[Nfbv-historic-fredericksburg] FW: Monthly Meeting Room Reservation

Wed Jan 10 20:15:21 UTC 2018

Please update your records with my new email:
holly at volunteersfortheblind.org<mailto:holly at volunteersfortheblind.org>

From: Carol Nelson [mailto:carol.nelson at crrl.org]
Sent: Wednesday, January 10, 2018 3:09 PM
To: Holly Frisch
Subject: Monthly Meeting Room Reservation

Hi Holly,

I have reserved Room 2 on the 3rd Saturday of every month, with the exception of April, from 10:00 to 12:00 PM for your meetings. Check in at the Customer Service Desk on the first floor. Equipment, remotes, etc are available upon request at check in. If you will be using the whiteboard in Rooms 1 or 2 you will need to provide your own markers and eraser. I have also included a copy of the Library’s Meeting Room Policy.

Statistics on meeting room usage is very important so please either let the staff at the Customer Service desk know the number of attendees at your meeting or you can call me at ext 7226 and leave a msg with your group name and the number.

Please call to cancel if you are unable to attend at your requested time to enable others use of the room.

NEW MEETING ROOM POLICY, effective May 20, 2017: Theater setup and takedown are now the responsibility of your group. All 3 rooms have a default setup and, if changed during your meeting, need to be returned to their original configuration.

If you have any questions or concerns please call.

Thank You,

Carol Nelson

Meeting Room Manager

Fredericksburg Branch

1201 Caroline St.

Fredericksburg, VA 22401

(540) 372-1144 ext. 7226

carol.nelson at crrl.org<mailto:carol.nelson at crrl.org>

MEETING ROOMS AVAILABILITY

Designated library meeting rooms are available to non-profit gatherings of educational, civic, cultural, charitable, and governmental groups and individuals on an equitable basis, regardless of the beliefs or affiliation of the individual or groups requesting use. 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 a group is permitted to use a room does not in any way constitute an endorsement by the Library of the group's policies or beliefs.

The Library strives to comply with all requirements of the Americans with Disabilities Act by making all buildings and programs accessible. If any aids are needed, groups must make arrangements with the CRRL in advance of any scheduled meeting.

The rooms are available for non-profit fundraising programs. Programs and projects sponsored by the Library Board or the Friends of the Central Rappahannock Regional Library for the benefit of the Library will have first priority.

Rooms are not available for commercial profit-making events or where, in the judgment of the Library Director, disorder is likely to occur.

Tuition and fees may be charged for classes sponsored by an accredited educational facility. Fees to cover cost of materials and supplies may be charged by other public agencies. No admission may be charged for performances without permission from the Library Director. The meeting rooms are available for use during those hours the Library is open. Special arrangements may be made for after-hours use. No fee will be charged for use of the room. Bookings are made on a first-come, first-served basis.

Confirmation of a room reservation by a group indicates the group's willingness to abide by library room policies and procedures. The Library reserves the right to limit a group's regular use of a room to once a month in order to accommodate the needs of other groups. The Library reserves the right to dismiss a 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

NEW MEETING ROOM POLICY, effective May 20, 2017: Theater setup and takedown is now the responsibility of your group. All 3 rooms have a default setting and, if changed during your meeting, need to be returned to their original configuration.

Food and drinks may be served. If alcoholic beverages are planned, the required state permit must be procured and presented with the group’s application.

The Library will provide equitable access to and use of such library-owned equipment and supplies as are available for use by the public. This equipment is available at the Customer Service Desk on the first floor.

Smoking is not allowed in any library building. Except for emergencies, the Library is unable to forward telephone messages to groups.

The group is responsible for leaving the room in the condition in which it was found. If a 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 group is responsible for clean-up and disposal of all food remains after the meeting. If an event is catered, it is the group’s responsibility to assure that the caterers promptly remove all food and restore the room to its appropriate condition. 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 other groups.

During adverse weather conditions, groups should listen to the local radio stations or check the Library’s Web site for closing information. All meetings scheduled during the closed times at any library outlet are cancelled. In other emergencies, all efforts will be made to notify organizations scheduled to use the meeting rooms.

Statistics on meeting room usage is very important so please either let the staff at the Customer Service Desk know the number of attendees at your meeting or you can call the Meeting Room Manager at 540-372-1144 ext 7226 and leave a msg with your group name and the number. Your assistance with providing these numbers is greatly appreciated.

librarypoint.org<http://librarypoint.org>
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Serving Fredericksburg, Stafford, Spotsylvania, and Westmoreland
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