Meeting Room Rentals Form

Room Limitations and Restrictions

Meeting rooms may not be used for the following:

• • Any social gathering, such as birthday party, bridal shower or family reunion.  
  • Commercial transactions such as realty closings, paid tutoring, depositions, or other such activities where a fee is charged or business is solicited and transacted.  
  • Political rallies and or meetings organized for the purpose of urging action such as voting for a candidate.  
  • Recitals, music concerts and dance events.  
  • See Meeting Room Policy for 2.30 for a full list of limitations.  

• Applicant must be 18 years of age or older and reside in the Indian Trails Public Library District or their organization must reside in district.
• Individuals renting a room must have a valid ITPLD library card, or their organization has a business library card in good standing. This requirement may be waived for partner organizations.  
• Applicant must remain in the room during the meeting and is responsible for any damages to the room or equipment used during the meeting.  
• Reservations must be made in advance. Drop-ins are not accepted.  
• A signed agreement and fee (if applies) must be received by library staff 10 days after the room is held prior to the booking being finalized. The booking hold will be canceled if this signed agreement and fee is not received within the 10 days.  
• Each organization or individual may make one rental booking a month, for a maximum of 3 hours including setup time. All meetings must end at least 30 minutes before the library closes.
• Payment is accepted in the form of cash or check made out to the Indian Trails Public Library District.  
• The Indian Trails Public Library District reserves the right to cancel a meeting room rental if a conflict arises with a library-sponsored program or there is an unforeseen event, such as a power outage or inclement weather. Staff will assist the individual in finding an alternate date or will refund the rental charges. 
• If the renter needs to cancel their meeting room rental, they should contact the library at 847.459.4100 extension 3 for Adult Services. Fees will be reimbursed. 

Before you complete the form below please review the following:

• To verify if you or your organization reside in the library’s district enter your address in our district map to verify that you reside inside library district boundaries.
• To check for rental room availability search the library’s program calendar.
• Meeting Room Rental Capacity:
  • Lake or Cook Room
    • 50 theatre seating
    • 32 classroom seating
    • 20 block seating
  • Lake-Cook Combined Room
    • 140 theatre seating
    • 48 classroom seating