Pamunkey Regional Library Policy for Meeting Room Use

Policy Statement

1. The Library may recommend library sites and buildings to the appropriate governments.
2. The Library will assist the governments by preparing library building programs based on community needs and recognized public library building standards. Use of Library meeting rooms, display, and exhibit spaces is granted to those who agree, in writing, to abide by the rules.
3. No goods or services will be sold, nor will there be solicitations, on the premises of the library whether inside the building or on the grounds, except by the library, the counties, or other government agencies.
4. Use of Library meeting rooms, display, and exhibit spaces is granted to those who agree, in writing, to abide by the rules.
5. Library equipment and furniture may not be borrowed for use outside the library. Library personnel must supervise the operation of library equipment in the library.
6. Staff is authorized to use library equipment for library related purposes.

Regulations

Meeting Rooms

• Governmental agencies
• Educational and school groups
• Non-profit organizations
• Community and civic/service groups
• Political gatherings with the purpose of holding a public candidate forum; and political parties recognized by the State (but not candidate fundraisers)
• Churches and other religious groups
• Study and tutor groups
• Businesses for education/training purposes only

• Social gatherings, including but not limited to birthday parties, wedding/baby showers, family reunions
• Events whose sole purpose is fund raising, unless it benefits the library
• Commercial purposes where buying, selling, and marketing takes place
• Any event where an admission is charged

Meeting Room Use Regulations:

1. Registrants using the Library meeting rooms must have a valid Pamunkey Regional Library card in good standing. Use of the room will be assigned on a first-come-first-served-basis.
2. Meeting rooms are only available during the library's standard days and hours of operation. Meetings must conclude and the meeting room returned to its original state 15 minutes before closing time.
3. Registrations may be made up to 3 months in advance and must be made in writing on the Meeting Room Registration Form.
4. Programs and activities sponsored by the Library take precedence in scheduling.
5. The registrant representing the group must arrange in advance with a designated staff person for instruction in use of equipment.
6. Registrants must be in attendance at the meetings for which they have reserved the room.
7. The meeting rooms may not be reserved in advance for the use of an individual person.
8. The Library and its Friends Groups, county, and other government agencies are not subject to these rules and regulations.
9. Users of the meeting room must abide by all local, state and federal laws, ordinances and regulations, including occupancy limits.
10. In the case of unforeseen circumstances such as weather or facility issues, the meeting room may be unavailable or the library may be closed. Staff will attempt to contact registrants; however, it is the responsibility of registrants to confirm that the library is open and the facility is available.
11. The Library Director may determine that security services are required during a proposed use of the meeting room.
12. If so determined: the registrant agrees to pay for any security services associated with use of Library facilities deemed necessary by the Director. The Library will contract for security services. The Library will bill the registrant for the security services. The registrant must pay the Library in full. In addition, if it is determined that security is necessary; the registrant will provide a certificate of comprehensive general liability insurance, including contractual liability insurance, in the amount of $1,000,000 with the Pamunkey Regional Library and Pamunkey Regional Library Board of Trustees named as additional insureds. Both the payment and the certificate must be delivered to the Library Director no later than two weeks prior to the proposed use. In the event those requirements are not met, the use of the room shall be deemed cancelled.
13. Any violation of these rules and regulations may result in an order to vacate the premises immediately and/or suspension of the privilege of using the meeting room. Any departure from these rules must be approved by the branch manager and director on an individual basis, and reported to the library board.