Application for Use of Meeting Rooms
PARK RIDGE PUBLIC LIBRARY
APPLICATION FOR USE OF MEETING ROOMS
Please type or print. Complete separate form for each date requested.


NAME OF THE ORGANIZATION:______________________________________________
(Name of organization)

NAME OF APPLICANT: _______________________________________

ADDRESS ______________________________________________________________

PHONE #:_________________________FAX #:_________________________ E-MAIL: ________________

  1. REQUESTED DATE: ______________________________
  2. REQUESTED TIME: Start_________________Finish________________ include time for rehearsals
  3. ESTIMATED ATTENDANCE: __________________________ ESTIMATED ATTENDANCE:___________________

SIZE OF ROOM REQUESTED:

FIRST FLOOR ROOM ARRANGEMENT (Choose a room setup)
__Presentation/recital __Classroom w/tables __Seated w/tables

Maximum 90 seated W/Tables, classroom style W/Tables, both sides of tables
#Chairs __________ Chairs #____________Chairs #__________
maximum 90 seatedmaximum 48 seated maximum 75 seated
Tables 8" Tables 8"
#______ max 9#____max 9

FIRST FLOOR EQUIPMENT NEEDED: (Check all equipment required)
____ We plan to serve food items ($20 fee) including: (provide details about refreshments/menu)
_________________________________________________________________________________
__________________________________________________________________________________
_______________________________________________________________________________
_____CD Player/radio ($20 fee) ____DVD ($20 fee) ____Easel
____Extension Cord(s)____Flip chartMicrophone
____Hand-held
____W/stand
____Lapel
____Overhead Projector for transparencies ___Piano, Grand (2 benches) ___Podium/lectern
____Projection cart____Projection System for connection
to users laptop for Powerpoint,
Publisher etc. presentation
(PC only, not Mac) ($20 fee)		 ___Screen, ceiling mounted
___Serving cart (if serving food $20) ___Slide projector Television
___VCR ($20 fee) ___White board/Flip chart
___Wireless connection (user will provide own laptop with wireless capability (PC only, not Mac)

  • THIRD FLOOR ARRANGEMENT (Maximum capacity 20) 12 chairs at Board table with sofa and chairs at back of room (four additional chairs may be added)

    THIRD FLOOR EQUIPMENT NEEDED (Check all equipment required)
    ___Additional chairs
    Quantity_____Max 4    		 ___CD player ___DVD Player ($20 fee)
    ___Easel ___LCD Projector for connection
    to users laptop for Powerpoint,
    Publisher etc. for presentation
    (PC only, not Mac) ($20 fee)    		 ___Overhead Projector for transparencies
    ___Screen ___Slide projector ___Television
    ___VCR ($20 fee) ___White board/Flip chart
    ___Wireless connection (user will provide own laptop with wireless capability (PC only, not Mac)

    Special Instructions:
    ______________________________________________________________________
    ______________________________________________________________________________
    _____________________________________________________________________________________

    Guidelines:

    1. Guidelines:
    2. Please remember that each room has a limit established by the Park Ridge Fire Department. As the applicant, you are responsible for maintaining this limit. If a library staff member believes that there are more people in the room than allowed, you will be asked to do a head count and will be responsible for seeing that the correct number of people leave. YOUR EVENT CANNOT PROCEED UNTIL THE AUDIENCE SIZE IS WITHIN THE FIRE CODE LIMIT.
    3. Non-alcoholic beverages and prepared food (no major food preparation permitted, except at specially designated Library events) may be served in the 1st floor meeting room, subject to the approval of the Library Director. There is a $20.00 fee, payable in advance, for the privilege of serving food.

      Individual, covered beverages may be brought to the 3rd floor meeting room however no food or beverages may be served.

    4. The room has been reserved for the hours specified by the organization. Access (for organizers and attendees) to the room will be restricted to those scheduled times. If additional time is necessary for distribution of handouts, rehearsals etc. time should be included in the original room request.
    5. The room has been reserved for the hours specified by the organization. Access (for organizers and attendees) to the room will be restricted to those scheduled times. If additional time is necessary for distribution of handouts, rehearsals etc. time should be included in the original room request.
    As the applicant, I agree to arrive before the approved time and will insure that any attendees will be suitably supervised during the program/event.

    I agree to comply with the policies of the meeting rooms and understand the library is not responsible for any meeting-related expenses.

    APPLICANT SIGNATURE: ____________________________________DATE: ______________________

    **********************************FOR LIBRARY USE ONLY***********************************

    DATE APPLICATION RECEIVED________ BY_________ APPLICATION APPROVED: YES:___________NO:________ Remarks: _______________________

    REQUEST TO SERVE FOOD APPROVED: YES____ NO:______ Remarks:________

    PAYMENT RECEIVED(use of equipmemt or serving food):
    Cash ____ Check ____ Visa/Master Card (in person only)_____________

    SIGNATURE_____________________________________DATE_______
    Library Director

    RETURN TO: PARK RIDGE PUBLIC LIBRARY Business Office, 20 South Prospect Avenue, Park Ridge, Illinois 60068 Phone: (847) 825-3123 ** Fax: (847) 825-0001