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Rolling Meadow Library policies approved by the Board of Trustees help us fulfill the Library’s mission and vision.
Download Policy Manual PDF file Last updated—November 12, 2025
Amended July 10, 2024
Board Room and Community Meeting Room Policy
The Rolling Meadows Library has two meeting rooms available to support the Library’s mission. When not in use for Library activities, these rooms may be made available for use for meetings of Rolling Meadows community groups and organizations whose aims are for educational, cultural, or civic purposes and not for profit.
Availability and Use
The Board Room and Community Room may be reserved by Rolling Meadows Library cardholders for not-for-profit use only.
Because the Library’s Board Room and Community Room constitute a limited resource and demand for their use is high, priority for their use will be given in the following order:
*A Rolling Meadows Library cardholder age 18+ must make the reservation and serve as the responsible party for the meeting. Proof of not-for-profit status may be required.
Political activities that provide information to the community can be held in the Library meeting rooms.
The use of rooms for hosting private or social functions is prohibited.
Rooms Available
Community Room: Seats up to 100 people theater style. (Other setup styles may reduce the capacity of the room).
Board Room: Seats up to 12 around a large conference table. Six additional seats are available along the wall of the room..
| Equipment | Fees |
|---|---|
| Community Room | $25 |
| Board Room | $10 |
| Kitchenette | $10 |
| Grand Piano | $50 |
| Equipment | Fees |
|---|---|
| Projector with Kit | Free |
| Cart | Free |
| Microphone (Corded or Wireless) | Free |
| Lectern | Free |
| Music Stand | Free |
| White Board Markers | Free |
Reservations
In order to reserve a meeting room, an application and check for the required fees must be submitted at least 30 days prior to the meeting. No rooms will be reserved until the application and all of the fees have been received. Groups will be booked in order of priority and then by the date the application and fees are submitted. Additions or changes to your reservation should be made at least 3 business days prior to the date of the meeting.
Reservations for the next calendar year will be taken on August 1 of the current calendar year. No individual or organization will be allowed to reserve either room more than once per month without prior approval by the Library Executive Director.
Food and Drink
The kitchenette must be reserved when any refreshments are served. Only light refreshments (beverages, cookies, cake, or snacks) are allowed. The kitchenette must be left clean. All equipment and supplies shall be provided by the user. A sink, refrigerator, and microwave are available for use. Food and/or drink are not permitted outside the Board Room or Community Room. Carry-outs may not be ordered for delivery to the Library. Alcoholic beverages are prohibited.
Technology
Wireless internet access is available. The Library is unable to set up virtual meetings for outside groups. If a group would like to meet virtually, it will need to bring its own equipment. The only equipment available for virtual meetings is a projector and kit. Troubleshooting is limited to the items provided by the Library.
Grand Piano
A grand piano is available for use by organizations using the Community Room. The piano is kept in reasonably good tune by having a piano technician tune it several times each year. However, if an individual or organization requests a special tuning, the Library will attempt to have it tuned by the technician in time for the meeting and will charge the individual or organization making the request.
Cancellation of Meetings
The Library shall be notified as soon as possible if a cancellation becomes necessary. Any fees paid will be refunded only if the cancellation is made at least 48 hours in advance of the meeting. Failure to provide such notice may result in the denial or cancellation of future reservations and the forfeiture of fees already paid. The Library reserves the right to cancel or relocate meetings if necessary. If possible, the Library will provide notice of meeting room cancellations or relocations at least 30 days before the meeting.
All meetings will be held during regular Library hours. Meetings will not start sooner than 30 minutes after the Library opens and must end no later than 30 minutes prior to the Library’s closing.
General Rules
Failure to abide by these rules may result in cancellation of or refusal of future reservations.
The Library Board of Trustees reserves the right to change any or all of the foregoing provisions without notice.
Amended June 11, 2025
The Rolling Meadows Library provides conference and study rooms to support quiet study, collaboration, and a variety of educational and professional needs in a welcoming environment. There are four rooms available for patron use during library hours: Conference Rooms A and B, and Study Rooms A and B. Conduct in these rooms is covered by the Public Conduct Policy.
Room Details
Rules of Use
The Library may adjust room assignments based on group size, availability, or operational needs to best accommodate all patrons. The Library reserves the right to terminate any room reservation at any time.
Patrons who violate this policy may be asked to end their use of the room at the discretion of library staff. Repeated violations may result in the suspension of room privileges.
Amended July 10, 2024
The Rolling Meadows Library is committed to maintaining an environment where patrons can freely access library information and resources. To protect the privacy of patrons and staff, and to ensure a safe and welcoming environment, the following policy outlines the guidelines for taking photographs, videos, and audio recordings within the library premises.
General Policy
Exterior Photography and Recording
Photography and recording outside the library building and on library grounds do not require permission. This activity must not impede the ingress or egress of patrons or staff or block parking lots.
Commercial Photography and Recording
Use of library facilities for commercial photography or recording may be permitted if it aligns with the library's mission and policies. Requests must be made at least one week in advance, and a fee may be charged to offset costs. Approval must be obtained from the Library Director or their designee.
Performers and Contractors
Any contracted performer or programmer wishing to record their performance must submit a request in writing at least one week prior to the event. Approval must be obtained from the Library Director or their designee. The library reserves the right to deny the use of recording equipment and will determine where such equipment can be placed. Performers with recording equipment must provide a certificate of liability insurance listing the library as an additional insured.
Photography and Videos of Materials and Resources
Patrons are allowed to take photographs and recordings of the library's publicly available collections. Responsibility for obtaining consent for photographing or recording copyrighted materials rests solely with the patron.
Library Photography, Videos, and Recording
Library Board Meetings
In accordance with Section 120/2.05 of the Illinois Open Meetings Act (5 ILCS 120/1 et seq.), any person may record the proceedings of Library Board meetings and other open meetings, provided that the recording does not disrupt the meeting or create a safety hazard.
Liability
Individuals taking photographs or recordings are solely responsible for any injuries to persons or property resulting from their activities. They must also obtain all necessary releases and permissions from identifiable persons or for copyrighted materials. The library assumes no responsibility for obtaining these releases or permissions.
Compliance with Policy
The library reserves the right to ask any individual or group violating this policy to cease taking photographs or recordings.
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Rolling Meadows Library
3110 Martin Lane
Rolling Meadows, IL 60008
847-259-6050
Today's hours
We're open 9:00AM to 9:00PM
| Mon, Dec 15 | 9:00AM to 9:00PM |
| Tue, Dec 16 | 9:00AM to 9:00PM |
| Wed, Dec 17 | 9:00AM to 9:00PM |
| Thu, Dec 18 | 9:00AM to 9:00PM |
| Fri, Dec 19 | 9:00AM to 5:00PM |
| Sat, Dec 20 | 9:00AM to 5:00PM |
| Sun, Dec 21 | 12:00PM to 5:00PM |
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