As a public institution dedicated to free expression and free access to ideas representing all points of view concerning the problems and issues of our times, the Meeting Rooms of the Campbell County Public Library are available on equal terms for the lawful activities of all non-profit, community, educational, recreational, cultural, and civic groups who agree to abide by the regulations stated below.

First priority is given to Library sponsored activities and meetings as well as use by other County Departments or County sponsored meetings. Second priority is given to the groups outlined in the previous paragraph. When the room is not otherwise engaged, special use of the Meeting Rooms may be approved at the discretion of the Director.

The Library has a paramount need to provide a safe, peaceful and respectful environment in which patrons may use Library facilities. The Library has the authority to accept, renew, or reject requests for use of the meeting rooms. The Library reserves the right to reject a reservation request if the anticipated meeting is likely to be unreasonably disruptive to regular library functions, too large for the applicable room capacity, disorderly, dangerous to persons or property, or in any other way inconsistent with or in contravention of any of the terms and conditions of this policy. In determining whether such a likelihood exists, the Library may take into consideration the contents of the online meeting request form, the history of the group’s meeting room use in the library or elsewhere, and such other information as they may deem appropriate.

The Library Director has final authority in approval of applications and will make all policy decisions and interpretations. Failure to abide by this policy will result in a loss of privileges.

Hours Available: Interior Rooms

Regular Library Hours (varies by branch)

Hours Available: Rooms with Outside Access

Sunday- Saturday 8am-10pm

Note: If initial access to the room is needed outside of regular library hours, groups must coordinate with Library employees in advance to obtain the necessary key or key code for entry. Examples include: early morning, Saturday afternoon, and Sunday use. Failure to obtain the necessary key or key code will result in forfeiture of reservation. Staff are not available after hours to issue keys, create key codes, or troubleshoot non-emergency issues.

Reservations

Reservations should be made using the online booking system through the Library website. Once a reservation is requested, patrons will be sent an email to confirm the reservation and another email when Library employees have approved the booking. If you need to cancel your reservation, do so as soon as possible to free the room for other parties. Repeated failure to show up for your booking without cancellation will result in a loss of privileges. If you are unable to make an online booking, reservations may be made by calling the Library.

Frequency of Meetings

In order to make the Meeting Rooms available to as many community groups as possible, and to allow for adequate use of the room for Library programs, the Library reserves the right to limit a group’s use of the room for multiple bookings and/or extended periods of time. One reservation at a CCPLS meeting space per person/group is allowed per week. Multiple members of the same group attempting to make separate reservations in order to circumvent this limit will result in the loss of privileges for the whole group. No one will be granted permission to schedule the rooms on an ongoing basis except as provided within this document.

Eligibility for Group Room Use

For Advanced Reserve:

1. An organization or group must be meeting for a non-monetary purpose or for the benefit of a non-profit organization. This excludes business purposes such as private tutoring, private counseling services, home retail sales, group sales, etc. No fee based services are allowed for any reason, as these facilities are provided as a free service to the community.
2. Local businesses, in their role as corporate citizens, may be permitted to use the meeting rooms for employee training purposes or other employee informational sessions.
3. Rooms may be booked up to 3 months in advance.
4. Campbell County and library events take precedent over other usages.
5. Any kind of voter registration, religious, or political event must be open to the public. Rooms may not be used for the purpose of political campaigning.
6. One reservation at a CCPLS meeting space per person/group is allowed per week. The library reserves the right to limit repeated scheduling should demand increase.
7. The library reserves the right to assign the appropriate room for size to your group, which may change at any time.
8. No charge may be made for admittance to a meeting. Meeting Rooms shall not be used for entrepreneurial or commercial purposes, for solicitation of business, presentations for the purpose of recruiting a sales force, for profit, or for fundraising, other than that which supports CCPLS, unless specifically permitted by the Library Director or Board. No goods or services shall be promoted, sold or exchanged upon the premises or by sample, pictures or description.
9. Groups may not use the library’s logo or imply library sponsorship in any promotional materials. The name of the group/ organization must be displayed prominently on any promotional materials with the library listed only as the meeting location. This includes printed items, such as flyers and online items, such as social media posts and graphics, website calendar entries, and eblasts.

For Spontaneous Use:

1. All of the above conditions apply.
2. If a room is vacant, patrons are welcome to “check out” the room for an hour at a time.
3. If the large community room is vacant, patrons are welcome to occupy that room at their leisure, understanding that both patrons and library employees may come and go from this space freely and that they may be asked to vacate the space for a scheduled event and preparation for a scheduled event.

General Guidelines

• All library policies apply, as well as local, state, and federal laws.
• The library reserves the right to have a library representative attend any meeting held in its facilities (excepting lawful executive sessions of governmental bodies) to ensure no unlawful activities or activities contrary to this policy are occurring on library premises. The library representative may enter the meeting at any time.
• Telephone messages for those attending meetings will be limited to emergencies only.
• Use of tobacco and vaping are not permitted in the Library Meeting Rooms.
• Attendance shall not exceed Fire Code Regulations.
  • • Rustburg Meeting Room: 100
    • Staunton River Meeting Room: 90
    • Patrick Henry Museum: 30
    • Timbrook Meeting Room: 49
• The Library does NOT provide babysitting services. Adults attending meetings should not leave their children unattended in the Library.
• The Meeting Rooms are not available for receptions, parties, showers, weddings, private social gatherings, or for regular religious services for any one organization.
• The Library reserves the right to request advanced copies of displays or literature to be distributed at meetings in the Meeting Rooms. Materials not in keeping with the Meeting Room policy will be prohibited.

• Limited kitchen facilities are available. Light refreshments, excluding alcoholic beverages, may be served. Reservations for use of the kitchen facilities should be made at the same time as that for the Meeting Rooms. The responsible person is expected to provide their own utensils and to leave the kitchen in order at the end of the meeting.
• If a group generates more trash than what can comfortably fit in provided trash cans, they are responsible for hauling the trash off of the library grounds.
• Library staff cannot be responsible for taking registration fees, selling tickets, providing information about, or answering questions about non-library sponsored events.
• The Meeting Rooms may be booked as a meeting place for individuals gathering to sign a petition; however no petitions may be circulated outside of the Meeting Rooms.
• If the library is closed for inclement weather or any other reason, that supersedes your reservation.
• Any false, misleading, or incomplete statement in the application process shall be grounds to deny the use of the room by the applying group. Failure to fully complete the application form may result in the denial of a reservation request.
• There are no fees charged for use of the meeting rooms; donations are accepted.
• For after-hours reservations that require the use of a key, the key must be returned at the conclusion of the reservation or the next day. Keys may not be copied or shared. If it is determined that a key is not returned in a timely manner and the key is used to access a meeting room outside of an approved reservation, those users can be charged with trespassing.

Responsibilities and Requirements

• Those using the Meeting Rooms are welcome to change the seating arrangement but are responsible for restoring the room to its original arrangement.
• A projector may be available for use upon request. During the time the room is reserved, you are responsible for the equipment. The library is not responsible for technology operation.
• When Meeting Rooms are to be used by organizations of students or other young people, a person 18 years old or older must make the reservation and must be present and responsible for the entire meeting.
• The responsible person booking the Meeting Room accepts full responsibility for proper conduct of those attending the meeting and for any damage to library property. The Chairperson or host is responsible for maintaining orderly conditions during the meeting, as well as when entering and leaving.
• If the meeting room usage is after hours, the responsible person is required to make sure all attendees exit at the conclusion of the rental period and the door is locked upon exit. Other outside groups that have authorized access will have their own key or keycode. Holding the door open or otherwise allowing access to other groups is prohibited.
• The responsible person will be responsible for leaving the rooms in the condition in which they were found, and will be financially responsible for damage that may occur during its use of the rooms. If the Library determines that additional clean-up is needed, charges for janitorial services may be made.
• Neither the name nor the address of the Library may be used as the official address or headquarters of an organization.

• Rooms can be reserved up to 90 days in advance.
• Accepted use includes: public and private meetings, non-profit use, participants of the CCPLS Literacy Volunteers program, study groups, etc.
• The rooms cannot be reserved for business use where selling is involved (this can be direct where money changes hands or indirect like a presentation encouraging people to buy into a time share) or to hold birthday parties, bridal showers, and the like.
• Once you request a reservation, you’ll receive an email to confirm your date/time. Once confirmed, library staff will approve your booking, assuming it is in compliance with our Program Room policies.
• What policies? The policies pop up once you begin the booking process. Please read the document in its entirety to ensure you are in compliance.
• Thirty minutes before and after your reservation will show on the calendar as occupied, so groups to not overlap bookings.
• CCPLS reserves the right to limit repeated use based on library needs and availability. Citizens are currently limited to one booking per week.
• After hours use requires a key or key code. Call your branch for details.