Meeting Room Use

Meeting rooms at Rockford Public Libraries, not including the 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 Nordlof Center.) 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 any library facility.  A billing will be mailed for reservations made up to two weeks prior to an event. *A certificate of insurance is required for all organizations as evidence of liability coverage.

2.     Rates are charged based on the type of the group and the requested room. Please refer to the separate meeting room & fee schedule.   

3.     The Library requires 48 hours notice in advance of the scheduled meeting time if bookings must be cancelled.  Cancellations without 48 hours notice and no-shows maybe charged $10. 

4.     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.

5.     Kitchen facilities are not available at any location.   Simple refreshments may be brought in.  The group assumes responsibility for cleaning up the room.  Custodian services will be charged at $25 per hour for special cleaning.  Food and/or uncovered beverages are not permitted outside the meeting rooms.

6.     Failure to notify staff when leaving the meeting room may result in a $10 fee.

7.     Organizations using the meeting rooms agree to assume full liability for any losses or damage beyond reasonable wear that may occur 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 except in the Main Library auditorium.

8.     Performers or authors presenting at library programs, or their representatives, may sell materials in the auditorium or meeting rooms. Commercial organizations may charge for registration and selling of products related to the business of the organization.  A certificate of insurance is required for commercial rate usage. 

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.

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.