Meeting Room Policy
Availability
Designated library meeting rooms are available for not-for-profit gatherings of educational, civic, cultural, and charitable purpose, as well as governmental groups and organizations, artistic performances and community members, on an equitable basis, regardless of the beliefs or affiliation of the individual or groups requesting use. Additionally, meeting rooms are available to for-profit businesses on a limited basis, and a usage fee may be charged by the Library.
The Library makes these facilities available to promote cultural and educational opportunities and to promote an open exchange of ideas in the community. The fact that an individual/group is permitted to use a room does not in any way constitute an endorsement by the Library of the individual/group's policies or beliefs. All meetings and events held in our meeting rooms are open to the general public.
The Library strives to comply with all requirements of the Americans with Disabilities Act by making all buildings, classes and events accessible. If any aids are needed, groups must make arrangements with CRRL in advance of any scheduled meeting.
Programs and projects sponsored by the Library, Library Board or the Friends of Central Rappahannock Regional Library for the benefit of the Library will have first priority. The Library reserves the right to change or cancel a reservation for such purposes.
Rooms are not available for commercial profit-making purposes and events, private parties, or where, in the judgment of the Library Director, Central Rappahannock Regional Library Policy Manual disorder is likely to occur. The rooms are available for non-profit fundraising programs with permission from the Library Director.
Tuition and fees may be charged for classes sponsored by an accredited educational facility. Fees to cover the cost of materials and supplies may be charged by other public agencies with the permission of the Library Director. No admission may be charged for performances without permission from the Executive Director.
The meeting rooms are available for use during those hours the Library is open. Special arrangements may be made for after-hours use of the theater at the Fredericksburg Branch. Nonprofits, non-commercial groups and organizations, and community members are not charged a fee for use of the room and bookings are made on a first-come, first-served basis. For-profit businesses are required to pay a fee to reserve specified meeting spaces (as determined by the Library) and are able to use other meeting rooms with no fee. For-profit businesses will have a reduced reservation period with an extended reservation period for performances.
Confirmation of a room reservation an individual/group constitutes acknowledgment and agreement to abide by Library policies and procedures which, if violated, could result in denial of room use. Individuals and/or groups/organizations agree to indemnify and hold harmless the Central Rappahannock Regional Library from and against any and all claims, demands, losses, liabilities, costs, and expenses (including attorney's fees) arising out of or in connection with an individual’s or group’s/organization's use of the facility.
The Library reserves the right to limit an individual’s/group's regular use of a room to once a month in order to accommodate the needs of other individuals/group's. The Library reserves the right to dismiss an Central Rappahannock Regional Library Policy Manual individual/group from the room and from further use of the room for disorderly conduct or for failing to adhere to room use policies and regulations.
Privileges And Responsibilities
Depending on the nature of the activity, CRRL may require a current Certificate of Insurance (COI). CRRL will notify individual organizations of any such requirements.
Food and drinks may be served. If alcoholic beverages are planned, the required state permit must be procured and displayed during the meeting/event.
The Library will provide equitable access to and use of such library-owned equipment and cleaning supplies as are available for use by the public.
The individual/group is responsible for leaving the room in the condition in which it was found. If an individual/group fails to return a room to the condition in which it was found, the Library reserves the right to charge a clean-up fee.
Each individual/group is responsible for clean-up and disposal of all food remains after the meeting. If an event is catered, it is the individual’s/group’s responsibility to assure that the caterers promptly remove all food and restore the room to its appropriate condition. Individuals/groups are financially responsible for any damages to the premises or furniture incurred during use of the room.
The Library cannot assume responsibility for private property brought into the building.
The Library must be notified 48 hours in advance of cancellations so that rooms can be made available to others and failure to do so could result in future reservations being canceled.
During adverse weather conditions, individuals/group should check local resources, including the Library’s website, for closing information. All Central Rappahannock Regional Library Policy Manual meetings scheduled during the closed times at any library outlet are canceled. In other emergencies, all efforts will be made to notify organizations scheduled to use the meeting rooms.