Meeting Room Policy

Purpose
The Alton Library welcomes the use of its meeting room for civic, cultural, educational, and public information meetings.  Permission to use the meeting room does not imply endorsement of any organization using the room.

Facilities
•    Up to 50 people
•    Eight 8-foot tables
•    Up to 64 stacking chairs

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Scheduling
•    Library and City Council use of the meeting room takes precedence over all other groups and organizations.
•    Reservations may be made 3 months in advance.
•    Applications for use of the meeting room must be made on forms provided by the library and submitted to the library director.  Forms are available at the library circulation desk.
•    Reservations for use of the meeting room must include the name of the group or organization, date and time desired, number of persons expected, and name and telephone number of person responsible.  Purpose of meeting must also be included.  Reservations, once approved, will be placed on a calendar by the library director.  
•    Reservations are on a first come, first served basis.  (Exceptions are public elections, which are outside the library's control.)
•    When the library is not open, the group must make arrangements for a key.

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Food/Beverage
•    Food and beverages may be brought in for use. Any spills or messes MUST be cleaned up by those renting the room. A cleaning fee may be charged if messes are not cleaned up or professional carpet cleaning is needed. 

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Safety/Security
•    If the library is closed, the person who reserved the room is responsible for locking up.  If a key is borrowed, it should be put in the drop box located on the outside of the building after the front doors have been locked. 
•    All lights in the restrooms, entry way, and meeting room should be off.  
•    The library is not to be left open and unattended during the rental. 

Use of the Meeting Room
•    Room setup is the responsibility of each group.  The room should be left in the same condition in which it was found. The library will leave a vacuum out for cleanup. 
•    Cancellations should be made as early as possible.  The organization is responsible for notifying members of schedule changes or other information.
•    Permission to use the meeting room will be denied to any group or individual that is disorderly, or that violates this policy.
•    A fee of $30.00 will be charged for use of this room; civic and religious organizations will be exempt from this charge if these meetings are a non-profit event.  
•    Use of the meeting room is limited to the room itself and bathroom facilities. If the library is closed and the meeting room is rented, entry into the library or storage closet is strictly prohibited. 

(Adopted 2025)