Facilities

Evanston Public Library
Facilities Policy
Amended 04/23/2014

Rules for Use of Library
The Library’s rules are designed to promote the safety and security of the Library’s patrons and collections, and to insure that the Library remains conducive to reading and study.

Library patrons are not permitted to:

1. Interfere with another person’s use of the Library or with Library personnel’s performance of their duties. Such interference includes, but is not limited to, talking loudly, making excessive noise, sexual harassment, abusive and threatening language, threatening or harassing behavior, tampering with the computer reservation system, and excessive body odor.
2. Consume food or snacks in the Library except in the designated area on the first floor of the Main Library. Beverages in covered containers are welcome in the Library. Examples include coffee cups with lids, water or soda bottles with a top, soft drink containers with a lid and straw.
3. Sleep anywhere in the Library, lie or lounge on the floor, lie down on furniture, put feet up on furniture, or move furniture other than chairs at tables.
4. Willfully conceal or hide library materials within Library facilities.
5. Smoke anywhere in the Library or within 25 feet of the entrance.
6. Play audio equipment or use cell phones so as to disturb other people’s use of the Library. The use of headsets is permitted as long as such use does not disturb other Library patrons.
7. Bring animals into the Library, except those participating in a Library-sponsored program or a service dog individually trained to do work or perform tasks for people with disabilities (http://www.ada.gov/service_animals_2010.htm). .
8. Use the Library’s rest rooms as laundry facilities, bathing facilities, or gathering places.
9. Use Library facilities to store personal belongings.
10. Bring in more than two bags or any bag exceeding 36″ x 18″ x 12″
11. Leave children who are in need of supervision unattended.
12. Solicit, petition, canvass, or sell anywhere on Library property.
13. Bring a bicycle inside the building.
14. Use roller skates, roller blades, or skateboards on Library property.
15. Go without shoes inside the building.
16. Deliberately mutilate or remove without authorization any part of the library collection, building, or furnishings. Doing so is a misdemeanor.
17. Bring alcohol or controlled substances into the Library.

The police will be called when Library patrons willfully and persistently violate Library rules or engage in criminal acts. After calling the police to the Library, staff members will cooperate with law enforcement officials. The Library’s staff will file criminal charges and seek criminal prosecution if law enforcement officials believe that it is appropriate.

All Library staff members are responsible for maintaining order in the Library. When staff members observe a rule being violated, they are expected to enforce the rule or to report the violation to their supervisor. When enforcing Library rules, staff members are expected to maintain a calm, non-judgmental attitude, to avoid a loud tone of voice, and to avoid the use of phrases that might be considered to be condescending or confrontational.

Policy on Carrying Guns on Library Property
The Evanston Public Library follows Illinois State Law which prohibits the carrying of any weapon, concealed or partially concealed, in the library buildings or on library property, including the parking garage below the Main Library. Any violators will be reported to law enforcement and prosecuted to the fullest extent of the law (see Section 65 (18) of the Concealed Carry Act at this link http://www.ilga.gov/legislation/publicacts/98/PDF/098-0063.pdf ).

Suspension of Library Privileges
The Illinois Compiled Statutes, Chapter 75, Paragraph 5/4-7, permit the Library Board “To exclude from use of the library any person who willfully violates the rules prescribed by the board.”

Library privileges may be suspended for the persistent and willful violation of the Library’s posted rules, for damaging or stealing Library property, for physically threatening or harming staff or patrons, and for other violations of the law.

Suspension will be for a definite time period, not to exceed twelve months. The length of a suspension will be determined by the Library Director or other designated staff. Suspensions will apply to all Library facilities. Patrons who attempt to enter a Library facility while their Library privileges are suspended will be reported to the police for criminal trespass and charges may be filed.

Suspensions for minors will remain in force until the minor’s parent or guardian meets with the Library Director or designated staff to discuss the minor’s behavior. Such suspensions shall not exceed one year.

The Library Director or designated staff may impose a suspension greater than twelve months but not in excess of three years on any person who has served a one year suspension within the past three years and whose subsequent behavior warrants another suspension of library privileges.

Any suspension of Library privileges longer than one month may be appealed to the Library Board. Notice of an appeal of a suspension must be made in writing to the Library Director within two weeks of receipt of the notice of suspension. The Library Director will inform the appellant of the date of the meeting at which the appeal will be heard. Any notice of appeal received later than a week before the next regularly scheduled Board meeting will be held until the following Board meeting.

Library borrowing privileges can be suspended for not returning Library materials or for not clearing fines or other debts owed to the Library.

The suspension of borrowing privileges will not in any way limit a patron’s use of other Library services.

Suspensions of Library borrowing privileges may also be appealed to the Library Board. Notice of an appeal of a suspension must be made in writing to the Library Director, who will inform the appellant of the date of the meeting at which the appeal will be heard.

Areas for Young People in the Main Library
The Evanston Public Library has two areas – the Children’s Room and the Loft – set aside to provide library service to young people. The Library staff will ask adults who are not utilizing the special collections and services of these areas to relocate to other areas of the Library.

Exhibits and Displays
The exhibit and display space of the Evanston Public Library is a library resource to be utilized in the fulfillment of the Library’s mission as stated by the Library Board (Mission Statement). It is the intention of the Library Board that the Library’s program of exhibits represents the intellectual, cultural and ethnic diversity of Evanston. Uses of exhibit and display space that will materially and substantially interfere with the operation of the Library, such as those uses that produce excessive noise, a significant safety hazard, or a significant security risk will not be permitted.

Use of Library Bulletin Boards
A limited amount of bulletin board space is available for postings by nonprofit organizations engaged in educational, cultural, intellectual, or charitable activities in Evanston. Posters or announcements must be submitted to the Library’s Circulation Desk for posting. Materials for posting in “the Loft,” the Library’s teen space must be submitted to the young adult librarian. Materials for posting at the branch libraries should be submitted to branch staff. The following items will not be accepted for posting:

* Advertisements of products or services offered by commercial organizations or individuals
* Requests for contributions
* Petitions
* Electioneering materials.

Because space is limited, it may not always be possible to post all posters and announcements that are acceptable under the above guidelines. The following priorities will be used to determine which posters and announcements can be posted:

* Materials produced by the City of Evanston and its agencies
* Announcements of events to be held in Evanston
* Materials produced by organizations headquartered in Evanston
* All other announcements
* Posters will be displayed for no more than thirty days. The Library is not responsible for the care or return of posters.

Staff Directed Displays
Displays presented in the Library’s reading rooms are prepared by Library staff and designed to represent and promote the depth and breadth of the Library’s collections and to extend the Library’s information services. Posters and materials from other organizations may be used in the preparation of such exhibits, but the emphasis of all such exhibits shall be on the Library’s collections and services, not the views of any organization. The planning and scheduling of such displays and the decision as to which materials and posters will be included is entirely at the discretion of the Library’s staff.

Displays by Local Artists
The Local Art @ EPL series features local artist’s work at the Main Library in the exhibit space on the west side of the 2nd floor. There are no guidelines to the type/media of art exhibited, but it must be appropriate for a public venue (i.e. nothing excessively graphic or offensive). Library staff has complete discretion as to what artwork will or will not be displayed.

In order to exhibit at the Library, the artist must complete an exhibit application and release form, agreeing that the exhibit will be limited to the moveable art panels and that the artist is responsible for installing the display; providing materials for securing the art work; and for attaching descriptive information about the exhibit.

The artist releases the Evanston Public Library, its Board and employees from any liability for injury or damages, destruction, loss or theft of any item or items that may occur during the display period or during installation or removal of the exhibit. The Library does not provide any security or insurance for artwork exhibited.

Displays of Children’s Art Work
The Library’s Children’s Room and branch libraries do display art projects produced by young people from Evanston’s schools and other local agencies. All such displays are scheduled and arranged by the Library’s staff in cooperation with the partner agency.

Art, Media, and Performances in the Loft
The Loft – the Library’s teen space – may display both art works and electronic media produced by young people. Often these works will be produced as part of a class project or in a program of another agency, and the Library’s staff in cooperation with the partner agency will arrange their display. The Loft staff may also develop a peer jury system to select independently produced works for display in the Loft. The Loft also has a public performance space, which is reserved for Library sponsored programs.

Distribution of Material
The Library has a limited amount of space available for the distribution of announcements and literature by nonprofit organizations engaged in educational, cultural, intellectual, or charitable activities in Evanston. Announcements and literature for distribution should be submitted to the Circulation Desk at the Main Library or branches.

The following items will not be accepted for distribution:

* Advertisements of products or services offered by commercial organizations or individuals
* Requests for contributions
* Newspapers, magazines, and other periodical publications
* Petitions
* Electioneering materials

Because space is limited, it may not always be possible to distribute all announcements and literature that are acceptable under the above guidelines. The following priorities will be used to determine which items will be distributed:

* Materials produced by the City of Evanston and its agencies
* Announcements of events to be held in Evanston
* Materials produced by organizations headquartered in Evanston
* All other materials.

Meeting Room Policy
The meeting rooms of the Evanston Public Library are a library resource to be utilized in the fulfillment of the Library’s mission as stated by the Library Board (Mission Statement). Uses of meeting rooms that will materially and substantially interfere with the operation of the Library, such as those uses that produce excessive noise, a significant safety hazard, or a significant security risk will not be permitted.

Main Library Board Room
The Library’s Board Room is reserved for meetings of the Library Board and its committees, for meetings of the Library’s staff, for meetings of committees and other bodies of professional organizations in which members of the Library’s staff are involved, and for meetings of affiliated organizations that exist primarily to assist the Library in the fulfillment of its mission. In the event of scheduling conflicts, priority will be given to the meetings of the Library Board and its committees.

Public Conference Rooms
The Main Library has conference rooms in seven locations. Conference rooms are intended for the use of small groups. They are not available for public meetings or commercial use. All of the rules that apply to the use of the Library’s reading rooms apply as well to the use of the Conference Rooms.

Children’s Public Conference Room
The Children’s Public Conference Room in the Main Library is intended for quiet study, group study, and tutoring. It is also occasionally used for Library sponsored programs or as a staff workspace. Preference is given to groups made up at least in part of children under the age of twelve. Groups of adults who need to use the children’s collections may also use the space. The room may also be used by teens during hours when the Loft is not staffed. Reservations will be accepted as much as seven days in advance of use. The Children’s Public Conference Room may be reserved for as long as two hours of use. Up to six individuals are permitted to use the Children’s Public Conference Room at the same time.

Main Library Adult Services Conference Rooms
The second and third floor Adult Services Conference Rooms are intended for quiet group study and tutoring. Conference Room users must register at the Library’s third floor Reference Desk. Reservations will be accepted as much as seven days in advance of use. A Conference Room may be reserved for as long as three hours of use. Up to six individuals are permitted to use a third floor Conference Room at the same time. Up to four individuals are permitted to use the second floor Conference Room at the same time. Groups using a conference room must be made up at least in part of people over twelve years of age.

Seminar Room
The 3rd floor seminar room is primarily for meetings of nonprofit groups with between 6-25 members. Smaller groups may use the seminar room if no other conference room is available. Users must register at the Library’s third floor Reference Desk. Reservations will be accepted as much as seven days in advance of use. The seminar room may be reserved for as long as three hours of use. Groups using the seminar room must be made up at least in part of people over twelve years of age.

The seminar room may also be used for training programs associated with Library sponsored business development programs. These programs may be booked more than a week in advance.

Loft Conference Rooms
The Loft Conference Rooms in the Library’s teen space are intended for group study and work on projects. Loft Conference rooms may occasionally be used for Library sponsored programs or as a staff workspace. Loft Conference Room users must be in school grades 6 through 12 and must register at the Loft Service Desk. Reservations will be accepted as much as seven days in advance of use. A Loft Conference Room may be reserved for as long as two hours of use. At the discretion of Library staff, up to six individuals are permitted to use a Loft Conference Room at the same time.

Storytelling Room
The Library’s Barbara Friedberg Storytelling Room is intended for Library sponsored programs and partnership programs with other agencies. It is not available for public meetings or group study.

Computer Training Room
The Library’s third floor is equipped with a computer training room. The computer training room is intended for use in library sponsored training programs. Such programs will train the public in the use of electronic library resources and will train library staff members in the use of the Library’s automated systems. The room may also be used, with the approval of the Library Director or his/her designee, for training other City of Evanston staff members and for training library professionals and support staff from other libraries. The room may not be reserved by individuals or outside organizations. The Library may, however, cooperate with community organizations in the design and presentation of training programs and may utilize volunteer trainers from such organizations. The room may be leased with the approval of the Library Board.

Public Meeting Rooms
The Main Library has two public meeting rooms, the Community Meeting Room and the Small Meeting Room, available to nonprofit organizations engaged in educational, cultural, intellectual, or charitable activities in Evanston. Library sponsored programs and the programs of the Library’s affiliated organizations will be given priority in the reservation of meeting room space. The Library Director shall establish registration procedures that will insure meeting room space for programs sponsored by the Library and its affiliated organizations. Fees will not be charged for Library affiliated organizations. Other agencies of the City of Evanston and those professional organizations that the Library or its staff participates in will have second priority in the use of the public meeting rooms. They will be charged no fees, but will be expected to abide by all other meeting room rules. Nonprofit community organizations will have the third priority in the reservation of meeting rooms. Nonprofit organizations will be scheduled on a first come, first served basis and will be charged according to the Library’s approved schedule of fees. The public meeting rooms are not available to commercial enterprises (organizations or individuals that promote or cause the sale of property or services for monetary gain) or for purely social functions (functions designed for entertainment through companionship with friends and associates such as receptions, showers, birthday parties, dances, and mixers).

Use of the Public Meeting Rooms does not constitute Library endorsement of the viewpoints expressed by the participants in the programs. No advertisement or announcement implying such endorsement will be permitted. No organization meeting at the Library shall use the Library as its official address. Storage of goods by organizations using the Public Meeting Rooms will not be permitted.

Exceptions to the meeting room policy and waivers of fees must be approved by the Library Board. However, the Library Director is granted the power to waive rules and fees, if in his/her judgment an emergency or other conditions warrant this action. The Director must report all such waivers to the Library Board at its next regularly scheduled meeting.

Fees for the Use of Public Meeting Rooms
All fees are listed in the Library’s schedule of fees. Fees are intended to cover the Library’s maintenance and overhead costs. It is the Library Board’s intention that the Library’s Public Meeting Rooms should be self-supporting. Meeting room fees will be reviewed annually by the Library Board.

Reservation of Public Meeting Rooms
Meeting room space should be reserved in advance by completing the “Meeting Room Reservation Form” and submitting it and the necessary fees to the Library’s Administrative Office. Reservations must be made at least forty-eight hours in advance of the program and will be accepted up to one year in advance. No reservation will be made until all of the applicable fees are paid. The person signing the “Meeting Room Reservation Form” will be held responsible for all fees and damages. Applicants must be age eighteen or older. Reservations for programs with a projected attendance of less than ten individuals will not be accepted for the Community Meeting Room. The meeting rooms may be reserved for up to six hours in a single day. No group may reserve a room for more than twenty six (26) times in a single year or four days in a single month. The Library should be notified of any canceled meetings or programs. Failure to notify the Library of a cancellation at least forty-eight (48) hours in advance will result in the forfeiture of meeting room fees.

Admissions and Sales
Organizations using the meeting rooms may charge a reasonable admission fee, however any member of the public who wishes to attend a meeting in one of the Library’s public meeting rooms must be allowed to do so if they decline to pay the admission fee. Groups using the meeting room may request a free will donation, but making such a gift must in no way be a requirement for attending the meeting. Organizations using the meeting rooms will be permitted to make sales under the following circumstances:

* The sales must be confined to the meeting room and no effort can be made to solicit other library patrons.
* The sale must be for the benefit of the nonprofit organization making use of the meeting room.
* Making a purchase must in no way be a requirement for attending the meeting.
* The sales must be an inconsequential part of the program scheduled for the meeting room.
* The sale of goods that directly or indirectly benefit the Library will be permitted in areas of the Library other than the meeting rooms. When an author takes part in a Library-sponsored program, the Library may arrange for the sale of the author’s works at the program.

Kitchen Use and Food Service
Simple refreshments (such as coffee, doughnuts, punch, cookies, snacks, etc.) or box lunches may be served at meetings. The kitchen is intended for this kind of use only, and may not be used for cooking. Both meeting rooms share the same kitchen, and it is not possible for the Library to grant a single group exclusive use of the kitchen during their meeting. Refreshment supplies such as cups, containers, paper goods, tea and coffee are not provided by the Library. Refreshments may not be taken from the meeting rooms to other areas of the library. Groups using the kitchen are expected to leave it in the condition they found it; failure to do so will result in a clean-up charge.

Hours of Use for the Public Meeting Rooms
The meeting rooms in the Main Library are available during the Library’s regular hours (Monday through Thursday from 9:00 AM to 9:00 PM; Friday from 9:00 AM to 6:00 PM; Saturday 9:00 AM to 6:00 PM; Sunday 12:00 PM to 6:00 PM). If arrangements are made at least two weeks in advance, a meeting room may be used after the library’s regularly scheduled closing, but the building must be vacated within two hours of the regularly scheduled closing. After hours users will be charged by the hour or part thereof according to the Library’s current schedule of fees. This fee is intended to cover the cost of the necessary additional staff. All regular rental fees will be charged as well.

Audiovisual Equipment
A projection system with presentation software and Internet capability is available for rent in the Community Meeting Room. Also available for rental are: a Windows-based computer, a video/DVD projector, an overhead projector, a VCR and TV monitor, a public address system, and a piano. A projection system is also available for rent in the Small Meeting Room. It is recommended that those intending to connect their laptop or portable data drive (a flash drive) to the Library’s computer projection system, first test their equipment or media for compatibility. The fees for use of this equipment are listed in the Library’s schedule of fees. A Library staff member can be available at the beginning of the reservation period to demonstrate the use of the equipment, or arrangements can be made in advance of the event.

Set Up and Clean Up
Trash should be picked up and the kitchen should be cleaned by the group using the room. Set up and clean up should be accomplished within the time period for which the room is rented. If it is necessary for Library staff to clean up following a meeting the individual, group, or organization making the reservation will be charged for the necessary time according to the current schedule of fees.

Political Activity
The Library’s meeting rooms are governed by the City of Evanston’s policy concerning the use of municipal buildings by candidates for Federal, State, and Municipal elected office, the Democratic, Republican, and other parties, and all other individuals or organizations advocating a position on an election issue.
The Library’s meeting rooms may be used for any political activities related to an election, until one hundred days prior to the election, except for municipal election activities. Municipal election activities may be held until the petition filing deadline, which is seventy-one days before the election. After these deadlines, the meeting rooms may only be used for candidate forums when the following conditions are met:

1. All candidates are invited to attend
2. The forum is sponsored by a non-partisan group
3. All candidates for a particular office must agree in writing to attend the forum or indicate in writing that they do not oppose the forum being held even though they are unable to attend
4. Fees will not be charged for candidate forums meeting these conditions, but all other meeting room rules must be observed.

Additional Rules and Regulations
The following rules and regulations apply to all groups using the meeting rooms in the Main Library:

Attendance at a meeting may not exceed the maximum number of people certified by the Fire Department as the occupancy limit for the room. These limits are:
1. Community Meeting Room – 281 occupants for standing room only (no furniture); 201 occupants for chairs only; 94 occupants with tables and chairs; Small Meeting Room – 24 occupants.
2. Any use of the meeting rooms which disrupts the normal operations of the Library will not be permitted.
3. Smoking is not permitted anywhere in the Library.
4. Alcoholic beverages may not be served or consumed.
5. Groups whose members are under the age of eighteen must be accompanied by one adult chaperon for each fifteen participants.
6. Hazardous materials including, but not limited to, candles, paints, solvents and explosives are prohibited.
7. Groups using the facilities must comply with the Americans with Disabilities Act and upon 48 hours’ notice are responsible for providing qualified interpreters and/or auxiliary aids as requested.

Damages and Liability
The Library is not responsible for the loss of, or damage to, any equipment or materials owned or rented by an individual, group or organization using its meeting rooms. Any individual, group or organization using the meeting rooms shall be held responsible for willful or accidental damage to the Library building, grounds, collections or equipment caused by the group or organization, its members or those attending its program.

Any individual, group, or organization holding a meeting in the Library must fully release and discharge the Evanston Public Library Board, the Evanston Public Library, the City of Evanston, its officers, agents and employees from any and all claims from injuries, including death, damages or loss, which may arise or which may be alleged to have arisen out of, or in connection with the meeting. They must further indemnify and hold harmless and defend the Evanston Public Library Board, the Evanston Public Library, the City of Evanston, its officers, agents and employees from any and all claims resulting from injuries, including death, damages and losses, including, but not limited to the general public, which may arise or may be alleged to have arisen out of, or in connection with the meeting.

Denial of Meeting Room Privileges
Failure to abide by the Library’s meeting room policy and rules of conduct may result in the cancellation or refusal of future reservations.

Special Use Areas

Quiet Study Room
All of the Library’s reading rooms are intended for reading and quiet study, but a portion of the third floor has been designated as a Quiet Study Room. In addition to the Library’s posted rules of conduct, the following rules will apply to the Quiet Study Room:
* Talking or making noise of any kind is not permitted.
* The use of any equipment that makes noise is not permitted.

The Loft
The Library’s teen space, known as the Loft, is intended for young people in grades 6 through 12. Other library patrons are permitted to use the space when they require collections or services that are only available in that room, but they will not be permitted to use this area for general reading, study, or hanging out. The Loft will not be open all of the hours that the Library is open, but will be open at those times teen users can be expected to be present. Staff at the Children’s Services desk, the Reader’s Services desk, and the Reference desk may provide short-term access to the Loft’s collections any time that the Library is open.

Public Access Computers
The Library provides a number of public access computers at various locations throughout its facilities. These computers are a library resource to be utilized in the fulfillment of the Library’s mission as stated by the Library Board (Mission Statement). The applications available on individual computers vary from location to location. The Library’s staff shall develop such rules and procedures as are necessary to insure the fair and reasonable use of these resources.

Parking Garage
The parking garage located under the Main Library is intended for use by Library patrons while they are using the Library. It is a metered city lot operated by the City’s Parking Systems Division and all parking regulations are enforced. The garage’s hours of operation are the same as the Library’s hours of operation. Cars left in the garage at closing time will have to remain in the garage until the next regularly scheduled opening. Neither the Library nor the City of Evanston is responsible for loss or damage to a motor vehicle or its contents. Customers should contact the City’s 311 service for all parking garage operational matters.

Special Events
The facilities of the Evanston Public Library are a library resource to be utilized in the fulfillment of the Library’s mission as stated by the Library Board (Mission Statement). Uses by outside agencies, which will materially and substantially interfere with the operation of the Library will not be permitted. The Library Board may, however, make the Main Library public areas available on a limited basis for special events sponsored by nonprofit organizations engaged in educational, cultural, intellectual, or charitable activities in Evanston.

Special Event Fees
The minimum special event fee for using the Library’s facility or a portion thereof for a special event for a period of up to five hours is listed in the Library’s schedule of fees. The Library Board will review this amount annually. Groups sponsoring special events will be entitled to the use of all of the public floors within the library as well as the meeting room and kitchen facilities. The group sponsoring the special event must also pay for library-supplied security staff. At least one security staff member will be required for each floor used. The Library will determine the specific security needs. The fee for security is listed in the Library’s schedule of fees. The Library Board will review this fee annually.

Reservation of Space
Groups holding a special event in the Library’s facility must have a 501(c)(3) status from the Internal Revenue Service. Because of the demands placed on the facility and staff by such special events, only two will be permitted in a given year. Requests will be accepted on a first come basis.

Hours of Use
Special events will only be scheduled during the hours that the Library is closed to the public and will not be permitted to substantially disrupt the Library’s regular maintenance and cleaning schedule. Under the Library’s current schedule the facility will only be available for special events on Fridays and Saturdays after 7:00 PM.

Set Up and Clean Up
Groups sponsoring special events are responsible for arranging the space for their use. No substantial movement of collections or electronic equipment will be permitted. If food and drink is served the organization sponsoring the event must use a caterer pre-approved by the Library Director. The caterer in turn will be expected to take all necessary steps to protect the Library’s collections, furnishings, and equipment. Public service desks and shelving units may not be used as food or drink service points. Upon completion of the event all Library facilities should be returned to the condition in which they were found. Trash should be picked up and the kitchen should be cleaned. Set up and clean up should be accomplished within the time period for which the space is reserved. If it is necessary for Library staff to clean up following an event or rearrange furniture, the group making the reservation will be charged for the necessary time according to the current schedule of fees.

Smoking and the Serving of Alcohol
Smoking is not permitted anywhere within the Library building or within 25 feet of the entrance. Any group wishing to serve alcohol at a special event must secure the necessary permits from the City of Evanston and must provide evidence of Dram Shop Insurance to the Library’s Administrative Office.

Damages and Liability
The Library is not responsible for the loss of or damage to any equipment or materials owned or rented by an individual, group or organization holding a special event in its facility. Any individual, group or organization holding a special event in the Library shall be held responsible for willful or accidental damage to the Library building, grounds, collections or equipment caused by the group or organization, its members or those attending its program.

Any individual, group, or organization holding a special event in the Library must fully release and discharge the Evanston Public Library Board, the Evanston Public Library, the City of Evanston, its officers, agents and employees from any and all claims from injuries, including death, damages or loss, which may arise or which may be alleged to have arisen out of, or in connection with the event. They must further indemnify and hold harmless and defend the Evanston Public Library Board, the Evanston Public Library, the City of Evanston, its officers, agents and employees from any and all claims resulting from injuries, including death, damages and losses, including, but not limited to the general public, which may arise or may be alleged to have arisen out of, or in connection with the event. Any individual, group, or organization holding a special event in the Library must provide the Evanston Public Library with proof of liability insurance in the amount of $1,000,000, including an endorsement naming the City of Evanston, the Evanston Public Library Board, and the Evanston Public Library as additional insureds for the time of the event. An indemnification and hold harmless agreement must be signed, and the City’s Attorney must approve a Certificate of Insurance, acceptable to the City of Evanston, must be provided thirty days prior to the special event.

Appeals of Administrative Decisions Concerning Facilities Use
An individual, group or organization that has been denied permission to use the meeting rooms, the bulletin boards, or other library facilities or to distribute materials may appeal such denial to the Library Board of Trustees at the Board’s next regularly scheduled meeting. Written notice of said appeal and all written documentation supporting the appeal are to be delivered to the Library Director at least seven days prior to the Board Meeting. At this meeting, the appellant may be granted up to ten minutes for a presentation that would support reversal of the Library Director’s denial. The Board of Trustees will deliberate on the appeal in open session and will attempt to complete its findings of fact and to reach a decision at the meeting, unless additional information is deemed necessary.

Today a reader, tomorrow a leader.