MEETING ROOMS

Meeting rooms are available for community use at the Main Library,  the Damascus and Hayters Gap branches.

Special assistance for persons with disabilities:

• All of the library community rooms are wheelchair accessible.
• Special assistance for those who are hearing impaired is available at the Main Library
• Any group that uses the room may also use a library computer, IBM Via Voice software and an LCD projector package to create and display a simultaneous closed caption text presentation projected onto a screen in the room.

Prior to use of any of the community rooms the following conditions must be met:

• Availability of space must be confirmed by calling the library where the community room is located. For the Main Library call (276) 676-6222, Damascus call (276) 475-3820, Hayters Gap call (276) 944-4442.
• Application must be completed, signed by a responsible party, submitted to the director and approved.

The regulations for use of the community rooms follow:

Reservations

An application form, signed by an authorized representative of the group, must be submitted to the Library at least one week in advance for use of the meeting room. Application forms may be picked up at the library where you book the meeting room during that library's hours.

Regulations

Each organization requesting use of the meeting room must observe the following rules:

• All meetings, programs and exhibits shall be open to the general public.

• There will be no fee for the use of the meeting room, but a contribution to the Library, the Friends of the Library, or the Library Foundation will be accepted.

• Meeting rooms are not available for use before 8:30 a.m. or after 10:00 p.m.

• Use of the meeting rooms for private social events is not permitted.

• Meeting rooms are not available for commercial purposes, fund raising or sale of items. No products may be sold nor companies or their products endorsed.

Exceptions are:

(a) Programs or sales conducted by the Friends of the Library of which the proceeds or a percent thereof will go to the direct benefit of the Library (for example, used book sales and the sale of books in conjunction with an author’s appearance);

(b) Sale of material directly related to Library-sponsored programs that have had prior approval of the Library Director

• Groups may not charge an admission fee, nor may a collection be taken.  The only exception are in the case of paid registration at conferences or institutes held in cooperation with the library or payment of fees for regularly scheduled education courses for which permission may be obtained from the Library Board of Trustees.  No products may be sold.

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

• All publicity must carry the name of the organization sponsoring the meeting.  The Library may not be identified as a sponsor.  No program in the Library may be broadcast without permission of the Library Director.

• The group using the room is responsible for setting it up, cleaning and removing all trash, and returning the room to its previous condition. The group must pay for any damage to the premises or equipment as a result of group use. 

•  Light refreshment may be served with permission.  The intention to serve food must be indicated on the application.

• When available, selected items of audio-visual equipment, including a screen and an overhead projector, are available free of charge.  Organizations must make their own arrangement for a qualified projectionist.

• No smoking is permitted in the meeting rooms. 

• No unauthorized weapons, illegal substances, or alcoholic beverages may be carried into a Library.

• The Library does not assume any responsibility for private property used on library premises.

• Groups using the library’s meeting rooms shall comply with the posted fire code capacity limit.

•  Adults must supervise children at all times. Groups of minors will be allowed to use the meeting room only if a responsible adult signs the application form and remains in attendance during the use of the room.  The adult who signs the application will be responsible for any damages that might occur.

• Programs and exhibits may not disrupt the normal use of the Library by others.  Music and noise must be kept to a reasonable level.  Use of the piano must be obtained from the Library Director.

• The Library Director is instructed to implement the foregoing policy with procedures as required.