Meeting Room Policy


The Champaign Public Library welcomes use of its meeting rooms by persons or organizations for informational, educational, cultural, and civic meetings.

 Meeting rooms are available free to non-profit groups beginning July 1, 2016, and for a fee to profit and non-resident groups.

Main Library

The meeting rooms available for use by the public at the Main Library, 200 W. Green Street, Champaign, IL include:

Robeson Pavilion Rooms A&B, located 1st Floor. Light refreshments allowed.
Room fees for profit and non-resident groups: $50/Hour
Auditorium setup: Max occupancy 120
Conference setup: Max occupancy 80
Classroom setup: Max occupancy 64
Board setup: Max occupancy 44
U-Shaped setup: Max occupancy 38


Robeson Pavilion Room A, located 1st Floor. Light refreshments allowed.
Room fees for profit and non-resident groups: $25/Hour
Auditorium setup: Max occupancy 50
Conference setup: Max occupancy 48
Classroom setup: Max occupancy 32
Board setup: Max occupancy 24
U-Shaped setup: Max occupancy 18


Robeson Pavilion Room B, located 1st Floor. Light refreshments allowed.
Room fees for profit and non-resident groups: $25/Hour
Auditorium setup: Max occupancy 50
Conference setup: Max occupancy 48
Classroom setup: Max occupancy 32
Board setup: Max occupancy 24
U-Shaped setup: Max occupancy 18


Robeson Pavilion Room C, located 1st Floor. Light refreshments allowed.
Room fees for profit and non-resident groups: $25/Hour
Auditorium setup: Max occupancy 45
Conference setup: Max occupancy 40
Classroom setup: Max occupancy 30
Board setup: Max occupancy 20
U-Shaped setup: Max occupancy 20


Friends Conference  Room, located 2nd floor. Covered drinks only, no food allowed.
Room fees for profit and non-resident groups: $10/Hour
Board setup: Max occupancy 22


Foundation Conference  Room, located 2nd floor. Covered drinks only, no food allowed.
Room fees for profit and non-resident groups: $10/Hour
Board setup: Max occupancy 20


Douglass Branch Library

A meeting room is available for use by the public at the Douglass Branch Library, 504 East Grove Street, Champaign, IL. This room may be available during hours the library is closed. Contact the Douglass Community Center at 217/398-2573 to make arrangements for meetings during those hours. 

Meeting Room, light refreshments allowed.
Room fees for profit and non-resident groups: $25/Hour
Max occupancy: 80

Conditions of use

  • Library programs receive priority in the scheduling of the meeting rooms.
  • Meetings must be free and open to the public. Fees or dues may be collected, but the public may not be denied entry to the meeting because of failure to pay. Groups may charge a fee for speaker fees, learning materials, course credits or refreshments not used as a fundraiser. Retail sales or fundraising is not allowed with the exception of authors doing book signings or by permission of the Library Director.
  • Meeting rooms are not available for private events such as birthday parties, showers, potlucks, banquets, graduations, weddings, family reunions, or physical activities.
  • Use of the library’s meeting rooms does not constitute endorsement of viewpoints expressed by participants.
  • The library reserves the right to change, cancel, or revoke reservations for meeting rooms. If changes or cancellations are necessary, the library will provide the affected group as much notice as possible.
  • Meetings or gatherings of any kind that would interfere with the operation of the library (such as number of people greater than meeting room size limits, activity or noise levels that disturb others) or the safety of its users are prohibited.
  • The use of hazardous materials and lighted candles are not allowed.  No balloons are allowed.
  • Meetings of individuals under the age of 18 years must have an adult sponsor present.
  • Children under eight years of age must be accompanied by a parent or caregiver at all times in all parts of the library building.
  • Smoking is not permitted in the library. Alcoholic beverages are not permitted on library property.
  • Groups may not receive mail at the library’s address, or publish the library’s phone number as a contact for the organization or the meeting. A group shall not use the library’s name for any purpose other than to indicate the location of the meeting. Library staff is unable to deliver messages to meeting participants, except in cases of emergency.
  • Occupants may not exceed the stated occupancy for the room and must comply with the capacity for the designated room setup.
  • All meeting users must follow the library’s Rules of Conduct.
  • Champaign Public Library cardholders must not have a fee balance of more than $25 on their library account in order to reserve a meeting room.

Hours of operation

  • Meeting organizers and attendees will have access to the rooms only after the library is open.
  • Groups needing setup time before their meeting should allow for it in their reservations.
  • All participants must leave by the time the library closes. 

Room rental fees

 Fees, when applicable, are payable at the time a reservation is made.

Reservations and cancellations

  • Reservations for all meeting rooms must be made online no earlier than six months in advance or later than 48 hours prior to event.
  • Up to six meeting reservations per group will be held in our booking schedules at any one time.
  • One individual must be designated as a contact person. That person is responsible for scheduling and supervising the activities of the group. A Champaign Public Library card, driver’s license, tax identification number, or other valid identification is required to reserve a room.
  • Cancellations can be done online or by calling the Main Library at 217/403-2000 or Douglass Branch at 217/403-2090.
  • All meeting room fees are refundable if canceled at least one week before the scheduled event. Fees will also be refunded if the library closes for any reason. Refunds will be made within 30 days.
  • Contact the Administrative Office at 217/403-2050 with questions. Hours are 9-5, Monday-Friday.

Room condition and setup fees

  • The normal seating arrangements for each library meeting room is described online or when in-person arrangements are made. Library maintenance staff can provide alternate room and seating arrangements for a $25 setup fee. This is payable at the time of reservation.
  • Requests to significantly rearrange meeting room setup once it is in place will incur a $25 setup fee.
  • Meeting rooms and kitchen should be left in the same condition and arrangement as they were found. Excessive cleanup or damage repair required will be charged at $60 per hour, with a minimum of $25, or the actual cost of the repair.
  • Attaching or taping anything, including signs, to walls, doors or ceilings is not allowed.  Please request rolling white boards for display purposes in the reservation system.  All signage must be within the meeting room and not outside the meeting room.
  • Groups are responsible for the cost of repairing damages to equipment, furniture, or the building caused by those attending the meeting.

Equipment

  • Equipment available for use in the library meeting rooms is listed on the reservation form. Requests for use of the equipment must be made when reserving the room. 
  • Library staff may provide limited assistance with library equipment but meeting room users are responsible for their own equipment.

Refreshments, kitchenette use, catering

  • Light refreshments (such as box or bag lunches, cookies, finger foods, etc.) may be served in the meeting rooms of the Robeson Pavilion at the Main Library and in the meeting room at the Douglass Branch. Food is not allowed in the Friends of the Library Conference Room or the Foundation Conference Room at the Main Library.
  • The library café can cater your Robeson Pavilon events at the Main Library.  To discuss your options, contact us at 217/403-5375 or at cafe@champaign.org at least 24 hours in advance. 
  • A kitchenette is available for the Main Library’s Robeson Pavilion rooms and Douglass Branch meeting room, suitable for serving light refreshments and cleaning up. No food may be prepared on library premises. Use of electric cooking or warming appliances such as crock pots, woks, trays or coffee makers is prohibited. Chafing dishes with open flames are also not allowed.
  • Groups serving refreshments must provide all equipment, utensils, and serving items.

Reviewed and approved by the Board of Trustees on March 16, 2016

Quick links

Reserve a Room Online

Cancel a Reservation


Questions? Ask us.

Administration
M-F 9-5
217/403-2050
librarian@champaign.org

Questions? Ask Us.