Room Requests
Policies Governing the Use of
Henrico County Public Library
Meeting, Conference and Study Rooms
Please read, scroll down, and click I Accept to continue.
-
The library maintains meeting/conference rooms of various sizes for library-related activities. Use of these meeting/conference rooms by community groups for non-profit activities is permitted as schedules and space permit. Library use takes precedence in scheduling. Events held in library meeting/conference rooms must be open to the public. Meeting/conference rooms are available on equal terms without charge regardless of beliefs and affiliations. Permission to use library space does not constitute endorsement by the library of the user’s beliefs or opinions. Activities sponsored by Henrico County or the library are not subject to the guidelines of this policy.
-
Requests for meeting or conference room use must be made by an adult library cardholder at least 18 years of age. Study rooms are intended for small group study (typically 2-4 persons, depending on the posted capacity of a room) and requests for their use can be made by a library cardholder of any age.
-
Study rooms may be reserved for 2 hours daily, with the possibility of a 2 hour extension. The extension availability will be determined after the conclusion of the original reservation.
-
If the requestor of the reservation is more than 15 minutes late, that reservation will be cancelled and the room will be made available for reservation by others.
-
In accordance with the Unattended Children Policy, children under ten who accompany adults to any library activity must be kept with and supervised by that adult.
-
No sole proprietorship, partnership, corporation or association licensed to do business as a for-profit organization may use library meeting/conference room space for profit-making activity. Activities designed to lead, directly or indirectly, to the purchase of goods and services are not allowed. Mandatory sign-in is not permitted.
-
The library is unable to accommodate the use of meeting/conference room space for events of a social or personal nature (e.g. birthdays, funerals, wedding receptions, reunions, playgroups, etc.).
-
Reservations can be requested up to 90 days in advance of the use date. Users will not be allowed to schedule use of any library room on a regular, continuous basis (for example, the second Monday of each month). Only one booking for a user is allowed at a time; any subsequent booking may be requested at the time of the initial meeting. The library should be notified in advance of meeting cancellations.
-
Admission fees may not be charged to people attending meetings. Exceptions are made in the case of paid registration for conferences or programs held in cooperation with the library, or payment of fees for education courses. Fundraising activities, except those sponsored by Henrico County Public Library, may not be conducted in the meeting rooms.
-
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 the library without permission of the library manager.
-
Users of the meeting/conference room will be responsible for setting up the room according to their own needs. Use of all library rooms must conclude no later than 30 minutes before the library’s closing and the users must restore the furniture and the room to the order in which it was found.
-
Stand-alone computers and projection equipment belonging to users can be used in the meeting rooms. The library does not provide this equipment or related items, such as AV carts, cables, etc. Access to the library network and the Internet is limited to county agencies.
-
Light refreshments, excluding alcoholic beverages, can be served in meeting rooms only. Organizations are required to provide their own utensils and supplies and to dispose of leftovers and waste.
-
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.
-
The library assumes no responsibility for loss, damage, or liability/injury that may arise through use of the facility. Equipment, supplies, or personal effects may not be stored or left in the building before or after use of the room.
-
All activities and participants must adhere to the library rules of conduct and to Henrico County rules and regulations, 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.
-
Attendance at events in meeting/conference rooms will be limited to the posted capacity of the individual room as listed on the Room Use Application.
Regulations pertaining to additional conditions on use of library rooms, policy governing conduct, use of meeting rooms by minors, and forfeiture of privileges to use such meeting rooms are specified in the Board resolution entitled “Establishment of General Policy Governing Use of County Facilities,” Agenda Item No. 272-86, adopted May 14, 1986. Non-compliance with these regulations may result in forfeiture of meeting room privileges.
| I agree to these terms and want to request a: |
|
Click this button to continue. |
|
| I agree to these terms and want to request a: |
|
The Tuckahoe Library is testing changes to Study Room Reservations in Summer 2010. The changes are a trial intended to provide more convenient service to our customers. |
|
| Click this button to continue. |
|
Henrico County Library Policies & Procedures Manual 8.1 Updated: 11-27-06
