board of Trustees at the Board s next regularly scheduled meeting. Written notice of said appeal and all written shared.admin.forms.meeting room reservation form part2.doc 6
documentation supporting the appeal are to be delivered to the Library Director at least seven days prior to the Board Meeting. At this meeting, the appellant may be granted up to fifteen minutes for a presentation that would support reversal of the Library Director s denial. The Board of Trustees will deliberate on the appeal in open session and will attempt to complete its findings of fact and to reach a decision at the meeting, unless additional information is deemed necessary. (June 18, 1996) file:shared/admin/forms/meeting room reservation form part 2.doc 03/12 shared.admin.forms.meeting room reservation form part2.doc 7