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Meeting Room Policy

The Library provides the use of its meeting room as a service to non-profit community based groups/organizations under conditions established by the Board of Trustees. Library sponsored meetings or programs will have priority over all others.

The following conditions apply to meeting room use:

1. All requests for meeting room use must be made by a patron who is 18 years of age or older to the library director of The Olney Public Library.
2. A fee of $50.00 is required to a hold a room for a resident who resides inside the city limits of Olney, IL. The fee is $75.00 for anyone who resides outside the city limits of Olney, IL.
3. The capacity of the meeting room is 65 people.
4. Reservations are accepted on a first-come, first-served basis and must be submitted on the approved form at least 72 hours in advance of event.
5. Groups are limited to 20 reservations per calendar year.
6. The individual who makes the request to reserve the meeting room shall be liable for any breakage, damage or theft of any Library property caused by members or guests of the group/organization. Accordingly, this individual must be in attendance at the meeting, as he/she is the responsible party.
7. Children must be supervised in a ratio appropriate to age group and activity. Groups using the meeting rooms should not leave children unsupervised in the Library.
8. Meetings may be scheduled only on days/hours when the Library is open.
9. When a group finds it necessary to cancel a meeting, it is the responsibility of the applicant to notify the Library 24 hours in advance.
10. Material may not be mounted on the walls or ceilings of the meeting rooms.
11. No smoking or alcohol is allowed in the meeting room.
12. Reservations for the meeting room may be made by organizations engaged in educational, cultural, intellectual, charitable, advocacy, civic, religious, or political activities. Programs involving the sale, advertising or promotion of products or services or programs are prohibited.
13. Permission to use the meeting room does not constitute Library endorsement of the subject matter of the meeting, or the group’s/organization’s beliefs and policies.
14. Groups using the Meeting Rooms will be held to the Patron Conduct Policy
15. Simple refreshments (coffee, doughnuts, cookies, hors d’oeuvres, etc.) or box lunches may be served at meetings. The kitchen in the Community Room is not equipped for cooking.  Refreshment supplies such as cups, containers, paper goods, etc. are not provided by the Library.
16. The Library is not responsible for the loss or damage to any equipment or materials owned or rented by a group/organization meeting in the Library.
17. Any deviation from this policy without Board approval will result in the group being denied further use of the room.
18. On rare occasions, the Library may have to cancel a group’s use of a meeting room due to unforeseen circumstances.
19. No group may reassign their meeting room and time to another group. If the group must cancel, the group must notify the Library as soon as possible.
20. The group is responsible for returning the room to the condition they found it. This includes cleaning tables, trash disposal, as well as moving chairs to their original position if applicable. The library does not provide janitorial staff for room set up or clean up. The group will be responsible for any advance preparations, set-up and clean up.
21. The Board of Trustees reserves the right to deny use of the room by any group or individual who advocates violence or illegal activities.
22. This policy may be modified by the Board of Trustees at any time.

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