Meeting Rooms

Read our policy below before booking a room. You can also print it from the button on the right.

MEETING ROOM POLICY

The Grayslake Public Library meeting rooms are designed primarily to meet the
operational needs of the Library. They are also available for use by not-for-profit
organizations including civic, educational and cultural groups whose membership
includes residents of the Library District. The meeting rooms are not available for use
by for-profit individuals and organizations even if the event itself is not a for-profit
event.

PRIORITIES

1. Library and library-sponsored programs and meetings.
2. Friends of the Library programs and meetings.
3. Grayslake Library Foundation programs and meetings.
4. Programs and meetings of not-for-profit civic, educational and cultural organizations.

FACILITIES

The Library has a large meeting room which will accommodate up to 99 people with no
tables and chairs, 80 chairs or 48 chairs and 12 tables. In addition, this room may be
divided into two or three smaller rooms. A sink and counter are available in Meeting
Room A for light refreshments.

Library Staff are not available to assist any group with setup of non-library equipment or
furniture, running equipment, provision of supplies or refreshments, or clean-up.

The Youth Services Department Programming Room (Margaret A. Cesaroni Room) is
not available for non-library programs or meetings.

DAYS AND HOURS OF MEETINGS

Meetings may be held only during normal library hours. All programs must be
terminated 15 minutes before the library closes and the building vacated promptly.

FEES

There is no fee for use of the meeting rooms. An appropriate cleaning fee will be
charged for damages or unusual cleaning.

RESTRICTIONS

Permission to use the meeting rooms does not imply endorsement by the Library
District. Reservations may be made only by patrons 18 years of age or older with a valid
Grayslake Area Public Library District library card or by governmental agencies. No
admission may be charged for any meeting. No collection, other than for member dues
or a fee for the actual cost of the program, may be taken during any meeting. Use of the
meeting rooms for commercial purposes is prohibited with the exception of
commercial activities associated with the Library such as the Friends of the Library
book sales. Storage of goods by organizations meeting at the library is not permitted.
All meetings must be open to any member of the public. All meetings must comply with
the Americans with Disabilities Act. Groups with members under 18 years of age must
have one adult present for every 10 children. Smoking and alcoholic beverages are not
permitted. Organizations audiovisual materials must secure all necessary performance
licenses and indemnify the Library for any failure to do so. Attendees must comply with
all Library District policies and procedures. No meeting which may disrupt or conflict
with normal library operations or services may be held. Failure to abide by these rules
may result in the cancellation of or refusal of future reservations.

RESERVATIONS

Reservations will be made based on the priorities established above then on a
first-come, first- served basis. Reservations must be made by filling out an online
application form. Reservations may be scheduled up to 90 days in advance. No
organization may schedule more than one meeting per month. Exceptions to this may
be approved by the Library Board of Trustees at their regularly scheduled monthly
meetings or at the discretion of the Library Director. Rooms will be assigned by the
Library based on size and facilities requested. Rooms must be reserved at least 48
hours (Monday-Friday) in advance. The Library reserves the right to cancel any
reservation upon 48 hours notice. Organizations must give the Library 48 hours notice
of cancellation. Failure to do so may result in the cancellation of or refusal of future
reservations.

INDEMNIFICATION

Any group using the meeting room shall indemnify and hold harmless the Grayslake
Area Public Library District for any and all damages, costs or injuries which may arise
out of its use of the premises. The Library is not responsible for equipment, supplies,
materials or any other personal possessions owned by those using the meeting room.

Revised May 13, 2003; Revised June 13, 2006; Revised February 10, 2009; Revised May
8, 2012; Revised January 10, 2017; Revised June 13, 2017; Revised August 11, 2020

By clicking the “Book Meeting Room” button you have agreed to all rules and regulations as stated in our Meeting Room Policy.