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Use a Meeting Space

Use a Meeting Space

Reserve a meeting space.
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CCPL offers area non-profit organizations the opportunity to reserve comfortable meeting space on a first come, first served basis at all CCPL locations. The number and size of available rooms varies by library. In addition to meeting space, each library offers private study rooms which can be used by customers on a first come, first served basis.

Please visit the locations page to view the amenities available at specific libraries.

Information on using a meeting space is available below. Please read through the information below before reserving a meeting space.

Meeting Space Guidelines 

Meeting Space Procedures 

Meeting Space FAQs 

Meeting Space Guidelines:

Library meeting rooms are available only to existing community organizations. Under Library policy, to be considered a community organization, all members of the organization must (1) live in Chesterfield County or in an adjoining locality that has an interjurisdictional library agreement or (2) have an office located in Chesterfield County or an adjoining locality. The community organization must demonstrate that it has an established institutional structure, membership sufficient to sustain the structure, and members who regularly meet in the area. If an organization does not meet these criteria, it is not eligible to reserve Chesterfield County Public Library meeting room space.

Meetings and events which take place in the library are free and open to the public.

  • Commercial sales activity and fundraising are not permitted.
  • Activities in the meeting spaces must comply with library policies and etiquette.
  • Alcoholic beverages may not be served or consumed. No tobacco products may be used. Users of the library shall not violate any Federal, State or County laws or regulations.

Any publicity about meetings and events should clearly state that Chesterfield County and the Chesterfield County Public Library are not sponsors of the event.

Attendance should not exceed the room’s recommended capacity.

  • Please take room capacity into account when planning events.
  • The Library reserves the right to assign the particular meeting space where a meeting will take place. Library and county sponsored activities have priority over other meeting space requests. When necessary for library or county business, the library reserves the right to cancel or relocate a meeting. If your reservation must be changed, CCPL will make every attempt to give at least 30 days’ notice.

At least one adult must be present to supervise all meetings.

Before your meeting:

  • The arrangement of furniture in the room is your responsibility.
  • Please arrive 15 minutes prior to your reserved time to check in with library staff.
  • If your meeting begins when the library opens, you will be allowed in to the building at opening time (not before).
  • If you do not arrive within 15 minutes of your reserved time, the library reserves the right to offer the room to other users.

After your meeting:

  • Return the furniture to the arrangement in which you found it.
  • Turn off all lights and secure all doors.
  • Please conclude your meeting 15 minutes prior to the library’s closing time.

The applicant shall be financially responsible for paying the cost of any damage to library property.

Violation by an applicant of any of the provisions of these guidelines shall constitute grounds for revoking permission to use the Library.

Meeting Space Procedures:

Please note the following:

  • You must be the holder of a current CCPL library card if you are making the application.
  • You may have one active meeting room reservation at a time. Once your meeting has occurred, you may submit a new request for a future date. 
  • CCPL requires one (1) business day to process meeting space application requests.
  • Please check to see if your meeting request falls within the CCPL Meeting Space Guidelines.
  • Library staff will confirm your reservation within one (1) business day.
  • Meeting room reservation end times can be no later than 30 minutes before closing time (8:30 p.m. Monday-Thursday, 4:30 p.m. Friday and Saturday). The system will not allow reservations with end times of 9 p.m. (Monday-Thursday) or 5 p.m. (Friday and Saturday).
If you are booking a meeting space on behalf of an organization, and your organization is not in the list of organizations provided in the reservation process, please do the following:

  • Send an email to bookaroomatthelibrary@chesterfield.gov 
  • Include in your email:
    • Your name
    • Name of your organization
    • Your role in the organization
    • Local mailing address for the organization
    • Local phone number for the organization
    • Purpose of your meetings
     
  • If your request to add an organization is approved, you will receive an email confirmation and will then be able to select your organization from the list of organizations provided in the reservation process. 
 

In keeping with its mission, The Chesterfield County Public Library offers meeting space to the public for educational, cultural, civic and recreational purposes, subject to the rules outlined below.

The Chesterfield County Public Library supports and endorses the American Library Association's Library Bill of Rights, which states:

           "Libraries which maintain meeting spaces, exhibit space or other facilities open to the public should make them available on equal terms to all persons, regardless of their beliefs or affiliations."         

In keeping with the role of a limited public forum, public libraries have traditionally provided free meeting space for community groups when space is available.

An organization may appeal denial of a permit based on residency requirements, or security deposit or insurance requirements, to the Chesterfield County Circuit Court for an expedited   hearing. The appeal must be filed within seven days of notification of denial of the permit or of the security deposit or insurance requirement.

 

Meeting Space FAQs:

Answers to many of your questions are listed below. If you have additional questions, call any of our locations.

Who can use a meeting space? 

Non-profit organizations with an office located in Chesterfield County or adjacent localities may meet in the library meeting spaces for any public, non-commercial activity, including but not limited to, educational, cultural, community, religious and political purposes. The group representative who submits a meeting space request must have a current CCPL card in good standing.

Is there a fee to use the space? 

There is no rental fee.

How do I complete a meeting space request? 

Reservation requests are made online.

How far in advance may I reserve a room? 

Groups may reserve a meeting space up to three months in advance of the event’s date.

I need to request a meeting space for tomorrow! 

CCPL requires at least one (1) business day to approve a Meeting space Request. If you need a room more quickly, please call your local library for assistance.

How do I know my request has been confirmed? 

You will receive an email once your reservation is approved.

I live in Henrico but our group is in Chesterfield; can I book a meeting space at a CCPL location? 

Yes, if your group meets all the meeting space applicant qualifications. Members of communities surrounding Chesterfield County may apply for a free library card at any CCPL location.

May I hold a fundraiser in the meeting space at the Library? 

No, meeting spaces are not to be used for the direct sale of merchandise, goods or services for profit, or for the promotion of any commercial or profit-making venture or business. Meeting spaces are not to be used for fundraising for the benefit of private individuals or for private support of organizations.

Can I come to the library before you open to set up the meeting space, or, can my group stay after you close? 

Meeting spaces are only available during hours when the library is open. Meetings must adjourn 15 minutes before closing time.

Can I hold a meeting that only my group can attend? 

No, all meetings held in library meeting spaces must be open to the public.

Is food allowed in the meeting spaces? 

Many of the large meeting spaces do allow food to be served. Some have kitchens with microwaves, ovens or refrigerators. Visit any library location page to see the amenities available at that location.

Can we serve wine at our lunch meeting? 

Alcoholic beverages may not be served or consumed on library property and smoking of any tobacco product (including smokeless tobacco) is prohibited inside the building.

Can I drop off my meeting materials at the library before the time of my meeting? 

No, the library cannot be responsible for any private property used or left in the library before, during or after the meeting, whether left by the applicant or by anyone who attends the applicant’s meeting.

Will the chairs and table be arranged for our group in advance? 

Your group is responsible for setting up, rearranging, and taking down tables and chairs. Meeting spaces must be left clean, in good repair and in the same condition as found. Any group that damages library property will be liable for costs incurred in connection with such damage and may lose the privilege of using meeting spaces in the future.

What equipment does the library provide? 

The library has some A/V equipment available for use at each library including TV and DVD players. The library has only one of each item.

  • It is the client's responsibility to verify that the A/V equipment meets his or her needs.
  • The library is not responsible for the sound and video quality of A/V presentations or compatibility with the client's equipment or media.
  • It is the client's responsibility to become familiar with the equipment; the library will not operate the equipment during the event or be responsible for equipment failure.

If I bring my laptop is there Internet available in the meeting space? 

Yes, all CCPL libraries have free Citizen Wi-Fi for public use.

Can I use my laptop to make a presentation in the meeting space? 

Most of the large meeting spaces have the capability to use a laptop and projector for a presentation. Many have dropdown screens.

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