(a) An application for the reservation for the use of Village Facility Spaces shall be available at the office of the Village Clerk at 301 Liberty Street, in LaGrange.
(b) Applications will be evaluated based upon the availability of space, the impact of the requested use upon Village administration and the orderly conduct of Village business and the existence of prior requests for reservations occurring at the same time. The Village reserves the right to deny any request for use if it determines that the requested use poses undue risk, conflicts with or would disrupt other events or official, Village business.
(c) Facility Spaces may be reserved well in advance, but dates cannot be guaranteed in order to allow for priority use by the Village government. The Village reserves the right to cancel a reservation at any time up to the date and time of reserved use if a Village department is unable to secure another location in the Village facility. In such event, if there is more than one outside group reserving a room, cancellations will be made in the order of most recent reservation.
(d) The Village does not discriminate on the basis of race, religion, color, sex, national origin, ancestry, sexual orientation, gender identity, disability, housing status or status as a veteran, age, marital status or any other legally-protected classification. Use of Village facilities by any group does not constitute the Village's endorsement of that group or its goals or policies.
(e) Applications for reservation shall be considered on a first come first serve basis. However, to resolve any conflicts, the following order will be followed:
(1) Village administrative and Village sponsored events.
(2) Non Profit organizations providing services to the Village.
(3) Fundraisers for non-profits having a 501(c)(3) status.
(4) Private parties and special events, (e.g., class reunions, wedding receptions, birthday parties, anniversary celebrations.
(5) Use by private, Village based commercial entities (e.g. corporate meetings).
(f) The use of Village Facility Spaces will not be permitted for the following:
(1) Events requiring an admission or registration fee beyond the actual cost of the operation of the event.
(2) Fundraisers for other than non-profit corporations. (e.g., no political fundraisers).
(3) Sale of merchandise or the provision of services for a fee to fund the actual cost of the operation of the event.
The foregoing is not an exhaustive list of prohibited uses. Applications will be evaluated on a case-by-case basis in accordance with the criteria set forth above.
(g) Users are responsible for arranging with the Village the configuring of table and chair set-up and must return the Facility Space to its original configuration after the event or meeting. A fee may be assessed by the Village for set up and tear down assistance.
(h) With pre-approval from the Village, a User may provide its own tables and chairs provided that the number does not affect the applicable occupancy limit.
(i) Some equipment in the Council Chambers requires the assistance of an Audio/Visual technician, who will be chosen by the Village. Groups wishing to use such equipment must inform the Village of this fourteen (14) days in advance of the event. In no event shall the Council podium by used for any purposes.
(j) Items such as flowers, plants, balloons, ribbons, garlands, cords, etc., may be used as decorations. The use of glitter, confetti and rice is prohibited, as is the use of candles or any other item with an open flame. No tape except masking tape, and no staples, tacks or other hardware may be used on any surfaces.
(Ord. 2019-2412. Passed 12-26-19.)