Meeting Room Reservations

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General Guidelines
Priorities
No Endorsement
Equal Opportunity
Meeting Rooms
Restrictions
Reservations and Scheduling
Use and Care of Facilities
Parking
Liability
Forms 

General Guidelines

The meeting rooms in the Naperville Municipal Center are designed primarily to meet the operational needs of the City of Naperville and provide accommodations for educational, informational, cultural and civic functions of the Naperville community. Information regarding the rooms and scheduling is the responsibility of the City Manager’s Office. Please call (630) 420-6044.

Priorities

In the event of a conflict, this list of priorities will prevail.

1. Naperville City Council and staff meetings.
2. City-initiated meetings including Planning and Zoning Commission, Transportation Advisory Board, Financial Advisory Board and all other advisory boards and commissions.
3. Other agencies of government.
4. Meetings of not-for-profit community groups and organizations whose aims are for educational, cultural or civic purposes. A copy of the Articles of Incorporation or Charter must be supplied every year.

No Endorsement

Use of the Meeting Rooms does not constitute city endorsement of viewpoints expressed by participants in programs. No advertisement or announcement implying such endorsement will be permitted.

Equal Opportunity

All activities taking place in the Meeting Rooms must be open to all citizens, regardless of age, sex, race, religion, national origin or physical handicaps. It is the responsibility of the group to provide any and all reasonable accommodations for persons with disabilities in accordance with the Americans with Disabilities Act.

Meeting Rooms

Please click here for a list of available meeting rooms, amenities and seating arrangements.

NOTE: The Employee Lunchroom is not available for External Meetings from 8 a.m. to 5 p.m., Monday - Friday.

Restrictions

1. The Municipal Center Meeting Rooms are not available for private parties, commercial purposes, rehearsals or fund-raising activities.
2. Organizations meeting in the Municipal Center Meeting Rooms shall not use the city for their mailing address or, even on a temporary basis, direct calls relating to their meetings to the city telephones.
3. All groups of persons under 18 years of age must be attended by adult chaperones who will assume responsibility for the group's activities.
4. Smoking is not allowed anywhere in the Municipal Center.
5. Alcoholic beverages are not allowed to be consumed anywhere on the premises.
6. All set up and take down must be done by the city’s custodial staff.
7. Each not-for-profit organization will be limited to no more than two (2) meeting room uses per month.

Reservations and Scheduling

1. Reservations must be made by a person residing within the corporate limits of Naperville who is 18 years of age or older. The person making the application shall be the contact person and the only person authorized to make changes in the reservation.
2. Applications for use of the rooms must be made on the forms provided. A room reservation is temporary until the form has been approved by the City Manager's Office.
3. The city may preempt any meeting when necessary. If this happens, all reasonable efforts will be made to reschedule the reservation to another area in the Municipal Center. 
4. The need to have maintenance personnel and a security guard available for meetings restrict meeting room use to the following hours:
   • 8 a.m. - 10 p.m. Monday through Friday 
   • 7:30 a.m. - 3 p.m. Saturday 
   • No meetings will be scheduled on Sunday or city-observed holidays
5. The using group must vacate the building by the time specified on their application. 
6. In the event the applicant requires meeting times that differ from the above schedule, special arrangements are required. All special arrangements must be made seven (7) days prior to the meeting.  
7. No group may assign its reservation to another group. 
8. No Show Policy - Notice of cancellations must be made no less than 48 hours in advance of the meeting. Cancellations without notice will be considered No Shows and will be billed a $50 charge. No meetings can be held until this charge is paid.

Use and Care of Facilities

1. Attendance at meetings must be limited to the stated capacity of the rooms.
2. Nails, tacks, tape, etc., are not to be used on the walls or grease boards.
3. Meeting rooms must be left clean and in good condition.  All papers, cups and other waste must be disposed of properly.  Failure to leave the facility in proper order could result in denial of future requests to use the facilities.  Each organization will reimburse the city for any and all property damage done or presumed to have been done to the city facilities used as a result of an approved request.

Parking

Parking is available on the upper parking deck, accessible from Webster Street and Eagle Street. For groups of 50 or more please park off site. No parking in the lower parking deck before 5 p.m., Monday through Friday.

Liability

The applicant agrees to indemnify, hold harmless and defend the City of Naperville from and against any and all personal injuries and/or loss of personal property sustained by applicant's attendees arising out of the facility use applied for under the Naperville Municipal Center Meeting Room Policy and Procedures.

Forms 

• External Meeting Room Reservation Form (PDF 94 KB)
• Municipal Center Lobby Reservation Form (PDF 580 KB)