The Appomattox Regional Library System welcomes public use of its facilities and meeting rooms for meetings and events which serve the community’s needs for education, information, and cultural enrichment. The library does not discriminate in making premises available for use on the basis of race, sex, color, religion, disability, ancestry, national origin, place of birth, age, or political expression. Granting the use of its facilities does not imply approval by the library of the group, the meeting, or the ideas presented at the meeting.
Library facilities may be used for meetings by clubs and organizations to the extent that such meetings do not prohibit general availability to the public. The library reserves the right to deny application for use based on availability of space, availability of staff, frequency of use, or as further outlined in this policy.
- All programs/meetings must be open to the public.
- No sole proprietorship, partnership, corporation or association licensed to do business as a for-profit organization or nonprofit may use library rooms for profit-making activity. Activities designed to lead directly to the purchase of goods and services are not allowed. Mandatory sign-in is not permitted.
- Admission fees may not be charged to people attending meetings. Fundraising activities, except those sponsored by the Appomattox Regional Library System, may not be conducted in the meeting rooms.
- The library is unable to accommodate the use of library meeting and conference room space for events of a social or personal nature (e.g. birthdays, funerals, wedding receptions, reunions, playgroups, etc.).
- All publicity must carry the name of the sponsoring organization. The library cannot be identified as the sponsor, nor can the publicity list the library’s phone number. Library addresses and telephone numbers must not be listed or used as the official address of an organization or group using library meeting space.
- Publicity materials promoting an activity in the meeting or conference rooms may not be placed in and around the library without permission of the library manager.
The library assumes no responsibility for loss, damage, or liability/injury that may arise through use of the facility.
- The person signing the application and/or the organization represented shall be held financially responsible for any damage to the facility, furniture, and equipment during the period of use.
- Non-compliance with policies, regulations, or to cooperate with library staff may result in forfeiture of room privileges.
- In rare instances where the library has an emergency need to use a reserved space, the library will make every reasonable effort to assist the group to reserve another date or library facility or meeting room.
Facilities and Scheduling a Room:
The following scheduling policies and procedures are established to ensure community access is fair and as equitable as possible.
Facilities: Meeting/Conference Rooms
Meeting rooms can accommodate from 5-110 people in a variety of settings during the regular library hours.
Scheduling Meeting/Conference Rooms are intended for community groups or organizations and not for individual use. Meeting or Conference Room requests must be made by an adult library cardholder at least 18 years of age who will be in attendance. For meeting and conference rooms, one reservation can be requested up to 90 days in advance of the use date. Only one booking for a group or user is allowed at a time; any subsequent booking may be requested at the time of the initial meeting. These rooms may be reserved for a maximum of 4 hours. Users will not be allowed to schedule use of any library room on a regular, continuous basis (for example, the second Tuesday of every month).
Facilities: Study Rooms
Study rooms typically can accommodate 2-6 people at a table with chairs. These rooms are intended for small group study use and are available during regular library hours.
Scheduling a Study room requests can be made by a library cardholder of any age. Unreserved study rooms may be used on a first-come, first-served basis. Study rooms may be requested up to 14 days in advance of the use date. Time limits are 2 hours daily, with the possibility of a 2 hour extension. The extension availability will be determined after the conclusion of the original reservation.
Only one booking for a group or user is allowed at a time during a 90 day period. Similar to meeting or conference room reservations, any subsequent booking may be requested at the time of the initial meeting.
- The library should be notified as soon as possible of meeting cancellations.
- If the requestor of the reservation is more than 15 minutes late, that reservation will be canceled and the room will be made available for reservation by others.
Failure to cancel a Meeting or Study room request within 24 hours before the request may result in a cost recovery fee of $5.00 charged to the person responsible for making the reservation.
Using a Room:
- Users of the meeting or conference room will be responsible for setting up the room according to their own needs.
- Rooms are available during hours when the library is open to the public.
- Users may not enter library buildings before the regular opening time to the public.
- Use of library meeting or conference rooms must conclude 30 minutes before the library closes and users must restore the furniture and the room to the order in which it was found.
- A user’s equipment, supplies, or personal effects may not be stored or left in the building before or after use of the room.
- Attendance at events in meeting and conference rooms will be limited to the posted capacity of the room.
- Refreshments, excluding alcoholic beverages, can be consumed in meeting rooms, conference rooms, and study rooms.
- Outside food deliveries are not permitted if they require library staff assistance or facilitation.
- Organizations are required to provide their own utensils and supplies and to dispose of leftovers and waste. Aromatic foods are not permitted.
- Any spills must be reported to library staff immediately.
- Computers and projection equipment belonging to users can be used in meeting rooms. The library can provide equipment or related items, such as AV carts, cables, etc. Audio visual capabilities vary by room location; users can reserve and confirm with their local library. Users are also responsible for any troubleshooting.
- Public Wi-Fi is available in meeting rooms. Access to the library’s network and the Internet is limited to city or county agencies.
- All activities and participants must adhere to the library rules of conduct and to the rules and regulations of the City of Hopewell, County of Dinwiddie, County of Prince George, including those relating to fire prevention.
- Activities in all library rooms must not disturb other users of the library, e.g., excessive noise, aromatic foods.
Administration of Policy
The director of the library is authorized to establish administrative procedures, rules, and guidelines necessary for the administration of this policy.
The Appomattox Regional Library, City of Hopewell, County of Dinwiddie, County of Prince George takes precedence in scheduling and are not subject to the guidelines of this policy.
Policy approved by the Appomattox Regional Library System Board of Trustees 9/18/2012.