Policies at Lincoln Library

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Public Meeting Rooms

“Libraries which make exhibit spaces and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use.”
                                           (From the Library Bill of Rights, adopted by the American Library Association Council)


To VIEW the meeting room calendar or RESERVE a meeting room, read the NEW regulations below, and then click the 'accept' link at the bottom to go to the meeting room calendar.

Please note the following information:

  • Room reservations should be made a minimum of one week in advance through the online reservation software.

  • Please note, when making your reservation, if you cannot click on the time boxes or if the area is grey, the room is not available.

  • It is important to read the regulations. The person who makes an online room reservation or signs a meeting room application assumes legal responsibility for the repair or replacement of lost or damaged library property. Failure to comply with the rules will result in the cancellation and/or refusal of future reservations.

For additional information, phone 217-753-4900 or email llroomreserve@gmail.com.

  • Carnegie Rooms
    • Carnegie Room North (1st floor; capacity - 120)
    • Carnegie Room South (1st floor; capacity - 40)
    • Carnegie Rooms may be joined for a capacity of 160. (Use of tables lowers seating capacity.)
Click on an image to enlarge it.
classroom style meeting conference style meeting theater style meeting kitchenette
  • Bicentennial Conference Room (3rd floor; capacity - 20)
    • The Bicentennial Room is reserved for small group meetings not involving refreshments or arts/crafts.
    • Refreshments are prohibited in Bicentennial Room.

bicentennial room

  • DeFrates Reading Room (3rd floor; capacity - 15))
    • Use of the DeFrates Reading Room is limited to book discussion groups only.
DeFrates Reading Room
  • Multipurpose Room (2nd floor, capacity - 20)

    Multipurpose Room


Equipment Available

Equipment is only available for use in the library's meeting rooms. It cannot be taken out of the library. Equipment not available in all rooms. The library does not have a technician to assist with equipment.

  • Floor lectern
  • Table-Top Lectern
  • VHS/DVD Player with Monitor
  • Stand-Up Microphone
  • Multi-Media Projector (laptop not included)
  • Extension Cord
  • Lavaliere Microphone
  • Screen
  • Easel
  • Kitchen
  • Table-Top Microphone
  • Projector Stand
  • Flipchart (paper not included)
  • Chalkboard
  • Grand Piano

Regulations

NOTE: The meeting room regulations have changed. Please read them carefully before requesting a room. Failure to comply with the rules can result in the cancellation and/or refusal of current and future reservations.

Regulations adopted by the Lincoln Library Board of Trustees on April 26, 2017.

Lincoln Library’s public meeting rooms may be used for a variety of purposes. Library programs have priority. Room reservations should be made a minimum of one week in advance through the online reservation software. The library reserves the right to cancel or relocate any meeting. Failure to comply with the following rules will result in the cancellation or refusal of future reservations.

  1. Lincoln Library’s public meeting rooms are open to organizations engaged in civic, educational, cultural,  intellectual or charitable activities. (Proof of 501c3/501c4 may be required.) The meeting rooms are not available for social or commercial purposes. Permission to use a library meeting room in no way implies endorsement of  the goals or activities of any individual, organization/group or speaker using the room. The library reserves the right to cancel or relocate any meeting.

        Priority for use of the meeting rooms will be given as follows:    
            1. Lincoln Library         2. City of Springfield          3. Not-for-Profit Organizations

  2. All meetings must be free and open to the public. Meeting room users may not discriminate on the basis of race, sex, color, creed, national origin, religious belief or disability. Fees or money collection of any type is prohibited - -  including, but not limited to, admission, workshop charges, registration fees, donations. Business promotion/advertising or selling of products/services is prohibited. Fund raising events by non- library organizations are prohibited. Private meetings/events and social gatherings — including, but not limited to parties, showers, receptions, memorial services — cannot be held at the library.

  3. Due to limited space, the library excludes meetings of state and federal agencies from room use, except for public information meetings announced through the media.

  4. Groups using a meeting room must comply with the Americans with Disabilities Act and are responsible for providing qualified interpreters or auxiliary aids upon request. (For assistance, contact the Springfield Center for Independent Living.)

  5. Room reservations are limited to two meetings, per organization/group, per month. Use of the DeFrates Reading Room is limited to book groups. The Bicentennial Room is reserved for small group meetings     not involving refreshments or arts/crafts. Reservations for Lincoln Library meeting rooms should be made one week in advance online at www.lincolnlibrary.info or through Library Administration. If  the online reservation software is not used, a paper application must be completed one week prior to meeting date. Failure to notify the library of a cancellation within 48 hours prior to the meeting may result in future reservations being denied.

  6. Equipment and room set-up requests should be communicated at the time the room is reserved. If a change is necessary, a minimum of one week advanced notice is required. Personnel are not available to change set-ups the day of an event. Changes to requested room arrangements may be necessary if the request does not fit available space.

  7. Meetings are scheduled only during library hours and must conclude 5 minutes prior to library closing. Reservations must include group set-up and clean-up time.

  8. Group activities are confined to the room reserved and shall not interfere with the library operations or cause a safety threat to library employees, customers or property. Only designated public entrances/exits may be used. No organization may use the library as its official address. The library logo cannot be used on any group’s publicity. 

  9. The library is not responsible for any individual or group property, nor can it provide storage for property.

  10. The person who signs the meeting room application assumes legal responsibility for the repair or replacement of lost or damaged library property. They are also responsible for cleaning-up and informing meeting attendees of library rules and regulations.

    Clean up of table tops and disposal of trash in the meeting rooms is the responsibility of each group. There will be NO taping, tacking or nailing of materials, signs, posters, maps or the like, to any surface, including but not limited to brick walls, dividing wall, tables and chairs. Use of candles, tea lights, nor any open flame is not permitted.  Room capacity must be obeyed.

    A kitchenette is adjacent to the Carnegie Rooms and the Multipurpose Room. Use of the kitchenette must be requested prior to the meeting date and must be cleaned by those who use it. The library does not provide any supplies.
         
    Failure to clean room(s) and/or kitchens properly, as stated will result in a $50.00 charge.

  11. Children under age 16 cannot be left unattended in a meeting room.

  12. Refreshments of any type are prohibited in the Bicentennial Conference Room.

  13. Library Staff are not available for test monitoring.

  14. Groups and their attendees must adhere to Lincoln Library Rules for Customer use.

    Note:
    Smoking of any type, alcoholic beverages, possession of weapons and animals, other than service, are prohibited throughout the library.

  15. Meeting room users must complete the attendance form available in the rooms.

NOTE:

  1. Parking - Parking is available beneath the library. For additional information - Library Parking. The lot closes one half hour after the library closes.

How to Book a Room with the Online Meeting Room Software:

  1. View meeting room schedules in Day, Week, or Month View by clicking the appropriate tab at the top of the page.

  2. To request a room, simply go to the calendar and select the Date (click on actual number), Time, and Room you are interested in scheduling. Click the beginning time checkbox and then the ending time checkbox. Click Continue at the bottom of the screen. (NOTE: If the room is available, the status of room will show as "OPEN." If you cannot click on the time boxes or if the area is grey, the room is not available.)

  3. The Contact Information screen will now appear.  Complete all informational boxes and click Verify Request to complete. Your room request will be confirmed by email or telephone within 5 business days. If you do not receive a confirmation, please phone 217-753-4900 or email llroomreserve@gmail.com .


    By clicking the link below and making a room reservation, you agree that you have read the Lincoln Library Meeting Room Regulations and will comply with them. (NOTE: The meeting room regulations have changed. Please read them carefully before requesting a room.) The person who makes an online room reservation or signs a meeting room application assumes legal responsibility for the repair or replacement of lost or damaged library property. Failure to comply with the rules will result in the cancellation and/or refusal of future reservations.

I ACCEPT the meeting room regulations and agree to comply with them.