Meeting Room, Study Room, & Privacy Pod FAQs

• What spaces do you have available?

  Library spaces are available for use during those hours the library is open. Requests are filled on a first-come, first-served basis. 

  • Cooper Branch has a meeting room seating up to 50 theater style and a 1 person privacy pod.
  • Fredericksburg Branch has a 225-seat theater, three meeting rooms: one seats up to 45 theater style, another seats up to 38 theater style, and a third seats 12 around a table, 4 study rooms, and two 1 person privacy pods.
  • Howell Branch has a 180 seat meeting room that can be partitioned to make two smaller rooms each seating up to 49, one meeting room seating up to 20 theater style, and two smaller meeting rooms seating up to 11 around a table, plus four study rooms.
  • Montross Branch has a 4 person privacy pod.
  • Newton Branch has a meeting room seating up to 40 theater style and a 1 person privacy pod.
  • Porter Branch has a 200 seat meeting room, which can be partitioned to make two smaller rooms for 100 each, one meeting room seating 20 theater style and another seating 18 theater style, plus two study rooms, and a 2 person privacy pod.
  • Salem Church Branch has a 140 seat theater, which can be partitioned to make two smaller rooms for 50 or 75 people, one meeting room seating 16 theater style, and another seating 12 theater style,  plus two study rooms and a 2 person privacy pod.
  • Snow Branch has two meeting rooms, one seats up to 50 people and the other 20, and a study room.

• How do I reserve a library space?

  You may request a meeting room, study room, or privacy pod online or by calling or visiting the branch and asking a staff member to submit a request on your behalf. An email address must be included in the request form to ensure receipt of our terms and conditions. A library card is required to make a reservation for a meeting room. If you do not have an email address or a library card contact the research desk for assistance.

• Who may reserve a meeting room?

  Meeting rooms are available for non-profit gatherings of educational, civic, cultural, charitable, and governmental groups and organizations, artistic performances and community members 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.  All meetings and events held in our meeting rooms are open to the general public. 

  • A library card is required to reserve a meeting room.
  • The Library strives to comply with all requirements of the Americans with Disabilities Act by making all buildings, classes and events accessible. If any aids are needed, groups must make arrangements with CRRL in advance of any scheduled meeting.
  • Programs and projects sponsored by the Library Board or the Friends of Central Rappahannock Regional Library for the benefit of the Library will have first priority.
  • Meeting rooms are available for non-profit fundraising programs . Rooms are not available for commercial profit-making purposes and events, private parties or where, in the judgment of the Library Director, disorder is likely to occur.
  • Special arrangements may be made for after-hours use of the theater at the Fredericksburg Branch.
  • Accredited educational facilities who wish to charge tuition and fees and/or reserve a room more than once a week should discuss with the Branch Manager for approval. 
  • Public agencies and non-profit groups who wish to charge fees to cover the cost of materials and supplies should discuss with the Branch Manager for approval.
  • No admission may be charged for performances without prior permission, discuss with the branch manager for approval.
  • 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.

• What are the Meeting Room Guidelines and Terms and Conditions?

  Meeting Room Guidelines

  • Meeting rooms seat 11 or more and can be reserved at least 72 hours in advance for 4 or more people up to the current capacity.
  • Reservations are held for 30 minutes after your scheduled start time.
  • You will NOT have access to the meeting room before or after your reservation time. The time you will need for setup and cleanup must be included within your reservation. 
  • All meeting room requests must be approved by staff and are not final until you receive a confirmation email.

  Meeting Room Terms and Conditions

  • You must have a valid library card and email address to place a meeting room request.
  • Size of your group must be a minimum of 4 and not exceed the capacity of the room. 
  • Use is limited to:
    • One reservation per week and the Library reserves the right to limit regular use of a room to once a month in order to accommodate the needs of other individuals/ groups.
    • Reservations for artistic performances: maximum of two performance reservations and two rehearsal reservations in the same week. Library reserves the right to limit regular use of a room in order to accommodate the needs of other individuals/ groups. Contact the branch manager to request.
    • Reservations for accredited educational institutions/organizations: maximum of four reservations per week (this does not apply to reservations for the theater or the largest combined rooms). Library reserves the right to limit regular use of a room in order to accommodate the needs of other individuals/ groups. Contact the branch manager to request. 
  • All meetings and events held in our meeting rooms are open to the general public.
  • General public, not-for-profits, and educational organizations:
    • May reserve rooms up to 12 months in advance, on a rolling basis.
    • Are not charged for room use.
  • For-profit businesses and organizations*:
  • • May reserve rooms up to three months in advance, on a rolling basis.
    • May reserve the Fredericksburg Branch Theater and the largest combined rooms at Howell, Porter, and Salem Church branches up to six months in advance for a performance.
    • Will pay a fee of $80 per hour for use of the Fredericksburg Branch Theater and largest combined rooms at Howell, Porter, and Salem Church branches. This fee is to be paid in advance of the reservation start time. If cancelled a minimum of 24 hours in advance a refund will be issued. If cancelled less than 24 hours in advance or a no show for the reservation then no refund will be issued. 

  •  
  • Commercial profit-making purposes and events, private parties or where, in the judgment of the Library Director, disorder is likely to occur are not allowed.
  • No admission or fees may be charged to attendees or participants except under the following circumstances and require approval from the library before the booking can be confirmed: 
    • Tuition and fees may be charged for classes sponsored by an accredited educational facility and cannot exceed $20 per student per class.   
    • Fees to cover the cost of materials and supplies may be charged by public agencies including non-profit organizations and educational groups and cannot exceed $20 per participant. 
    • Admission may be charged for artistic performances and cannot exceed $20 per person.
  • Must not exceed maximum occupancy limits in the reserved space.
  • The library cannot assume responsibility for private property brought into the building.
  • The library reserves the right to change or cancel a reservation as needed. 
  • Room set up is the responsibility of the user. Rooms (and the kitchen, if used) must be returned to the default setup and the order in which they were found, and must be cleaned with all trash picked up. Cleaning supplies are available as needed. If the room (and the kitchen, if used) is not left clean and/or returned to its default setup, a $50.00 cleaning fee could be charged on your library account and result in denial of placing future room reservations.
  • Rooms must be cancelled a minimum of 24 hours in advance so that they can be made available to other groups and/or the general public. Failure to do so could result in future reservations being canceled.
  • General public and/or Groups/Organizations that intend to serve alcohol must obtain an ABC single-use liquor license and display it during the meeting. Sale of alcohol is prohibited. 
  • Check the library’s website or social media for weather and emergency closings. All meetings scheduled during these closings are canceled.
  • The library reserves the right to refuse any group or individual exhibiting disruptive behavior or violating CRRL policies.
  • Fees on your library card account may prevent the reservation of a meeting room. 
  • Open flames are not allowed except for Sterno (canned heat) use for catering purposes. 
  • General public and/or groups/organizations are responsible for following all library policies and any publicity must abide by CRRL requirements as listed below.
    • Use of library meeting space does not imply library endorsement of the group or of the information being presented. Any publicity must include the name and contact information of the individual or organization sponsoring the meeting and the following disclaimer: “The use of the Central Rappahannock Regional Library’s meeting facility does not constitute either the library’s endorsement or sponsorship of the program or the organizer’s policies and beliefs.”
  • General public and/or groups/organizations agree to indemnify and hold harmless the Central Rappahannock Regional Library from and against any and all claims, demands, losses, liabilities, costs, and expenses (including attorney's fees) arising out of or in connection with an individual’s or group’s/organization's use of the facility.  
  • Use of a CRRL meeting room constitutes an agreement to abide by the Meeting Room Policy and all of the Guidelines and Terms and Conditions above and if violated could result in denial of room use.

• How do I cancel my room reservation?

  Please use the cancellation link provided in the confirmation email or contact the library via phone or chat at https://www.librarypoint.org/ask/ and a staff member will assist you. Please cancel reservations at least 24 hours in advance so that the room can be made available to others. Please note that failure to do so could result in future reservations being restricted.

• What changes have been made to the meeting room reservation process?

  On September 3, 2025, CRRL started charging a fee of $80 per hour for use of the Fredericksburg Branch Theater and the largest combined rooms at Howell Branch, Porter Branch, and Salem Church Branch for for-profit private and commercial businesses and organizations. This includes for-profit artistic groups that charge fees for classes, membership, or participation. This does not apply to educational organizations, including but not limited to GED, special needs, ESOL, and homeschool groups.

• What are the payment, cancellation and refund guidelines if charged a fee?

  The meeting room fee is to be paid in advance of the reservation start time using the link in the confirmation email. If cancelled a minimum of 24 hours in advance, a refund will be issued. If cancelled less than 24 hours in advance or is a no-show for the reservation, then no refund will be issued.