Rent a Meeting Room
The library offers meeting rooms that can be rented for a nominal fee by organizations and individuals to host programs, trainings or meetings. Please read this information and Meeting Room Policy 2.30 carefully prior to requesting a meeting room.
Resident Eligibility
- Applicant must be 18 years of age or older and reside in the Indian Trails Public Library District or their organization must reside in the 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.
- The applicant must remain in the room during the meeting and is responsible for any damages to the room or equipment used during the meeting.
- Rental reservations must be made in advance. Drop-ins are not accepted.
- Only one rental booking for an individual or organization up to 3 hours max which includes setup time. Only one rental in a month and meeting time must end 30 minutes before the library closes.
- 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.
MEETING ROOM RENTALS
Meeting Room Reservations requests start by completing our online Room Rental Intake Form. Requests are responded to within 3 days Monday-Friday. See the following information for more details on renting a room at the library.
SpaceS
The Lake, Cook or Lake-Cook Rooms are available for 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
Fees
Fees are for three hours and include the use of all audiovisual equipment. This time includes set-up. There is no discount if the room is rented for less than 3 hours.
- Cook Room – $50
- Lake Room – $50
- Lake-Cook Room – $100
Payment Options
NOTE: Room rentals are held for 10 days from the date a member receives an email from staff that their room rental is being held. If payment and the signed agreement form is not received by library staff within these10 days, then the hold will be canceled. Member will be emailed if the hold is canceled.
- In the library: Cash or check. You must have a valid library card.
- By mail: Check, made payable to the Indian Trails Public Library District. Send payment to:
Indian Trails Public Library District
Attn: Adult Services Department
355 Schoenbeck Rd.
Wheeling, IL 60090
Rental Availability
Rooms are available for rental when not used for library program or other sponsored events, during the following times:
Monday-Friday: 9:30 am-8:30 pm
Saturday: 9:30 am-4:30 pm
Sunday: 12:30-4:30 pm
Reservations will be viewable to members and all meetings are open to the public. The member contact information will not be viewable to the public.
Reservations are accepted during the following times:
TIP: Before submitting your date, check the library’s program calendar for programs already taking place in the Lake or Cook Room.
| Rental Month | Reservations Open |
| January | November1 |
| February | December 1 |
| March | January 1 |
| April | February 1 |
| May | March 1 |
| June | April 1 |
| July | May 1 |
| August | June 1 |
| September | July1 |
| October | August 1 |
| November | September1 |
| December | October1 |
Limitations
Rooms may not be used for the following:
- Social gatherings, such as birthday parties, bridal showers or family reunions, recitals, musical programs, etc.
- 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.
- Rooms cannot be rented beyond the maximum of three hours and not beyond one time per month.
- For a complete list of limitations see Meeting Room Policy 2.30.
CANCELING A ROOM RENTAL
- 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.
Meeting Room Rental Questions And Answers
Q: Can you tell me if a date and time are available?
A: After the Meeting Room Rental Intake form has been submitted, staff will check the date and time requested and will let the potential renter know if that date and time are available. Before submitting your date, check the library’s program calendar for programs already in the Lake or Cook room.
Q: Why is it so hard to find a rental time?
A: The library hosts nearly 100 programs a month, not including providing space for our municipal partners. We will do our best to accommodate you.
Q: What AV is available for the rooms?
A: In the Lake and Cook Rooms we have a projector, screen, laptop, podium, whiteboard and a variety of microphones. We also have an easel, but the renter should bring their own paper and markers.
Q: Do I have to pay extra for the AV?
A: No, AV usage is included in your rental fee.
Q: I’m a taxpayer, why do I have to pay a fee?
A: Due to the staff time needed for overseeing the meeting rooms and the wear and tear on the room and equipment, it is necessary to charge a minimal fee to defray expenses. There are eight study rooms on the second floor that are available for no fee with any valid library card. We also have a 10-person conference room on the second floor for ITPLD card holders. You can find more information about our study rooms at this link.
Q: Why don’t you rent to nonresidents?
A: The mission of the library is to serve the residents in our community, who through their taxes, support the library. Because of demand, it is necessary to restrict our rentals to in-district residents. You can verify if you or your organization reside in the library’s district by entering your address in our library district map at this link.
Q: Can I serve food and drinks?
A: Yes, but the drinks must be covered, and the food must be “dry,” i.e., cookies, coffee cake. Food must be prepared in a commercial kitchen. Cooking is not permitted. Plates, napkins, etc. are not provided.
Q: What do I do when I arrive for my rental?
A: Check in at the front desk. Staff will unlock the room for you and make sure everything is set up as you requested.
Q: What do I do when I’m finished?
A: Please dispose of any trash and remember to gather all your things. Stop by the front desk on your way out and let the staff at the front desk know you are finished.
Q: What happens if something is damaged during the rental or stops working?
A: Notify staff immediately so it can be addressed.
Q: When is the rental fee payment due?
A: Payment for renting the room is due within 10 days of the room being held along with a signed agreement form. This is necessary to allow staff to prepare the necessary paperwork and submit the room setup.
Q: If the library needs to cancel my booking, is my fee refundable?
A: If the library has reason to cancel your booking, you will be contacted as soon as possible. Staff will work with you to either attempt to reschedule your meeting date or a refund will be issued to you.
Q: If I need to cancel my booking, is my fee refundable?
A: Yes. Renter calls the Adult Services Department at 847.459.4100 extension 3 to cancel their room rental. Staff will process the refund.