I.  	PURPOSE
Naperville Public Library has meeting rooms available for public use.  The rooms available 
for public booking are: the Community Room at Nichols, the Program Room at Naper Blvd., 
the small Conference Room at Naper Blvd., and Meeting Rooms A, B, and the Nomura 
Room at 95th Street. The Library’s meeting rooms are designed primarily to meet the 
operational needs of the Library and offer accommodations for educational, informational, 
cultural, and civic functions of the Naperville community.   
 
II.	PRIORITIES
A.	Educational, informational, cultural, and civic programs sponsored or co-sponsored by 
the Library and relating to its collections and services, such as lectures, exhibits, panel 
discussions, art and music programs, informal seminars, film presentations, etc.
B.	Meetings sponsored by the Library.
C.	Meetings of the City of Naperville and other agencies of local government.
D.	Meetings of not-for-profit community groups and organizations whose aims are for 
educational, cultural, or civic purposes.
E.	Staff meetings and workshops for commercial for-profit organizations.
F.	Other meetings which are appropriate to the mission of the Library.
G. 	Approval of events not included here will be determined by the Library’s Executive 
Director, or designee, who is authorized to establish reasonable regulations governing 
use of the meetings rooms and related fees.  No signs or posters pertaining to non-
Library sponsored meetings may be posted on Library property.

III. 	ENDORSEMENT
Use of the meeting rooms by outside agencies does not constitute the Library’s endorsement 
of viewpoints expressed by participants in programs.  No advertisement or announcement 
implying such endorsement will be permitted.

IV.	EQUAL OPPORTUNITY
Activities taking place in the meeting rooms must not be closed to any person due to age, 
gender, race, religion, national origin, disabling condition, or any other legally protected 
category.

V.	RESERVATIONS, AND SCHEDULING, AND RESPONSIBILITIES
A.	Reservations may be made by a Naperville resident (18 years or older) who has a 
current Naperville Public Library card free of fines or fees.
B.	Reciprocal borrowers (non-residents who have their home library cards registered with 
Naperville Public Library) may reserve meeting rooms if their library account is free of 
fines or fees. 
C.	A current library card will not be required for persons making reservations on behalf of 
organizations eligible to use the meeting room without payment of fees, as specified in 
Section VIII of this policy.

D.	Requests for the use of meeting rooms must be made on the Application for Use of 
Library Meeting Room form, which is available on the Library website, 
http:/Naperville-lib.org.  The signed form with the associated fees must be submitted to 
the Finance Department at the Naper Blvd. Library, 2035 South Naper Blvd. 
Reservations are considered tentative until the application and payment are received, 
and the reservation is confirmed.
E.	The applicant shall be the contact person, unless specified otherwise, and shall be the 
only person authorized to make changes in room arrangements. 
F.	The applicant must be present at the event. 
G.	The applicant agrees to abide by this policy. The applicant will be held responsible for 
the actions of the participants and their adherence to all guidelines set forth in this 
policy and all Library policies.
H.	All groups of persons under 18 years of age must be under direct and constant 
supervision by adults. 
I.	The applicant and/or organization will be jointly and separately liable for any breakage, 
damage or theft of any Library property caused by members or guests of the group or 
organization.  Liability includes all applicable court costs and attorney fees. 
J.	The Library, its employees, and Trustees do not assume responsibility for personal 
injury or damage or loss of personal property during the applicant’s use of meeting 
room.
K.	Reservations will be taken no more than four (4) months in advance of an event. The 
Library will begin taking reservations on the first day of each month for the current 
month and the following three (3) months. Reservations should be completed as far in 
advance as possible.   
L.	All fees must be received at least ten days prior to the date of the meeting or the 
reservations.  Requests will be honored on a first-come, first- served basis; however, the 
Library may preempt any meeting when warranted.
M.	Permission to use the meeting rooms may be withheld from persons or groups that have 
damaged library property, caused a disturbance, or failed to comply with the Library’s 
rules and regulations.
N.	Meetings sponsored by the public will be scheduled during the hours that the Library is 
open for public service. Meeting sponsors and attendees will not be admitted to the 
facility before it is open to the public nor be allowed to remain in the facility after it is 
closed to public service.  
O.	No person or group may assign its reservation to another person or group.


P.	The Library reserves the right to revoke permission for use of the meeting rooms.  

VI.	CANCELLATIONS AND REFUNDS
A.	Cancellations will be accepted from the original applicant only.  
B.	Refunds for cancellations will be made only if the notice of cancellation is received 
no later than seventy-two (72) hours before the scheduled event.  Refunds will not be 
made for cancellations with less than seventy-two (72) hours advance notice unless 
cancelled by the Library.

C.	The Library reserves the right to cancel any meeting or reservation due to unforeseen 
circumstances, such as a building or weather-related emergency.  
D.	The Library reserves the right to stop meetings that are disruptive to normal Library 
operations or other programming events. No refunds will be issued. 

VII.	RESTRICTIONS
A.	The meeting rooms may not be reserved for:
1.	Social gatherings such as receptions, showers, birthday parties, dances, or mixers.
2.	Fundraising.  
3.	Meetings organized by a political candidate or by an organization formed 
specifically for a candidate or an issue.  Political meetings with a less specific 
focus are permitted.  Meeting agendas may be requested prior to booking 
confirmation.
4.	Programs or gatherings which present a clear and present danger to the welfare of 
the participants, Library staff, patrons, or the community.
5.	Programs which would disturb Library patrons, impede Library staff, endanger 
the Library building or interfere with the functions of the Library. 
B.  Organizations may not use the Library for ongoing operational activities. No more 
than two events per week may be scheduled.
C. Organizations may not use the name, address, or telephone number of the Library, 
except for notifying attendees of the location of the meeting.
      D.  Extended, or non-permit, parking is provided in the City’s parking garages.  The 
      Library makes no special allowances for parking beyond the posted limits set by the 
      City of Naperville.  
E.	Tables and chairs may not block room access or emergency exits.
F.	No patron-supplied tables or chairs are allowed.
G.	Nothing may be attached to the walls, ceiling, equipment, or doors of the meeting 
rooms.
H.	Use of any flames is prohibited, including matches, candles, incense, sterno, etc.        
I.	Smoking is not permitted anywhere in the building or within 30 feet of the entrances 
or air intakes.
J.	Alcoholic beverages are not permitted anywhere in the facilities or on Library             
property.   
K.	Use of hazardous materials and/or weapons is not permitted.

VIII.	SCHEDULE OF FEES 
A.  Time-slots available:   Morning 9-12:30; Afternoon 1-4:30; Evening 5-8:30. 
      Consecutive timeslots carry a fee equal to 50% of the initial timeslot.  The full fee 
      applies to all or any part of a time-slot.					
B.  
Fees
For Profit
Non-Profit
  Kitchen/Food Service
Nichols Community Room*
$140
$70
$30
Naper Blvd. Program Room
$80
$40
Coffee pot only        $20
Naper Blvd. Conference Room
$50
$25
  Food not allowed
95th Street, Room A/B
$150
$75
$30
95th Street, Room A
$80
$40
$30
95th Street, Room B
$80
$40
$30
95th Street, Room C
$80
$40
$30
Non-Resident Registered 
Reciprocal Borrowers
Add $10
Add $10

	*	Nichols Library Community Room is not available on Sundays.

C.	 Miscellaneous Equipment
1.
Piano (95th Street, Meeting Room B)

$30
2.

Portable Overhead Projector for transparencies 


$205
3.
Portable LCD Projector with Renter’s PC

$25
4.
Portable Video or DVD Player for TV or Screen 

$25
5.
Slide Projector (Nichols)

$25
6.
Speaker System-Corded or Wireless Microphone (Nichols,
95th St.)


$25
7.
Built-In Overhead LCD Projector for Use with DVD Player, 
Video Player or the Renter’s PC (Nichols, 95th Street)


$25
	
	 D.	  Notes on Fees
1.	Nonprofit groups may be required to provide proof of tax-exempt status, a 
certificate of good standing from the State of Illinois, Department of Business 
Services, or other validation documentation.
2.	Fees will not apply to Library-sponsored or related meetings/programs or to 
organizations whose sole purpose is to support the Library.
3.	Fees will not apply to, and some restrictions may be waived for official meetings 
of the staff or governing bodies of the City of Naperville, except in circumstances 
requiring special provisions.
4.	Fees will not apply to and some restrictions may be waived for organizations of 
which the Library carries an institutional membership, such as RAILS (Reaching 
Across Illinois Library System), LACONI (Library Administrators Conference of 
Northern Illinois), DNA (Downtown Naperville Alliance), or the Naperville Area 
Chamber of Commerce.  Fees will not apply to staff or representatives of 
governmental bodies from which the Library receives direct or indirect support.  
This would include town meetings of elected representatives of local, state, or 
national government.
5.	The basic meeting room fee includes the setup and dismantling of chairs and 
tables (subject to availability), speaker’s podium excluding microphone, and dry 
erase board.  

6.	Requests for equipment should be made at the time of application.  
a.	Requests for equipment on the day of the event may incur a fee in addition to 
the rental fee.  
b.	Requests for minor changes to the setup or special needs desired on the day 
of the event should be directed to the Person-in-Charge (PIC). 
c.	 With prior arrangements Information Technology staff will assist with initial 
equipment connections.  The Library’s staff will not be present to operate 
equipment for meetings and programs.
7.	Practice sessions for the piano or any equipment, including instruction, will 
require separate room booking and the corresponding fee(s) 
	      8.	Groups using amplified music at the 95th Street Library must reserve and pay for 
both segments of Room A/B.  	    
	      9.  Any costs for special cleanup or equipment repairs incurred by the Library as a 
result of outside use may be charged to the applicant.  
	
IX.	USE/CARE OF FACILITIES AND EQUIPMENT
A.	The meeting rooms are to be left as they were found.  No additional furniture or 
equipment other than that already available in the room will be provided, except as 
provided on the Schedule of Fees.
B.	Room capacities vary according to the set-ups.  The Library will limit the capacity of 
each room based on current code requirements. Tables, chairs and other equipment 
are subject to availability.
C.	Chairs or tables outside the meeting rooms require prior approval.  
D.	Signage other than the Library’s marquee listing is not permitted.  
E.	Equipment, supplies, or personal effects cannot be stored in the Library’s facilities 
before or after use.
F.	The Library does not provide any special accommodations or amenities to groups 
using meeting rooms such as parking, providing carts or service to carry supplies or 
equipment, making coffee, providing office supplies or photocopies.  
G.	All groups must provide their own support for preparation and reasonable clean-up.
H.	Children under the age of eight (8) must not be left unattended during meetings, per 
Unattended Children Policy No. 311.
I.	COMMUNITY ROOM ONLY (Nichols Library):  Spotlights are set appropriately for 
the room. No custom arrangements will be made on spotlights.
J.	Time limits must be adhered to.  Meeting preparations and take down must be made 
within the 3 ˝ hour time slot.  Remaining in meeting rooms beyond the reserved time 
may result in denial of future reservations.

X.	REFRESHMENTS
A.	Serving food or beverages of any kind requires payment of a kitchen fee.  No food 
is allowed in the Naper Blvd. Conference Room.
B.	Simple refreshments may be served (coffee, doughnuts, cookies, etc.).  Simple 
box lunches or cold catered or prepared food will be allowed, but not meals of a 
more elaborate nature. 
C.	Library staff will not sign for, accept, or acknowledge any deliveries of food or 
materials arranged by groups holding meetings.  	
D.	Cooking is not allowed.  Neither is food requiring heating or warming with 
sterno.
E.	Food may not be taken out of the meeting rooms.  Beverages must be covered if 
carried outside the meeting rooms. The direct maintenance expense for the 
removal of carpet stains caused by food and drinks will be charged back to the 
user.  
F.	With a paid kitchen fee the Library will provide a coffeemaker and water.  
Renters must furnish and prepare their own coffee.  Consumable supplies (cups, 
napkins, plates, flatware, serving utensils, etc) are not provided by the Library.  
NAPERVILLE PUBLIC LIBRARY	POLICY NO. 320
													

SUBJECT:  PUBLIC USE OF MEETING ROOMS	Page 1





Approved:11/21/89; Approved:11/3/93; Approved:1/3/96; Approved:9/18/96; Approved:  2/5/03; 
Approved:8/6/03; Approved:10/1/03; Approved:7/20/05; Approved 9/19/07, Effective 10/1/07; 
Approved 10/15/2008, Effective 11/1/08; Approved: 10/20/10, Effective 11/1/10; Approved 
11/14/12