Public Meeting Rooms

Interested in using one of our meeting rooms? The Library provides two meeting rooms and one conference/training room for use by the public when not being used for library programs.  

Please note: Our fees and procedures have changed. We've simplified our fee structure, and now offer the use of A/V equipment. Payment must be received before a room request can be approved/accepted. Also, a member of the reserving group must come in ahead of time and be trained on the A/V equipment.

Please read and agree to the Library's Meeting Room Policy below (which contains the changes mentioned above) below before making an online room reservation.

If you don't want to use our online room reservation system, you can download and print a hard copy of the Meeting Room Policy and Room Reservation Request Form here and bring it with payment to the Checkout Desk.


McHenry Public Library District Meeting Room Use Policy

Revised 11/10

Policy

The McHenry Public Library District (the “Library”) offers the use of its Meeting Rooms and Conference Room as a limited public forum primarily for the purpose of providing space for library-sponsored programs and meetings and secondarily for civic, informational, cultural and educational purposes. When the rooms are not being used by the Library or library-affiliated groups (like the Friends of the Library), they will be available for use by outside community groups and organizations. The following guidelines and procedures apply to all non-library-sponsored meetings and programs.

General Use Guidelines

Permission to use the meeting or conference room(s) does not in any way constitute an endorsement of the groups’ policies and beliefs. The Library reserves the right to supersede other meetings in the event of a room conflict and to cancel any scheduled meeting if circumstances warrant, such as in the case of an emergency closing. Persons listed on the Meeting Room Reservation Request Form will be contacted by telephone. It is the organization’s responsibility to contact members/public to inform them of the meeting cancellation.

Non-Eligible Groups

Rooms Available/Capacities/Equipment Provided

Room Name/Number

Capacity

A/V Equipment Provided

 

 

 

Meeting Room East/135

40 using chairs only

Wifi; overhead wireless projector; remote-controlled,
wall-mounted screen; dry-erase board

Meeting Room West/136

40 using chairs only

Wifi; overhead wireless projector; remote-controlled,
wall-mounted screen; dry-erase board

Conference Room/124


(12 people if used as a computer lab/classroom or boardroom style; 20 for lecture/theater)

Wifi; overhead wireless projector; remote-controlled,
wall-mounted screen; dry-erase board

Attendance at a meeting may not exceed the maximum number of people certified by the Fire Protection District as the occupancy limit for the room.


Room Use Fees   

Not-for-profit organizations   $10 per event/room
For profit businesses & depositions: $25 per event/room

                                      

Reservation Guidelines and Procedures


To Make an Online Reservation:

  1. Go to www.mchenrylibrary.org and click on the Public Meeting Rooms link.

  2. After reading and accepting the Library’s Meeting Room Policy, you'll be directed to the current month’s room availability calendar. The default view is by month, but reservations can only be made in the “Day” view.

  3. The "Day" tab displays openings for the current day along with a choice of meeting rooms   on the left. Hovering over the meeting room options will show capacity and available      equipment. Also, choosing different meeting rooms will show different available times.

  4. Choose the appropriate size meeting room before selecting the desired time.

  5. Available times on the selected day will say “Open”. Check the appropriate boxes for the   meeting time desired and then select “Continue” at the bottom of the screen.

  6. Next, fill in the reservation form (Name, address, telephone and email along with room setup information).

  7. Select “Review Request” to review the information entered and then select “Submit Request.” (To enter another request, select “Another Request” or choose “Home” to return to the Library’s homepage.)

  8. A submission email will be sent to the room requester. A confirmation or denial email      will be sent within 3 business days.

  9. You can cancel an online reservation with your confirmation number using the online system.

          

Rules of Meeting Room Use
  1. Any organization or group using the Meeting Rooms shall indemnify and hold harmless the McHenry Public Library District for any and all accidents that may be sustained on the premises resulting from the negligence of the group using the meeting room.

  2. Refreshments are limited to securely covered beverages.
  1. The Library maintains a drug free, alcohol free and smoke free environment.  Individuals or groups using the Meeting Rooms are expected to uphold this policy.
  1. The Meeting Rooms are only available to outside groups during regular Library hours, beginning 30 minutes after the Library is open to the public. Groups must vacate the room 30 minutes before regular closing times. Requestor must be at least 18 years of age.
  1. The Library does not provide porter service to carry supplies or materials.
  1. No equipment, materials or supplies may be stored at the Library.

  2. Groups using the Meeting Rooms may not use the Library as the organization’s mailing address.

  3. Groups using the Meeting Rooms are responsible for any damage to Library furnishings, equipment or materials as outlined below:

    Carpet cleaning/stains:                        $50.00
    Other damage as reported:                 Actual repair cost

  4. The Library is not responsible for loss, theft or damage of property to any individuals or groups using the Meeting Room. This includes damage to materials such as DVDs, CDs or removable storage devices (“flash drives”) when played on library-owned equipment.

  5. In the event the Executive Director or the Library Board determines that police protection is needed to ensure the safety of the group or other Library patrons, they shall inform the group that all security costs and/or damage to Library property are at the expense of the group reserving the Library Meeting Room. 
 

Americans With Disabilities Act

The McHenry Public Library District complies, to the best of its ability, with the regulations governing the Americans With Disabilities Act (ADA).  All meetings and programs held in the library public rooms are open to the general public.  Any organizations or individuals using the facilities of the MPLD are expected to comply with any and all ADA regulations.  As such, groups choosing to use these public rooms may be held responsible for providing sign language interpreters, information in large print format, providing enhanced amplification or other reasonable requests for ADA accommodation.

 

When you click Submit (below), you will be taken to the Room Request page. Select the room, the date, and the time you want. Then click Continue, and complete the Contact Information.

Need to cancel an existing reservation? Click here and have your confirmation number ready.