Meeting & Conference Room Use Guidelines

The Library meeting rooms are primarily designed for Library programs and use. Programs and activities produced and sponsored by the Library are given priority for the use of all meeting rooms. When not needed for Library purposes, the rooms may be reserved by community members and groups.

Users agree to abide by the Code of ConductMeeting Room Policy, and Meeting & Conference Room Use Guidelines.

  • Reservations are required at least 24 hours in advance.
  • No walk-in requests will be accepted.
  • Reservation dates are subject to availability.
  • Confirmation of room reservations will be made by email within 72 hours of application receipt.
    • The room will not be considered scheduled until confirmation is sent.
  • Rental fee(s), if any, must be paid by the reservation date:
    • Nonprofit groups – no charge; however, donations to the Library are welcome.
    • For-profit groups (individuals or companies) – $30 for the first 2 hours and $20 per hour after that. Donations above these amounts are welcome.
  • The Library reserves the right to deny or cancel a reservation if the room is needed. 
    • Whenever possible, a 24-hour notice will be given. This right will not be exercised except in urgent situations.
  • Reservations are preferred at least two weeks in advance, but accommodations may be made no less than 24 hours in advance based on availability.
  • Recurring reservations will be accepted for only three months in succession. Following that three-month cycle, a group must renew the reservation.
  • Meeting rooms may not be scheduled more than six months in advance.
  • Cancellation of a room reservation must be made 48 hours before the meeting date for the return of rental fee(s) unless the weather demands cancellation.

Check-In/Check-Out

  • A group representative must check in at the Checkout Desk to be given access to the room.
  • Users may not be given access before their scheduled time if the room is in use.
  • Users should vacate the room at the appointed end time in consideration of other users.
  • If the Library is open at the end of the reservation time, inform the Checkout Desk staff that the meeting is over.
    • A group member must stay in the room until a Library staff member comes to lock the room.

Room Use

  • The set-up, breakdown, and clean-up of the meeting room are the responsibility of the group using the room.
  • Any issues with the room, including spills or damaged equipment, should be reported to Library staff at the Checkout Desk. 
  • The emergency exit door must remain clear and may not be used as a general exit.
    • If the alarm is set off for a non-emergency, the group will be charged a fee to offset the cost of the police and/or fire department responding to the alarm.
  • In case of an emergency during room use, call 911 and alert Library Staff.
    • If the incident occurs after hours, call 911 and contact the Library Director at 262-569-2194 ext. 207.
  • Programs may not disrupt the use of the Library by others.
  • The Library is not responsible for equipment or items owned by a community group.
  • Children’s groups may use the meeting room, provided they are supervised by an adult, at the suggested ratio of at least one adult for every ten children in attendance.
    • All children under age eight must be accompanied by a parent or designated responsible person and be in sight of that person while in the Library. 
    • Library staff is not expected to assume responsibility for caring for unsupervised children.
  • Light snacks and non-alcoholic beverages may be served.
    • Full meals and dinners may not be served.
    • The Library discourages serving refreshments that contain common allergens such as peanuts and tree nuts.
    • Alcoholic beverages may not be served without prior approval and permits.

Equipment Use

The set-up, breakdown, and cleanup of the room is the responsibility of the group using the room. If damage or misuse of the room or equipment occurs or the room is not in order after use, the person who booked the room will be contacted by Library staff. Groups using Library equipment will be held responsible for damage.

Any furniture and equipment in the room not listed below must remain unmoved and may not be used.

Tables & Chairs

  • Comference Room
    • Table must be cleaned and chairs neatly arranged at the end of the room reservation time. 
  • Meeting Room
    • Tables and chairs can be arranged for group needs.
    • All tables and chairs must be cleaned and stacked on the south end of the room at the end of the reservation time. 

AV Equipment

  • AV equipment cannot be used without prior training.
  • A HDMI connection is provided
    • Users are responsible for providing a computer and any adaptors that might be required to connect. 
  • Device settings and connections must not be changed by groups using the equipment.
    • Any changes to the AV settings may result in a charge for staff time to fix. 
  • Library staff will not be responsible for troubleshooting the equipment during meeting use.
  • Television and projector must be powered off and the screen retracted after use.

Whiteboard & Pens

  • Whiteboard must be erased after use.

Piano

  • Children must be supervised at all times when using the piano.

Kitchenette

  • Supplies in the kitchenette are for staff use only.
  • Broom and dustpan, broom vac, and microfiber mop are available for public use.