POLICY:

The Glen Ellyn Police Department has a Community Room available for public use.  The room is intended for use by civic and community, not-for-profit, secular, adult groups that benefit or give assistance to Glen Ellyn.  The Community Room is provided free of charge, therefore we reserve the right of refusal for specific articulated reasons.  The room has a 100-person seating capacity.

PROCEDURE:

A request must be submitted to the Police Department to ensure appropriate use of the Community Room.  The request must be made on the form at the end of this document either in person, by fax or email and received at least 10 business days but no greater than 6 months prior to the meeting date.   Request forms will be available from the Records Division.  All requests will be processed through the Administrative Assistant to the Chief of Police.  If the Administrative Assistant to the Chief of Police is unavailable, the request will be forwarded to the Records Supervisor.  In the event of a room request conflict, priority will be considered by the date and time the request is received and the benefit of the event to the Village of Glen Ellyn.  To submit a request, a Community Room Application must be signed and submitted by the group’s representative.  Access to the room will be allowed only after the completed application form has been submitted and the request is approved.  Meeting attendees must be informed by the group’s representative prior to the meeting that those attending the meeting must park in the front of the building or legally park on nearby streets. 

GENERAL RULES:

1. Police Department/Village meetings will take priority status and may cause rescheduling of other events.  We reserve the right to change or cancel any reservation.
2. During 2020, a community group may reserve the use of the Community Room up to 4 times throughout the year.  It will be available for public use from Monday through Sunday from 7:00am – 10:00pm.
3. Please note that the lobby is a place where Police Department business is conducted, therefore no check-in tables or congregating in the lobby will be allowed.
4. Completion of the included Community Room Application is required, with a 10 day advance notice.
5. The room will not be used by private groups for entertainment purposes.
6. Smoking and consumption of alcohol are not allowed in the Glen Ellyn Police Department.
7. Prior to the start of the event, the group representative will check in with the Glen Ellyn Police Department Records Division and provide a state issued identification card to the Records Division personnel to be held during the duration of the meeting.
8. The person completing the Community Room Reservation form must be present during the entire event.
9. A podium is available for meeting use with projection and microphone capabilities.  If WI-FI access is needed in your meeting, please ask the Records Desk for the current password.
10. At the conclusion of the event and after the room has been cleaned up, the person representing the organization will receive their ID back from the Glen Ellyn Police Department Records Division.  Records Division personnel will then contact the Shift Supervisor to lock up the Community Room.
11. The kitchen facilities of the Community Room will be made available to groups using the room.
12. A coffee machine is available for use. There is no other cooking permitted.  Coffee, sugar, creamer, stir sticks, etc. will not be provided by the Police Department.  These items must be provided by the event organizer.
13. A snack only vending machine is available in the kitchen.
14. The furniture and equipment in the Community Room is not to be moved, rearranged or taken out of the room, nor may any other furniture be brought into the room without approval from the Glen Ellyn Police Department.
15. Bottled water and beverages served out of lidded cups/glasses may be consumed in the room and will be provided by the event organizer.  No punch bowls, 2-liter bottles, etc. are allowed in the room.
16. The event organizer is responsible for providing lidded cups/glasses, plates, napkins, etc. 
17. No adhesives, tape, tacks, etc. are to be used on the walls, furniture, or any other surfaces in the Community Room in order to post any signage, labels, etc.
18. The Police Department will not provide copying or any other general office services or office supplies. 
19. No pets or animals are allowed in the Community Room unless it is a service animal.
20. A cancellation notification must be made to the Administrative Assistant to the Chief via email.  Telephone cancellations will be accepted in last minute emergencies.

CLEAN-UP RESPONSIBILITIES:

1. It is the responsibility of the group representative to make sure all garbage has been picked up and put in trash cans.
2. Trash cans (regular garbage and recycling) are provided in the community room.
3. All liquid containers should be emptied prior to placing in trash cans.  Please ensure no liquid is leaking from the trash cans or liners.
4. At the conclusion of the event, the group representative is responsible for ensuring that the room is in its original condition.
5. If tables are used, please ensure the tables are wiped clean.  Please do not attempt to fold the tables.
6. Please make sure that the Audio/Visual Equipment is properly shut down.
7. Turn off the coffee machine and rinse out the coffee pots.
8. Ensure that all lights in the Community Room and Kitchen are turned off.

To request a reservation for the Community Room, please complete and submit the form below. The application must be received at least 10 business days but no greater than 6 months prior to the meeting date.

NOTE: A state issued identification card will be required to be deposited with the Police Department Records Unit prior to the beginning of the meeting. The identification card will be returned at the conclusion of the meeting. Please note that the lobby is a place where Police Department business is conducted, therefore no check-in tables or congregating in the lobby will be allowed.

By completing this application, the applicant agrees that they have read and will abide by the Village of Glen Ellyn Police Department's Community Room Policies, and to indemnify, keep, hold harmless, and defend the Village of Glen Ellyn, its agents, officials and employees against all loss, damages, injuries, deaths, claims, suits, liabilities, judgments, costs, and expenses which in any way may accrue against the Village of Glen Ellyn in consequence of the above group and its members using a meeting room of the Village of Glen Ellyn.