Book a Meeting Room at a Library Location Other Than HWLC

Community organizations are welcome to use meeting rooms at their neighborhood CPL location. To book a meeting room, one must fill out an application at the specific library branch. Applications are available at every library location and must be submitted to the Branch Manager or manager’s designee at desired meeting room location at least two weeks in advance of the date requested. Please present valid photo identification and verification of current address and telephone number.

Applications for meeting room use are not confirmed unless the application has been signed by the appropriate Library administrator and returned to the Applicant.

Usage Policy

Meeting rooms shall be used for programs of an educational or civic nature and shall not be used in any way that interferes with regular library services and operations or which causes a threat to the safety of Library employees, patrons or property.

Applicant and his/her organization are responsible for conducting orderly programs and for ensuring that the attendees will not interfere with regular library services or endanger Library employees, patrons or property. Failure to comply will result in termination of the meeting and rejection of future applications for use of meeting rooms in any library in the system.

Applicant must list all speakers either invited or expected to attend and give a detailed description of the program proposed.

Meeting rooms are available for use only during regular service hours on days the Library is open. Exact times may vary by location.

Library sponsored activities and programs are given priority in the scheduling of meeting rooms. No entrance fee may be charged, no collection may be taken and no purchase may be required of those who attend meetings in meeting rooms.

The Library reserves the right to revise any scheduled meeting arrangements and to preempt established reservations on reasonable notice to the Applicant.

Meeting rooms shall be left in good order.

The Applicant and the organization he/she represents agree to pay for any special maintenance or security required, as determined by the Library.

Applicant and his/her organization agree to pay for damages to the meeting room or to Library property resulting from meeting room use.

Smoking is prohibited at all times.

Light refreshments may be served, however no alcohol is permitted.

The number attending a meeting may not exceed the posted capacity of the room as established by the City of Chicago Fire Department.

Use of the Library’s meeting room does not constitute Library endorsement of viewpoints expressed by program participants. Advertisements or announcements implying such endorsement are not permitted.

In the event of a Library building emergency or weather related emergency, the Library reserves the right to cancel the meeting.

Applicant is responsible for supervision of all children.

Storage of items after the meeting is not permitted.

Applicants may not tape or tack anything to walls or door.

Applicants using meeting rooms may not discriminate on the basis of race, sex, color, creed, national origin, religious belief or handicap, against any person requesting admission to the meeting.

All organizations or groups shall indemnify, defend and hold harmless the Chicago Public Library and City of Chicago, its officers, agents and employees from and against any and all claims, suits, actions of any kind, arising and resulting and accruing from any negligent act, omission or error of the organization or group resulting in or relating to personal injuries or property damage arising from the organization/group’s use of the Library meeting room.

Applicant has read and understands the Rules for Use. Applicant agrees that he/she is responsible for ensuring that each member of his/her organization is aware of and abides by these rules.