Meeting Room Use Application

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Filling out this form does not guarantee your reservation.
Please allow one business day for confirmation from Village staff.

All meeting rooms are located within the Village Hall complex at 13600 Juneau Boulevard, Elm Grove.

As an authorized representative of the above organization, I hereby apply for use of the facilities as indicated above. I have read the rules governing use of facilities attached to this application and agree that they will be strictly observed. In case a meeting is cancelled, I agree to notify the Village Hall as far in advance as possible.
The meeting rooms in the Village Hall are provided for use by Elm Grove residents and businesses primarily for community sponsored activities. They are not to be used by profit-making businesses. The Village of Elm Grove reserves the right to cancel or modify a meeting room reservation.
  • Application: Application for use of the community rooms and conference rooms shall be submitted to the Village Hall, providing all data required as shown on the attached application form at least 7 days prior to the scheduled date. Any requests received not 7 days in advance may be refused based on availability and timing. The community rooms may be reserved up to 4 months in advance, contingent upon the activity and meeting schedules of the Village and the Recreation Department (Village and Recreation Department are exempt from 4 month advanced reservation and may reserve at any time).
  • Priorities: Priorities for use shall be in the following order:
    1. Village Board, Committees, Boards, Commissions, and Municipal Court.
    2. Activities under Village sponsorship.
    3. Community sponsored organizations such as Friends of the Elm Grove Library, Boy/Girl Scouts, Audubon Society, Junior Guild, Garden Club and residents, including property owners.
    4. Not for profit and educational organizations.
    5. Resident/Non-Community Activities (birthdays, anniversaries, showers, family reunions, etc.) **See "E. Fees" below for applicable fees.**
  • Conduct: There shall be no solicitation of business, donations, sale of items or services, political activities or religious activities conducted in the Village Hall.
  • Availability: The hours of use of the rooms shall be from 8:00 AM to 9:30 PM Monday through Thursday, 8:00 AM to 5:00 PM Friday, 10 AM to 5 PM Saturday, and no reservations on Sundays or Holidays.
  • Fees: There is a $25.00 room use charge for any activities falling under "Priorities", item #5-Resident/Non-Community Activities. Additionally, all reservations will be charged for any damage that occurs while using the building.
  • Room Set Up and Take Down Fees: There is a $50.00 charge for the set up and removal of tables and chairs, payable at the time of application. You may do your own set-up and take down and no fee will be charged.
  • Decorations: No confetti or other party decorations that create small debris. Tape, push pins, tacks, and/or any other adhesive material is not permitted for use on the walls or floors.
  • Cleaning: The following guidelines must be adhered to:
    1. Garbage cans in the community rooms need to be emptied and replaced with clean bags. Full bags should be placed by the kitchen door for removal by Village of Elm Grove staff.
    2. Wipe down tables, chairs, counters with soap and water, or cleaning spray.
    3. Take down all tables and chairs and put them back where you found them.
    4. Floors must be swept or vacuumed.
    5. All decorations need to be taken down.
  • Additional Considerations:
    1. Use of alcoholic beverages of any kind or smoking will not be permitted.
    2. Activities sponsored or attended by minors shall have one adult chaperone for each 15 minors present. These adult chaperones shall remain in attendance during the entire event and shall be held responsible for activities of the event.
    3. No storage space is available for groups to leave materials before or after an event or for an event booked at a future date.
    4. Proper behavior must be observed at all times both inside and outside the building. Any failure to keep order or any acts of vandalism may result in expulsion or arrest. The person making the reservation shall be held responsible for the conduct of the activity.
    5. Pets are not allowed in the building unless special exception has been made by the Village Manager.
    6. The Village of Elm Grove is not responsible for equipment or material owned by persons using the buildings.
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