Meeting Room Policy

From the CCPLS Policy Manual…

XII- Meeting Rooms

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 groups who agree to abide by the regulations stated below.

First priority is given to Library sponsored activities and meetings. In addition to non-profit groups, the Meeting Rooms may be used by other County Departments or in County sponsored meetings. When the room is not otherwise engaged, special use of the Meeting Rooms may be approved at the discretion of the Director.

Hours Available

Interior Rooms: Regular Library Hours (varies by branch)

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).

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. Please call the Library at least two days ahead if it is necessary to cancel. 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.

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/ counseling, home retail sales, group sales, etc.
2. Rooms may be booked up to 3 months in advance.
3. Campbell County and library events take precedent over other usages.
4. Any kind of religious or political event must be open to the public, be free of charge, and may not use the library’s logo or imply library sponsorship in its materials.
5. The library reserves the right to limit repeated scheduling.
6. The library reserves the right to assign the appropriate room for size to your group, which may change at any time.
7. No charge may be made for admittance to a meeting; paid registrations to cover costs of workshops, etc., may be charged.

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

• 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, etc.
• 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.
• 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.

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 is available for use. 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.
• Neither the name nor the address of the Library may be used as the official address or headquarters of an organization.
• 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.

Revised, reviewed and/or updated by the Campbell County Library Board of Trustees

March 19, 2007

June 16, 2008

October 19, 2015

March 21, 2016

August 20, 2018

March 21, 2022