Revised: 9/22/2025

Meeting Room Use

For those rooms that require payment, users must pay in full within 7 days of approval or the room will be released. If a meeting room application is submitted less than 7 days before the requested meeting time, all fees must be paid in full before the requested meeting time. Fees may be paid via cash, money order, or credit card.

Reservation fees will be refunded only if cancellation is received at least 7 days prior to event. Refunds are issued by check only. Applicants are responsible for notifying the Library of cancellation of a meeting in addition to notifying group members and/or the audience as early as possible.

Damage fee: Applicants are responsible for any loss or damage to library property and will be assessed the cost of repair or replacement.

Conditions of Use

1.     Each group using the meeting rooms must observe all Library rules and policies, including the Code of Conduct and the following Conditions of Use. Library staff has the authority to ensure compliance with these Conditions. If there is non-compliance, the Library may refuse future meeting room requests or require a non-refundable security deposit. The Library reserves the right to limit room bookings to allow equitable access and use thereof..

2.     Disregard for the Library Code of Conduct, this policy, any other Library policies, other misconduct by participants or misrepresentation on the application may result in rejection of an individual or organization’s future applications. In the event of severe misconduct, Library staff may immediately terminate the event/meeting and clear the premises. All group activities must be conducted within the meeting room.   

3.     A responsible adult, 18 yrs or older, must always be present to supervise all minors. Adults using meeting rooms may not leave children unattended in the Library. 

4.     Each group is responsible for maintaining orderly conduct to ensure no disruption to other groups or operations. Noise levels must be kept low enough to not be heard outside of the room. The applicant is responsible for managing behavior of all attendees. 

5.     Due to fire concerns, propellant devices, pyrotechnics, including confetti poppers, or open flames including portable food-warming fuels and candles, are not permitted in the meeting rooms.

6.     Time needed for set-up and cleanup must be included in the reserved time. Rooms cannot be opened before, nor kept open after the reserved time.

7.     Tables and chairs are available in each room. Each group is responsible for setting up the room.

8.     The library assumes no liability and the group or individual applicant releases and holds the library harmless from any claims, actions or liabilities arising out of, directly or indirectly, the organization or individual’s use of the meeting rooms, including without limitation, injuries to any persons using the meeting room from any food served and activities conducted, or damage to or loss of personal property, through theft or other means, including computers and other electronic equipment belonging to individuals or groups using the meeting rooms.

9.     At the Montague and East Branches, attendees may not be charged admission fees; no collections may be taken; no donations may be solicited; and no items may be sold. At the Nordlof Center, and Main Library, advance permission for these activities must be approved by the Library Director or his/her designee.

10. A single, approved meeting-related sign may be provided to staff to post in the Library location hosting the meeting.

11. Applicants may not use adhesives or tapes on Library walls, cabinets, or equipment for posting during the meeting. No glitter or confetti is allowed.

12. To distribute any literature on Library property outside of the meeting room, a group must follow the Library’s Policy 5.2 Literature Display and Distribution.

13. Groups must follow the legal posted capacity of the meeting room. Groups must notify library staff when use of the room has concluded.

14. Public parking is available at all facilities. The Library is not responsible for parking tickets or towing that might take place if City parking rules are violated.

15. When the Library must close due to an emergency, reasonable effort will be made to notify groups scheduled to use the meeting rooms. Fees will be refunded if the Library is unable to reschedule. When in doubt, please call the Library, visit the Library’s website at www.RockfordPublicLibrary.org, or tune in to local radio and TV stations.

16. Provisions of this policy may be waived or amended under special conditions only by approval of the Library Executive Director or his/her designee.

 *Certificate of Insurance is a standard form available from any insurance company.  It certifies that the organization has evidence of liability coverage through its own carrier.  This requirement is especially important when an organization uses our facilities on a repeat basis.

MEETING ROOM USE- Branches

Meeting rooms at branches of the Rockford Public Library, not including the RPL Nordlof Performing Arts and Technology Center, shall be available for meetings by other organizations when not needed for library functions. (There is a separate policy for the RPL Nordlof Center and Main Library) The meeting rooms shall be made available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. The booking procedures and fee structure shall give preference to meetings open to the public and classes and events at Rockford Public Library.

Meeting Room Agreement

1.     Meeting rooms may be reserved up to three months in advance on a first-come, first-served basis with library events and classes having priority. Reservations and payments will be accepted up to 48 hours prior to the event and can be handled at the desired branch location. .

2.     To reserve a room, a signed release of liability form and a certificate of insurance are required.   

3.     Rates are charged based on the commercial or non-profit status of the reserving entity as well as the selected room. Please refer to the separate meeting room & fee schedule.  

4.     When a cancellation is necessary, a full refund requires at least 48 hours notice in advance of the scheduled meeting time.  

5.     Meeting rooms are open during public service hours. A group representative/designee may gain access to the room up to 15 minutes before scheduled meeting time, if available.

6.     Kitchen facilities are not available at any location. Simple refreshments may be brought in. The group assumes responsibility for cleaning up the room. Food and/or uncovered beverages are not permitted outside the meeting rooms. A cleaning fee may be applied.

7.     Organizations using the meeting rooms assume full liability for any loss or damage beyond reasonable wear and tear to the building or equipment. The sponsoring organization will also be responsible for setting up, cleaning up and returning the furniture to the original arrangement.

8.     Performers or authors presenting at library programs, or their representatives, may sell materials in meeting room reserved. Commercial organizations may charge for registration and selling of products related to the business of the organization.

9.     Public parking is available at all facilities. The Library is not responsible for parking tickets or towing that might take place if city parking rules are violated.

10. The Library will not be responsible for personal property belonging to groups and individuals using the Library.

11. Equipment can be reserved on a first-come, first-served basis. Additions or changes must be made no later than 48 hours prior to the event.

12. Tobacco products may not be dispensed or consumed in any part of the Library. RPL is a smoke-free campus.

13. There is a separate Alcoholic Beverages policy.

14. Use of hazardous materials is prohibited.

15. Patrons reserving the meeting rooms must be 18 years of age or older.

16. The applicant is responsible for managing behavior of all attendees. Adult supervision is required for any group of minors. Disregard for meeting room policies, misconduct by participants or misrepresentation on the application may result in rejection of an organization’s future applications. In the event of severe misconduct, library staff may immediately terminate the event/meeting and clear the premises.

17. Provisions of this policy may be waived or amended under special conditions only by approval of the Library Executive Director or his/her designee.

18. The Library does not necessarily endorse the views expressed by any group using its meeting rooms. The Library endorses the right of individuals or groups to express their views as long as they abide by the policies and rules governing the use of library meeting rooms.

 *Certificate of Insurance is a standard form available from any insurance company.  It certifies that the organization has evidence of liability coverage through its own carrier.  This requirement is especially important when an organization uses our facilities on a repeat basis.

RPL Code of Conduct

The Rockford Public Library strives to provide a safe, pleasant, and welcoming environment for all Library visitors. To support this purpose, the Library Board of Trustees has adopted this Code of Conduct guiding behavior in the Library. The Rockford Public Library provides equal and open access to its facilities and resources. While everyone has an equal right to access Library services and facilities, no person has the right to interfere with the ability of others to use and enjoy Library resources, services, and facilities. Behavior becomes unacceptable when it interferes with appropriate use of the Library by others or when it could result in a disruption, safety hazard, injury, or damage to Library property.