Meeting Room Policy & Requests

The Champaign Public Library welcomes use of its meeting rooms by persons or organizations for informational, educational, cultural, and civic meetings.

Main Library

The meeting rooms available for use by the public at the Main Library, 200 W. Green Street, Champaign, IL include:

Room name

Located

Auditorium Style

Conference Style

Classroom Style

Board Style

U-Shape Style

Room Fees

Refreshments

Robeson Pavilion Rooms A&B

1st Floor

120

80

64

44

38

$50 per hour

Light Refreshments Allowed

Robeson Pavillion Room A

1st Floor

50

48

32

24

18

$25 per hour

Light Refreshments Allowed

Robeson Pavillion Room B

1st Floor

50

48

32

24

18

$25 per hour

Light Refreshments Allowed

Robeson Pavillion Room C

1st Floor

45

40

30

20

20

$25 per hour

Light Refreshments Allowed

Friends Conference Room

2nd Floor

N/A

N/A

N/A

22

N/A

$10 per hour

Drinks only No Food Allowed

Foundation Conference Room

2nd Floor

N/A

N/A

N/A

20

N/A

$10 per hour

Drinks only No Food Allowed

 

Douglass Branch Library

A meeting room is available for use by the public at the Douglass Branch Library, 504 East Grove Street, Champaign, IL. It may be available during hours the library is closed. Contact the Douglass Community Center at 398-2573 to make arrangements for meetings during those hours. 

Douglass Branch

Capacity

Rental Fee

Refreshments

Meeting Room

80

$25 per hour

Light Refreshments Allowed

 

Meeting Room Use Policies

  • Library programs receive priority in the scheduling of the meeting rooms.
  • The meeting rooms of the Champaign Public Library are available for a fee to all groups.
  • Meetings must be free and open to the public.  Fees or dues may be collected, but the public may not be denied entry to the meeting because of failure to pay. Groups may charge a fee for speaker fees, learning materials, course credits or refreshments not used as a fundraiser. Retail sales or fundraising is not allowed with the exception of authors doing book signings or by permission of the Library Director.
  • Meeting rooms are not available for private events such as birthday parties, showers, potlucks, banquets, graduations, weddings, family reunions, or physical activities.
  • Use of the library’s meeting rooms does not constitute endorsement of viewpoints expressed by participants.
  • The library reserves the right to change, cancel, or revoke reservations for meeting rooms. If changes or cancellations are necessary, the library will provide the affected group as much notice as possible.
  • Meetings or gatherings of any kind that would interfere (such as number of people greater than room size limits, activity or noise levels that disturb other users) with the operation of the library or the safety of its users are prohibited. The use of hazardous materials and lighted candles are not allowed.  No balloons are allowed.
  • Meetings of individuals under the age of 18 years must have an adult sponsor present.
  • Children under eight years of age must be accompanied by a parent or caregiver at all times in all parts of the library building.
  • Smoking is not permitted in the library. Alcoholic beverages are not permitted on library property.
  • Groups may not receive mail at the library’s address, or publish the library’s phone number as a contact for the organization or the meeting.  A group shall not use the library’s name for any purpose other than to indicate the location of the meeting.  Library staff is unable to deliver messages to meeting participants, except in cases of emergency.
  • Occupants may not exceed the stated occupancy for the room and must comply with the capacity for the designated room setup.
  • All meeting users must follow the library’s Rules of Conduct.
  • Champaign Public Library cardholders must be in good standing in order to reserve a meeting room.

Fees for Meeting Rooms Use

  • Fees, including setup fees, are payable at the time a reservation is made, and before a confirmation of the reservation is made.
  • All groups will be charged an additional $25 for kitchen use at the Main Library or Douglass Branch.
  • Any change of setup or the addition of more than five chairs and/or two tables will be an additional $25 fee.

Hours of Operation

  • The meeting rooms are available for use during library hours. No member of the organization may enter the library before it officially opens, and all participants must leave by the time the library closes. Groups needing setup time for their meeting should allow for it in their reservations.

Reservations and Cancellations

  • Reservations for all meeting rooms must be made made online at www.champaign.org. no earlier than six months in advance or later than 48 hours prior to event. Hours of the Administrative Office are 9-5, Monday-Friday.
  • Up to six meeting reservations per group will be held in our booking schedules at any one time.
  • One individual must be designated as a contact person. That person is responsible for scheduling and supervising the activities of the group. A Champaign Public Library library card, driver’s license, tax identification number, or other valid identification is required to reserve a room.
  • The library requests that groups go online at www.champaign.org or call the Main Library at 403-2000 or Douglass Branch at 403-2090 to notify of any cancellation no less than 24 hours in advance, or at least one week in advance for refund of room fees.
  • All meeting room fees are refundable if canceled at least one week before the scheduled event. Fees will also be refunded if the library closes for any reason. Refunds will be made within 30 days.

Room Condition and Setup

  • The normal seating arrangements for each library meeting room is described online at www.champaign.org or when in person arrangements are made. 
  • Library maintenance staff can provide alternate room and seating arrangements, for a $25 setup fee, payable at the time of reservation.
  • Excessive cleanup by library staff following the meeting will incur a charge, to be determined on a case-by-case basis. Rooms should be left in the same condition and arrangement as they were found.
  • Attaching/taping anything (including signs) to walls, doors or ceilings is not allowed.  Please request rolling white boards for display purposes in the reservation system. All signage must be within the meeting room and not outside the meeting room.
  • Groups are responsible for the cost of repairing damages to equipment, furniture, or the building caused by those attending the meeting.

Equipment

  • Equipment available for use in the library meeting rooms is listed on the reservation form. Requests for use of the equipment must be made when reserving the room. 
  • Library staff may provide limited assistance with library equipment but meeting room users are responsible for their own equipment.

Refreshments, Kitchenette Use, Ordering from Latte Da! Cafe

  • Light refreshments (such as box or bag lunches, cookies, finger foods, etc.) may be served in the meeting rooms of the Robeson Pavilion at the Main Library and in the meeting room at Douglass Branch. Food is not allowed in the Friends of the Library Conference Room or the Foundation Conference Room at the Main Library.
  • The Latte Da Café at the Main Library is available for those wanting to order coffee, soft drinks, fruit juices, water, pastries and/or box lunches for a meeting at the Main Library. Call Latte Da at 356-JAVA to place an order at least eight hours in advance. See the current menu and pricing at www.champaign.org.
  • A kitchenette is available for the Main Library’s Robeson Pavilion rooms and Douglass Branch meeting room, suitable for serving light refreshments and cleanup. No food may be prepared on library premises. Use of electric cooking or warming appliances such as crock pots, woks, trays or coffee makers is prohibited. Chafing dishes with open flames are also not allowed.
  • Groups serving refreshments must provide all equipment, utensils, and serving items.

Reviewed and approved by the Board of Trustees on August 21, 2014

Questions?

Call Library Administration at 217/403-2050, weekdays 9 am to 5 pm.
Request a Room Online
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