Use of Library Meeting Rooms and Equipment

Glencoe Public Library Meeting Room

The Glencoe Public Library has two meeting rooms available for use during regular hours of operation:

  • Hammond Meeting Room: Policies Open or Close

    The Hammond Meeting Room on the mezzanine is the larger meeting room with space for 41 chairs

    REQUEST A RESERVATION

    HAMMOND ROOM POLICY

    HAMMOND ROOM APPLICATION/WAIVER

    1. General
      The Hammond Room is located on the mezzanine level of the Glencoe Public Library (Library) and is named in honor of Sarah Hammond, a Glencoe teacher, librarian, and the Library’s first director. The dimensions of the room are 27’ x 23’ with a capacity of 41 persons. If tables are used for room set-up, the seating capacity is decreased proportionately.

      The Hammond Room may be reserved during the following times, corresponding to 30 minutes after opening and 15 minutes prior to closing:
      • Monday through Thursday: 9:30 a.m. – 8:45 p.m.
      • Friday: 9:30 a.m. – 5:45 p.m.
      • Saturday: 9:30 a.m. – 4:45 p.m.
      • Sunday: 1:30 p.m. – 4:45 p.m.

      If regular library hours are altered for any reason, room reservations will be adjusted accordingly.

      Requests
      1. A Glencoe cardholder in good standing must submit a completed application and signed waiver.
      2. Applications and waivers must be submitted in writing or electronically, and filed with the Library five (5) days in advance of the date and time requested. Both forms may be downloaded from the Library’s website. Completed applications and waivers may be submitted in-person at the Circulation Desk or emailed to This email address is being protected from spambots. You need JavaScript enabled to view it. for confirmation.
      a. Applications are considered on a first-come basis, and reservations will not be accepted beyond a period of three months.
      b. Due to the number of room requests, reservations are limited to one meeting per month for any organization or its subgroups. No organization or subgroup may reserve the room on a regular basis (e.g., the same date and time every month) if that has the effect of making it unavailable for other groups.
      c. Library operations and programs have priority in-room use. On rare occasions, it may be necessary for the Library to reschedule an applicant’s use of the room.

      Equipment & Furnishings
      The following equipment and furnishings are available for use in the Hammond Room:

      8 tables (six-foot) Easel with paper
      41 chairs maximum Flat screen monitor
      Podium with amplification Apple TV
      PA system Pull down screen
      DVD player w/ speaker system Projector
      Windows 8 laptop
      The Library does not provide food-related equipment.

      The Library will make every attempt to arrange equipment and furnishings according to the information on the application. However, the Library cannot guarantee adjusting room set-ups on Saturdays and Sundays when the maintenance staff is not available. All equipment and furnishings must remain in the Hammond Room.

      Any user of the Library’s equipment is expected to be proficient in using requested equipment. The applicant is responsible for loss of or damage to the Library’s equipment and furnishings incurred through misuse. The applicant shall reimburse the Library for any loss or damage to library equipment and furnishings.

      Library staff members will set up library-owned equipment as requested on the application but library staff members are not available to provide training or assistance in use of the equipment during the reservation time or to troubleshoot equipment not owned by the Library.

      Use
      1. Not-for-profit community groups or organizations that render direct service to Glencoe residents may use the Hammond Room without charge on a first-come, reserved basis for meetings of an educational, civic, cultural, or literary nature.
      2. All meetings must be open to the public. The following uses of the Hammond Room are prohibited:
      a. Commercial use, including but not limited to tutoring sessions, client meetings, or non-library sponsored seminars, workshops, and lectures presented by members of private businesses.
      b. Non-library sponsored presentations, seminars, or music or dance recitals, even if such presentations are non-profit and open to the public.
      c. Social gatherings; private events; or fundraising activities not affiliated with the Library.
      3. Groups using the Hammond Room shall not charge an admission fee.
      4. Any individual or group using the Hammond Room shall be responsible for ensuring full access to the program or event for any disabled persons requiring special assistance or reasonable accommodations.
      5. All laws, village ordinances, and library regulations must be strictly observed. Meetings will not be permitted that in any way disrupt normal library operations, disrupt or harass others in the Library or interfere with other patrons’ quiet use and enjoyment of the Library. If there is any question regarding security, Glencoe Public Safety shall be consulted.
      6. Light refreshments may be served, but alcoholic beverages are prohibited. Applicants must clean up afterward and leave the room in reasonably good order.
      7. The Executive Director reserves the right to cancel permission to use the Hammond Room at any time there is non-compliance with the Library’s policies.
      8. The Library is not responsible for equipment, supplies, materials or any personal possessions owned by the applicant, those sponsoring or attending the meeting, event, or program.
      9. Any individual or group using the Hammond Room shall waive all claims against and indemnify and hold harmless the Glencoe Public Library, the Trustees of the Glencoe Public Library Board, and the Village of Glencoe and its officials, employees, and agents, in connection with any and all claims and liability which may arise from use of the premises.
      10. By granting permission to an individual or group to use the Hammond Room, no inference can be made that the library subscribes to or endorses the views or opinions of such individuals or groups.
      11. Any individual or group using the Hammond Room must acknowledge the above policies by signing the Hammond Room application and waiver form.

    Revised 6/16/2010;2/20/2013; 10/16/2019

  • Hamil Conference Room: Policies Open or Close

    This is a small room with a maximum capacity of six people, which is furnished with a meeting table and six chairs. Due to space limitations, no additional furniture may be brought into the Conference Room.

    REQUEST A RESERVATION

    HAMIL ROOM APPLICATION/WAIVER

     

    MEETING ROOMS POLICY – HAMIL CONFERENCE ROOM

    General
    The Hamil Conference Room is named in honor of Peggy Hamil, Glencoe Public Library’s (Library) sixth Executive Director, who retired in 2013. It has a maximum capacity of six (6) persons. It is furnished with a meeting table, six (6) chairs, a pull-down screen, whiteboard and markers. For permission to use the conference room, a resident must first submit a completed electronic or in-person application to the Reference Desk.

    Use
    The conference room may be used with the following conditions which are subject to change:

    1. Glencoe organizations, businesses, and residents may use the conference room without charge on a first-come, first-served basis. The conference room is available to non-residents for limited use Monday-Friday from 9:00 a.m. to 3:00 p.m. on a walk-in basis only.

    2. The conference room is to be used for study, small group meetings and for professional services such as interviews and depositions. Activities not approved for use in this room include direct sales of merchandise or services, personal care services and social events.

    3. The conference room is available for use during regular business hours. The use of the room must end no later than 15 minutes before the Library closes; therefore if the Library is closing at 9:00 p.m., the conference room must be cleaned and vacated by 8:45 p.m.

    4. Requests for use of the room should be submitted electronically or in-person to the Reference Desk. The application is available at the Reference Desk or may be downloaded from the Library website. Residents must wait for approval and confirmation from the Library’s Reference Desk staff. All applications are considered on a first-come, first-served basis.

    5. The conference room may be booked up to one (1) month in advance, but a group or individual may have only one (1) reservation in advance at any time.

    6. The conference room may be reserved for a maximum of two (2) hours per week. If there is no upcoming reservation at the end of the reserved time, users may continue for an additional two (2) hours or until the room is requested by another party. If the reservation is not claimed within 20 minutes after the starting time, the room will become available for use by others.

    7. The conference room may not be reserved for use by individuals but, if the room is available, it may be used by a single person.
    8. To make the conference room available to as many people as possible, patrons reserving the Hamil Conference Room for professional services, including tutoring sessions, are requested to provide the name of the professional providing the service. Individuals conducting business in the conference room are advised that they may not use multiple Glencoe residents to reserve the room so that they may bypass conditions stated in this policy.

    9. Only six (6) people may use the conference room. Attendance in excess of room capacity is not permitted nor may any additional furniture be brought into the room.

    10. Only covered beverages are allowed in the conference room. Food is not allowed. Groups using the conference room must clean up afterward and leave it in good order.

    11. The Library is not responsible for equipment, supplies, materials or any personal possessions owned by those using the room.

    12. Any damage which may occur to the conference room, equipment or furniture is assumed by the resident who signs the application for use.

    13. All Village of Glencoe ordinances and Glencoe Public Library policies and regulations must be strictly observed. Use that interferes with or disrupts normal library activities due to noise or other disturbance will not be permitted. If there is any question regarding security, the Glencoe Public Safety Department will be consulted.

    14. Library personnel reserve the right to cancel permission to use the conference room at any time there is noncompliance with the Library’s policies and regulations.

    15. By granting permission to an individual or group to use this room, no inference can be made that the Library subscribes to or endorses the views or opinions of such individuals or groups.

    16. Any individual or group using the conference room shall indemnify and hold harmless the Glencoe Public Library, its Board of Trustees and the Village of Glencoe and its officials for any and all liability that may arise from the use of the premises.

     Adopted 2/20/2013; Revised 9/19/17.

  • Available Equipment for Library Use Open or Close

    In addition to library meeting room spaces, we offer materials to help your meeting be a success here at the Glencoe Public Library.

    Please contact us if you would like additional materials for your visit. We offer

    1. Dry Erase board.
    2. Laptops (internal use only) are equiped with MS Office products, webcam and more. Glencoe Residents Only.
    3. Mini projectors. These are portable size projectors that can be connected to your device or laptop. Wiring equipment capable for most devices is provided. These are also available for 7-day checkouts. Glencoe Residents Only.

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