Reserve a Meeting Room

Policy Statement

The Norfolk Public Library’s meeting rooms, besides being used for staff events, are available for public gatherings in the public interest.

Definition

Meeting rooms are the large rooms listed below which hold a maximum of 40 persons at a time. Smaller conference and group study rooms are available at some Library agencies and use of these rooms is addressed in a separate policy.

Regulations

1. The Library’s meeting rooms are used for Library staff training, for Library programming and for Library-sponsored events. Priority for meeting room use is given for these purposes and accordingly, if a meeting room conflict arises, Library staff may ask groups with an existing reservation to reschedule to another meeting day, time or location. However, the existing group is under no obligation to make the change and Library staff will honor the reservation if the group is unable or unwilling to do so.
2. Additionally, the meeting rooms are available for use by non-Library groups for non­profit public gatherings of a civic, cultural or educational nature. A non-profit public gathering is one which entails no profit of any kind either during the meeting or afterward to any party involved and which is authentically open to any members of the public who care to attend.
3. The meeting rooms are not available for group membership meetings that are closed to the public, business meetings, fundraising or commercial events, religious services, political campaigns or events for which a fee is charged. Planning meetings by civic and cultural groups that are authentically open to the public are permitted.
4. All gatherings must be free and open to the general public.
5. No admission fee may be charged, nor may a collection be taken up. Items may not be sold, with the exception that, with the Director’s approval, Library-sponsored groups may sell items when the proceeds benefit the Library, (as with the NPL Friends of the Library book sales) and authors and other media creators may sell their books or media in connection with Library-sponsored book signings, media presentations or speeches.
6. The first attendee(s) to arrive must check in at the Circulation Desk upon arrival.
7. A group arriving more than 15 minutes late may forfeit its reservation.
8. Reservation times include set-up and clean-up. Groups may not enter the library before the official opening hour, not even to set up for their program. Groups are required to end meetings and vacate the room 15 minutes before closing time to give staff time to secure the building for closing.
9. The Library strives to maximize use of the meeting rooms for the community. It therefore reserves the right to limit the frequency of meetings by any organization, based on demand or to reschedule with 48 hours’ notice or in the case of an emergency.
10. Meeting rooms may not be reserved more than 3 months ahead of time.
11. A group may reserve the meeting room no more than 2 times in a given month, up to a total of 24 times per calendar year.
12. Refreshments may be served, provided the group cleans up after the meeting. Alcoholic beverages are not permitted. Arrangements to use Library appliances must be made 48 hours in advance. No other cooking is permitted. Vending machines are available in the lobby at Pretlow and Jordan-Newby at Broad Creek.
13. The group must make its own arrangements for projection equipment and audiovisual equipment not available in the branch and is responsible for any Library equipment used. Organizers must alert the Library if local media or private videorecording or photography is planned or expected. See application for City restrictions on videography or photography in a public building.
14. Neither the name nor address of the Library may be used as the official address or headquarters of an organization. The Library cannot be listed as the sponsoring organization for public relations purposes, but only as the "location site."
15. If it is necessary to cancel a meeting, the group is responsible for notifying participants and the Library. In case of inclement weather, the group is responsible for calling the Library or checking the Library’s website in order to obtain a closing schedule.
16. The Library’s Code of Conduct is posted at each agency and must be observed by all attendees. Library supervisory staff may enter meeting room during meetings to ensure compliance with the Meeting Room Policy and other Library policies and procedures.
17. The Library reserves the right to revoke permission to use the meeting room in the case of non-compliance with Library policies and procedures.
18. The door to the meeting room may be required to remain open at the discretion of the building manager. Locking meeting room doors or covering windows is prohibited and may result in the revocation of meeting room privileges for the group.
19. All applications must be made on the form provided by the Library, at least 48 hours in advance of the meeting. The name and phone number of a person in charge or responsible for the organization must be given when the room is reserved. A new form is not required each time the group meets, but the completion of a new form is required every 3 months. Organizations must provide a copy of the government-issued nonprofit determination letter.
20. Groups agree to be responsible for the costs of any and all security measures required to ensure the protection of program attendees, the public, Library assets, or Library staff. These costs will include but are not limited to security personnel or other measures necessary for the protection of the Library. The type and amount of security required will be determined solely by the Library Director and may be determined before, during or after the program. If the Library Director determines that additional security is required prior to the event, the applicant may be required to prepay the estimated security costs. If the scheduled event appears to be controversial in nature, the applicant may be requested to provide the Library with an additional security bond.
21. Groups and representative agree to be responsible for leaving the room as found as well as any cleaning or repair costs incurred to walls, carpet, ceiling, furniture or equipment as determined by the Library. Any damage or costs will be billed to the organization and representative.

**Jordan-Newby at Broad Creek’s large meeting room and Pretlow's room can be divided into two 50-person rooms

Park Place and Van Wyck do not have meeting rooms.

Approved by Ad Team: March 23, 2013

Approved by Supervisors: April 25, 2013

Policy Statement

The Library seeks to make it study rooms as easy to use and as widely available as possible for private and group study. Regulations governing their use are designed to provide safe and equal access to all members of the public. 

Definition

The Library’s study rooms are at Jordan-Newby at Broad Creek and Pretlow. Larger meeting and conference rooms are available at some Library agencies and use of these rooms is addressed in separate policies.
 
 Additionally, the meeting rooms of branch libraries that do not have study rooms may be used as tutoring rooms at the discretion of the Branch Manager. 

Regulations for Study Room Use at Slover Library

Find regulations on Slover's website.

Regulations for Study Room Use at Pretlow and Jordan-Newby

1. Study rooms are restricted to the use of groups of no more than 5.
2. Study rooms may not be reserved prior to the day of their use, and sign-up is required. Please see the Reference/Information Children’s or other designated desk to request access to study rooms.
3. Study room use is limited to no more than 2 hours per day. During periods of heavy use, time may be restricted at the discretion of supervising staff, in order to provide access to as many users as possible.
4. Eating and drinking are prohibited, with the exception of bottled water, baby bottles, and toddler spill-proof cups.
5. A vacated room will be considered abandoned after 15 minutes and assigned to the next user. Any personal items remaining in the room will be removed to Lost & Found. 
6. Groups may not enter the Library before the official opening hour, not even to set up for their program. Groups are required to end meetings and vacate the room 15 minutes before closing time to give staff time to secure the building for closing. 
7. The Library’s Code of Conduct is posted at each agency and must be observed by all attendees. Library supervisory staff may enter the room during meetings to ensure compliance with Meeting Room Policy and other Library Policies and Procedures.
8. The Library reserves the right to revoke permission to use the room in the case of non-compliance with Library Policies and Procedures.

Regulations for Tutoring Space at Branch Libraries without Study Rooms

1. Library branches that do not have study rooms may use their meeting rooms as tutoring rooms. When being used as tutoring rooms, branch library meeting rooms are available for tutoring only. They will not be opened for general study.
2. Tutoring rooms are restricted to the use of groups of at least 2 and no more than 10. Two people must be present in the room at all times, and no more than 10 people may be present.
3. Tutoring rooms may be reserved prior to the day of their use at the discretion of the Branch Manager. Sign-up is required, and staff will follow the General Meeting Room Guidelines. Please see the Circulation Desk for access to group study rooms.
4. Eating and drinking are prohibited, with the exception of bottled water, baby bottles, and toddler spill-proof cups.
5. A vacated room will be considered abandoned after 15 minutes and assigned to the next group. Any personal items remaining in the room will be removed to Lost & Found.

Revised 2/14/2022