Using Meeting Rooms
The library provides groups free use of the Lewis Auditorium and the Satterthwaite Conference Room when they are not needed for library purposes. Two study rooms located on the second floor are also available for very small groups.
Meeting Room Information
To have the auditorium or conference room unlocked, ask at the children's question desk on the ground floor. Be sure to let the staff know when your group leaves the room, so that the door can be relocked.
To avoid disruption of other library activities, please exercise reasonable control over noise when using any of our meeting rooms. Do not plan extremely noisy events, and please keep the doors closed.
The use of alcohol or tobacco in the library or meeting rooms is absolutely forbidden both by law and by library policy.
The library is not responsible for any theft or loss of personal materials.
Child Care
If people attending your function plan to bring their children to the library, please remind them that your group is responsible for supervising children during the meeting.
If your group is sponsoring an event for children, please be sure that the group supervisors do not leave the library until all children have been picked up by their parents or caregivers.
Eligible Events
The Lewis Auditorium and Satterthwaite Conference Room located on the ground floor are available for free events sponsored by non-profit groups.
Your group may not charge admission, take up collections or donations, or buy and sell.
Any person from the general public must be welcome at any event. Non-members may not be excluded from club functions.
Private meetings or parties may not be held in the auditorium or conference room.
Hours Available
The Lewis Auditorium and study rooms may be used whenever the library is open. The Satterthwaite Conference Room is available on evenings and weekends when the library is open.
Please schedule your event so that it does not begin at the exact time the library opens. This will allow you time to set up the room and allow your participants time to enter the library and locate the appropriate meeting room.
Plan your event to end so that your group is out of the meeting room at least 15 minutes before the library closes. Allow yourself enough time to put away furniture and clean up the room.
Reservations for the Lewis Auditorium and Satterthwaite Conference Room
Advance reservations for the Lewis Auditorium and Satterthwaite Conference Room are essential. Please call 217-367-4069 for more information.
Reservations must be made by phone or in person at the children's question desk on the ground floor of the library. Your reservation is not confirmed and entered in the meeting room schedule until a contract has been completed, signed, and returned to the question desk by a member of your group.
Long-term use of either room by individual groups is limited to once a month. More frequent use for a short-term can sometimes be arranged for daytime meetings.
If your group meets regularly or has a series of meetings planned, you may make reservations for up to one year in advance. The library will review annual bookings each summer and will attempt to give groups with regularly scheduled meetings the same night of the month from year to year.
In order to meet the heavy demand, the library monitors the use of our meeting rooms. Groups that make reservations but fail to show up, cancel the day of the reservation, have extremely small attendance, or do not follow library policies, may be denied use of our meeting rooms.
The library makes every possible effort to honor long-term reservations, but it is impossible to plan library programs a full year in advance. Although it almost never happens, the library reserves the right to cancel prior reservations when meeting rooms are needed for library or city purposes. Cancellations will be made at least six weeks prior to any event.
Using the Lewis Auditorium
The Lewis Auditorium holds about 80 people. If your group is small, the library reserves the right to move your meeting to the Satterthwaite Conference Room.
The following items are available for your use:
- 80 chairs
- 38 tables ( 30 tables are 6 feet long; 8 tables are 5 feet long)
- A lectern
- A projection screen
- An audio-visual cart with an extension cord
- A small grand piano
Chairs and tables are housed in the center closet in the auditorium and are available for you to set up for your meeting. All furniture should be returned to the closet after each use.
The library is unable to provide audio-visual equipment or a public address system for your use. Your group may bring its own audio-visual equipment, but the library does not provide staff to assist you with your equipment.
The library takes special care to keep the piano in good condition. It is tuned on a regular basis. Please do not move it or place objects on it.
You may serve food or beverages in the auditorium if you will be responsible for cleaning up afterward. Limited kitchen facilities include a refrigerator and sink for your use. Red, orange, or purple beverages stain carpets and may not be served in the auditorium. The library will charge your group for any spills which require cleaning.
The restrooms located in the hall behind the auditorium are accessible to people with disabilities and are equipped with baby changing tables.
The outside door in the hall behind the auditorium serves as an emergency exit only. This door will always be locked and alarmed; please enter and exit through the library.
Using the Satterthwaite Conference Room
The Satterthwaite Conference Room holds about 14 people and contains the following items for your use:
- 14 chairs
- 1 conference table
You may consume food or beverages in the conference room, but food and beverage preparation is not allowed. All beverages must be in spill-proof containers. Red, orange, or purple beverages stain carpets and may not be consumed. The library will charge your group for any spills which require cleaning.
