Rooms Available at the Huntley Area Public Library

Room Booking Policies

Gaming Room
Huntley Library card
10+ years old
1 – 6 people
Limit 1 reservation/booking per day for 120 minutes
Limit of 240 minutes per week
Can reserve 7 days ahead of time

Collaboration Room
1 – 4 people
Limit 1 reservation/booking per day for 120 minutes
Limit of 240 minutes per week
Can reserve 7 days ahead of time

Huntley Conference Room
2 – 8 people
Limit 1 reservation/booking per day for 120 minutes
Limit of 240 minutes per week
Can reserve 7 days ahead of time

Reservations

The Gaming Room, Huntley Conference Room, or Collaboration Room may be reserved by a library district resident 10 or older with a valid library card.

The library reserves the right to cancel any reservation due to unforeseen circumstances or for a violation of program room or patron behavior policies.

If you are 15 minutes late or more for a room reservation in the Collaboration, Huntley Conference Room, or Gaming Room, the room may be released to another patron. In this case, you may be referred to another available space or asked to reschedule your room reservation for another day.

Room Reservation Rules

1. Patrons under the age of 10 using the room must be accompanied by an over 18 responsible adult at all times.
2. Groups may rearrange the furniture and equipment available for the room, but must return the room to its original configuration at the conclusion of the event.
3. Only light refreshments are allowed and all supplies must be furnished by the user. Beverages must be covered in the rooms and in other public areas of the building. Alcoholic beverages are not allowed on the library premises. Surfaces and flooring must be cleaned.
4. The staff member in charge of the library may make changes to or cancel any reservation which, in the determination of the library, interferes with the safety and operations of the building because of noise, number of attendees, hazardous materials, or other factors.
5. All noise restrictions will be strictly enforced for all groups using library facilities.
6. Rooms are not available for recreational purposes such as birthday parties, weddings, sports activities, and so on.
7. In allowing use of its Gaming, Huntley Conference Room, and Collaboration room, neither the library, nor its Board of Trustees, endorses any position expressed by any group using the room. The library is not responsible for equipment, supplies, materials, or any personal possessions owned by those sponsoring or attending meetings held at the library.
8. All individuals, groups or organizations using these rooms agree to indemnify and hold harmless the Huntley Area Public Library District and/or its staff and Board of Trustees of any and all consequences resulting from their use of the room.

Reserve a room online.

Download and print a Program Room Reservation form.

Other Available Rooms (No reservation necessary)

5 Study Rooms – minimum 1-person, maximum 2-person; Three-hour limit

Quiet Room – maximum 13; no hour limits; no cell phones, no talking

Program Room (Reservation Required)

In allowing use of its program room, neither the library, nor its Board of Trustees, endorses any position expressed by any group using the room.

The Program Room may be reserved by a library district resident 10 or older with a valid library card.

The library reserves the right to cancel any reservation due to unforeseen circumstances or for a violation of program room or patron behavior policies.

Room Reservation Rules

1. Patrons under the age of 10 using the room must be accompanied by an over 18 responsible adult at all times.
2. Groups may rearrange the furniture and equipment available for the program room, but must return the room to its original configuration at the conclusion of the event.
3. Only light refreshments are allowed and all supplies must be furnished by the user. Beverages must be covered in the program room and in other public areas of the building. Alcoholic beverages are not allowed on the library premises. Surfaces and flooring must be cleaned.
4. The staff member in charge of the library may make changes to or cancel any reservation which, in the determination of the library, interferes with the safety and operations of the building because of noise, number of attendees, hazardous materials, or other factors.
5. All noise restrictions will be strictly enforced for all groups using library facilities.
6. Rooms are not available for recreational purposes such as birthday parties, weddings, sports activities, and so on.
7. In allowing use of its program room, neither the library, nor its Board of Trustees, endorses any position expressed by any group using the room. The library is not responsible for equipment, supplies, materials, or any personal possessions owned by those sponsoring or attending meetings held at the library.
8. All individuals, groups or organizations using the program room agree to indemnify and hold harmless the Huntley Area Public Library District and/or its staff and Board of Trustees of any and all consequences resulting from their use of the room.

Room Reservation Policy

In allowing use of its program room, neither the library, nor its Board of Trustees, endorses any position expressed by any group using the room.

The Huntley Area Public Library offers the use of its program room for civic, educational, cultural and public information programs and meetings. The Program Room may be reserved by a library district resident aged 18 or older with a valid library card. When necessary, priority use of the program room will be given to groups in the following order:

1. Library sponsored (including Friends’ Foundation) meetings or programs.
2. Huntley Area Administrative Round Table (HAART) governmental partners.
3. Not-for-profit organizations and educational institutions located in the library district.
4. Not-for-profit organizations and educational institutions located outside the library district with patrons or attendees from the library district.
5. Other organizations or individuals which provide civic, cultural, educational, or information programs to the general public with patrons or attendees from the library district.

Program Room Charges

$25.00 Refundable Deposit

$25.00 per session For-Profit Group Use Charge

For-profit groups may use the room for training and informational meetings only.

There is no use charge for not-for-profit groups.

$25.00 Minimum Clean-up/Damage Charge

Additional charges will be made if clean-up is required or there is damage to the room or equipment. If payment is not made immediately following use of the room, the charge will be placed on the library account of the person reserving the program room.

$25.00 Extra Time Charge

For use of the program room by any non-library sponsored group for each hour or portion thereof beyond the scheduled reservation.

$25.00 Late Cancellation Charge

For failure to cancel a reservation for the program room at least 24 hours in advance of the scheduled use of the room.

Space Available

Program Rooms

One program room is available for public use and may be scheduled by speaking to a designated staff member. Only one of the library’s three program rooms may be reserved at any given time.

Reservations

The Program Room may be reserved by a library district resident 18 or older with a valid library card.

Only library-sponsored groups are allowed to use the program room more than once in any given 8-day period and use the room for longer than 4 hours per day.

The Program Room may be reserved no more than 4 weeks in advance.

The library reserves the right to cancel any reservation due to unforeseen circumstances or for a violation of program room or patron behavior policies.

General Room Reservation Rules

1. All events are open to the general public, except library staff meetings, executive sessions of the Library Board of Trustees, and meetings or activities of Huntley Area Administrative
   Round Table (HAART) governmental partners. Some library sponsored programs may require prior registration.
2. All non-library-sponsored events in the program room must have at least 4 attendees. All non-library-sponsored events, excluding those of Huntley Area Administrative Round Table
   governmental partners, are limited to a maximum of 50 attendees or less, depending on the room arrangement.
3. Groups composed of members under age 18 must include one adult attendee/sponsor for every 10 people under the age of 18.
4. All groups must provide any special accommodations that are requested in accordance with the Americans with Disabilities Act.
5. Patrons under the age of 10 using the rooms must be accompanied by an over 18 responsible adult at all times.
6. Non-library sponsored groups may not charge admission fees.
7. For-profit groups may use the program room, but no direct sales are permitted on library property, the program must be open to the public, and the program must be informational/educational in nature. Groups may not require attendees to sign a registration sheet to attend any program. Business cards and other promotional materials
   may be displayed inside the program room, but materials may not be left behind after the program concludes.
8. Groups may rearrange the furniture and equipment available for the program room, but must return the room to its original configuration at the conclusion of the event.
9. The library reserves the right to keep the room door closed while the program is in progress.
10. Only light refreshments are allowed and all supplies must be furnished by the user. Beverages must be covered in the program room and in other public areas of the building. Alcoholic beverages are not allowed on the library premises, except as permitted under the library’s Alcohol Policy.
11. The individual or organization reserving the room for an event is responsible for following all applicable food safety regulations, including McHenry County Food Protection Program regulations.
12. Food and beverages must be removed from the room at the conclusion of the event. Additionally, surfaces and carpeting must be returned to their pre-event state to avoid the assessment of clean-up/damage fees.
13. Outside items may not be stored at the library prior to or after an event.
14. No organization, other than the Friends Foundation, may use the name, address and phone number of the library as its official address or headquarters. Promotional materials for nonlibrary sponsored events may not include the library’s phone number or suggest the library’s sponsorship. Outside organizations may not use the Huntley Area Public Library District’s logos or likeness for any purpose.
15. The staff member in charge of the library may make changes to or cancel any event which, in the determination of the library, interferes with the safety and operations of the building because of noise, number of attendees, hazardous materials, or other factors.
16. The Library Director is authorized to establish additional reasonable regulations governing the use of the program room.
17. The library reserves the right to waive portions of this policy to accommodate library sponsored programs and meetings.
18. All noise restrictions will be strictly enforced for all groups using library facilities.
19. Only library-sponsored groups or Huntley Area Administrative Round Table (HAART) governmental partners are allowed to use the program room more than once in any given 8-day period and use the room for longer than 4 hours per day.
20. The Program Room may be reserved no more than 4 weeks in advance.
21. The library reserves the right to cancel any reservation due to unforeseen circumstances or for a violation of program room or patron behavior policies.

The program room is a limited public forum designated as a place purposefully opened by the library for informationally or educationally expressive peaceful activity by the public. As such, the program room is not available for recreational purposes such as birthday parties, weddings, sports activities, and so on.

The library is not responsible for equipment, supplies, materials, or any personal possessions owned by those sponsoring or attending meetings held at the library.

All individuals, groups or organizations using the program room agree to indemnify and hold harmless the Huntley Area Public Library District and/or its staff and Board of Trustees of any and all consequences resulting from their use of the program room
Reserve the Huntley Conference Room or Collaboration Room

Download and print a Program Room Reservation form.

Adopted: 10/22/1999

Revised: 3/15/2023