All fees collected from groups are used to maintain Library facilities.
| Room Names at Main Library unless noted (Meadows Community Rooms ABC can be partitioned) | Government and Library Affiliated | Nonprofit In-district Standard Room Setup | Nonprofit Out-of-district Standard Room Setup | Custom Setup Additional Fee, Deposit, Notes |
|---|---|---|---|---|
| Conference Room, Lobby Table | $0 | $0 | $0 | $0 |
| Grove Room, Meadows Room A, Meadows Room B, Meadows Room C | $0 | $10/1 hr. | $20/1 hr. | $40 Custom Setup |
| Hoffer Room at South Elgin Branch | $0 | $10/1 hr. | $20/1 hr. | Group sets up room |
| Elgin Room, Meadows A&B, Meadows B&C | $0 | $30/1 hr. | $60/1 hr. | $120 Custom Setup for Meadows Rooms |
| Computer Training Room | $0 | $30/1 hr. | $60/1 hr. | $300 refundable deposit |
| Meadows Community Rooms ABC | $0 | $50/1 hr. | $100/1 hr. | $200 Custom Setup |
- Fees are based on one-hour rentals. Any portion of an hour is charged as a full hour.
- Full payment must be made at least 10 days in advance.
- There are standard set ups for each room. Fees are charged for custom room layouts.
- At the Main Library, staff set up the room including IT equipment.
- At the South Elgin Branch, organizations will need to set up movable tables, chairs and IT equipment.
- Additional fees may be charged for custom set up changes on the day of the event at Main Library.
- The Computer Training Room requires an additional $300 deposit, refunded after the program if all equipment is found to be in good condition.
- Study rooms, seating 2-6 people, are available at no charge and may be booked online or in person at 2nd floor the Information Desk.
- Room must be left in good condition with its original set up.
| Equipment Rental | Additional Information | Cost per room reservation |
|---|---|---|
| Microphone | handheld, tabletop, lavaliere | $5.00 per microphone |
| LCD Projector, screen, and laptop | includes IT set up | $75.00 |
| Laptop | - | $30.00 |
| Full-time IT staff support | pending staff availability | $25 per hour |
| LCD projector, screen | - | $50.00 |
| Piano, Meadows Room A stage | $300 refundable deposit | $25.00. |
| Markerboard/Flipchart | with markers | $10.00 |
- Fees for equipment, chairs and tables are shown during the room reservation process according to availability in a specific room.
- The grand piano in the Main Library’s Meadows Community Room A is available for a $300.00 deposit, refunded after the event if the piano remains in good condition. The Library keeps the piano reasonably in tune by a piano technician. However, if an organization requests a special tuning, the Library will attempt to have it tuned in time for the event. The cost of that tuning will be charged to the organization.
| Refreshment Tiers | Customer provided food | Maintenance Fee per room |
|---|---|---|
| 1. Light | Coffee, cookies, water, juice, donuts | $10.00 |
| 2. Meals | Boxed lunches, food trays, beverages | $50.00 |
| 3. Kitchenette | Bar sink and mini fridge – Elgin and Grove Rooms only | $25 |