Libraray Meeting Room Policy

the Currituck County Library provides the community with meeting spaces at each branch as part of the library’s goal to be a community resource. Please be aware of our meeting room policy and procedures.These regulations apply to both the meeting rooms and the conference rooms at ALL Currituck County Library locations:

Meeting rooms of the Currituck County Public Libraries are available free of charge to the following entities:

1. Community groups that have open membership that are non-profit and are civic, educational, charitable or cultural in nature.
2. Any County department or agency or Commissioner-appointed board or commission or other government-related entity.
3. Others by approval of the Currituck County Librarian

Meeting rooms are available on equal terms for the lawful activities of groups regardless of their beliefs or affiliations. Approval to use meeting rooms does not constitute the library’s endorsement of the group’s policies or beliefs.

1. Permission to use the meeting room must be obtained in writing by completing the attached application. Only adults (persons eighteen or older for the purposes of this policy) may reserve the room and the applicant must be present while the room is in use.
2. Library sponsored programs will receive first priority after which applicants will be considered on a first-come, first-served basis.
3. Any event or program held in our meeting rooms must be free and open to the public. Library staff may attend and observe any meeting at any time.
4. The following uses of the library meeting rooms are not allowed:
   1. commercial For-profit groups or business meetings including the sale of promotion or services, or the solicitations for later sales or client contact (groups wishing to sell items for fundraising purposes only must get permission from the County Librarian prior to the meeting);
   2. the collection or solicitation of fees, dues, or donations, except at library-sponsored events
   3. programs or meetings likely to disrupt the use of the library by others
   4. social events, including, but not limited to, showers, birthday parties, or reunions
5. Your group must adhere to room capacity limits, which are as follows:
   Barco meeting room maximum capacity is 96.
   Barco conference room maximum capacity is 12.
   Corolla meeting room maximum capacity is 109.
   Moyock meeting room maximum capacity is 110.
6. Groups reserving a meeting room are responsible for the set-up and/or arrangement of tables and chairs, and shall leave the room in a clean and orderly fashion. The individual applying for the use of the meeting room is considered the responsible party and will be held liable for the cost of any damage to library property.. All furniture must be returned to its original position and personal belongings removed at the conclusion of the meeting. Failure to return the
   meeting room to its original state may result in denial of subsequent meeting room requests made by your group/organization.
7. Refreshments may be consumed in the meeting room. Trash must be removed from the Library and deposited in the dumpster upon completion of the meeting.
8. All advertisement and publicity for events held in the meeting room must clearly state organizational sponsorship. The library address and phone number may be publicized only as location of the event and as a source to contact to verify event date and time. It is at the discretion of the County Librarian and/or Branch Manager to decide where it will be displayed.
9. The library should be notified immediately if cancellation is necessary, so that the room can be made available to others.
10. Meeting rooms are reserved on a first-come, first-served basis. Rooms may be booked no more than 45 days in advance. Groups wishing to use the meeting room on a regular basis may do so by completing a Meeting Room Schedule Form and submitting it to the branch at which they would like to use the room. The final decision will be made by the County Librarian.
11. Groups are limited to 12 reservations per year. Exceptions can be made with approval by the County Librarian.
12. The meeting rooms may be used when the library is closed. In order to use the room outside of normal business hours, you will need to reserve it ahead of time and pick up a key by close of business the day before your meeting. The key must be returned in the book drop at the completion of the meeting.
13. Groups may book more than one room at the same date and time. However, the Library reserves the option of restricting the group to the largest room they have booked, in the event that another group would like to use a meeting room on the same day and time.
14. Meeting rooms may be used for educational purposes (e.g., test-taking, not-for-profit tutoring) on a walk-in basis, as long as the room is not already reserved for another group.
15. Groups using the meeting room must sign the Meeting Room Application/Use Agreement time the meeting room is used.
16. Groups may not store any meeting supplies at the Library.
17. Complaints about the content of any programs or meetings not sponsored by the Library should be made to the organization providing the program, with a notice to the County Librarian as well.
18. In the event of complaints about the meeting room policy or how it is implemented, the complaining party should make a written complaint to the County Librarian.

Failure to adhere to meeting room guidelines by any person, group, or organization
may result in future denial of use of Library meeting spaces.

Exceptions to these regulations will be considered by the County Librarian upon written request.

We thank you for being respectful of our spaces!