The County Library in Edinburg, Virginia makes its Activity Room available for use by community groups and organizations. Those seeking to use the Library’s meeting facilities must submit a formal application to do so, which may be downloaded here and returned to the County Library or completed online by clicking here. The Activity Room is considered ‘reserved’ once program details are entered into the library’s calendar and a confirmation email has been sent to the applicant.
Applicants also must agree to the following stipulations and regulations:
- Room reservations are contingent upon there being no conflicts with Library programs, which take first priority at all times. Requested dates and times also must fall within the Library’s normal hours of operation. The Library further reserves the right to limit the length of meetings and to cancel or reschedule reservations without liability.
- The Activity Room may be reserved on a standing basis, provided that meetings occur no more frequently than twice a month and that new applications are submitted every 12 visits. The Library Director (or his/her representative) reserves the right to prevent any one group from monopolizing meeting space.
- Groups using the Activity Room must be nonprofit in nature and meeting only for cultural, educational, or civic purposes. The fact that a group is permitted to meet at the County Library does not constitute the Library’s endorsement of the group’s policies or beliefs.
- A group may use the name and address of the County Library only as a designation of the meeting’s location and not as its official address or headquarters. Requests for information about the meeting will be referred to the contact person listed on the group’s application form.
- Advertisements for meetings held in the Library must not be created or displayed in such a manner as to suggest Library sponsorship.
- Meetings held in the Activity Room must remain open to both the public and staff. Fees may not be charged by organizers for admission, nor may money be exchanged in the course of meetings. Also not permitted are events involving financial, political, or religious solicitation.
- Refreshments may be served during meetings, provided that organizers clear debris prior to leaving.
- The Activity Room must be vacated at least 15 minutes before the Library closes for the day.
In all cases, the Library retains the right to establish parameters for how the Activity Room is used, to assess fees for its use if necessary, and to monitor all meetings conducted on the premises to ensure compliance with the Activity Room policy. Noncompliance may result in a suspension or revocation of meeting room privileges.