Request a Meeting Room, Study Room, or Privacy Pod

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. No fee will be charged for use of library spaces. 

  • 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.

• What is the Meeting Rooms policy?

  Meeting Rooms Policy as stated in the Policy Manual.

• 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 at minimum 11 people and maximum up to room capacity.
  • Meeting rooms can be reserved at least 3 days in advance for 2 or more people up to the current capacity.
  • 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 groups.
  • 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.

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  Meeting Room Terms and Conditions

  • You must have a library card to place a meeting room request.
  • 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.
  • Groups 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 if circumstances demand.
  • Rooms (and the kitchen, if used) must be returned to the setup and the order in which they were found, and must be clean with all trash picked up. Cleaning supplies are available as needed. If the room (and the kitchen, if used) is not left clean and returned to its default setup, a $50.00 cleaning fee will be charged on your library account and it could impact you and your group’s ability to reserve meeting rooms in the future.
  • The Library must be notified 48 hours in advance of cancellations so that rooms can be made available to other groups and failure to do so could result in future reservations being canceled.
  • Groups that intend to serve alcohol must obtain an ABC single-use liquor license and display it during the meeting.
  • Check the library’s website or social media for weather and emergency closings. All meetings scheduled during these closings are canceled.
  • 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.
  • The library reserves the right to refuse any group or individual exhibiting disruptive behavior.
  • Groups are responsible for following all 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 carry 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.”
  •  Individuals and/or 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 organization's use of the facility.  
  • Use of a CRRL meeting room constitutes an agreement to abide by all of the Terms and Conditions above and if violated could result in denial of room use.

• What are the Study Room and Privacy Pod Guidelines and Terms and Conditions?

  Study Room and Privacy Pod Guidelines

  • Study rooms seat between 1 to 10 people and privacy pods seat 1 to 4 people. 
  • Study rooms and privacy pods can be reserved 1 day in advance or the day of, up to the current capacity.
  • Study rooms and privacy pods can be reserved for up to 2 hours.
  • Use is limited to 1 reservation per day.
  • Library card is not required to reserve or use. 
  • Reservations are held for 15 minutes after your scheduled start time.

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  Study Room and Privacy Pod Terms and Conditions

  • Groups must not exceed maximum occupancy limits in the reserved space.
  • Spaces must be returned to the default setup and must be clean with all trash picked up.
  • The library reserves the right to change or cancel a reservation if circumstances demand.
  • The library should be notified of cancellations as soon as possible, so that spaces can be made available to other groups.
  • Check the library’s website or social media for weather and emergency closings. All reservations scheduled during these closings are canceled.
  • The library reserves the right to refuse any group or individual exhibiting disruptive behavior.
  • Individuals and/or 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 organization's use of the facility.
  • Use of a CRRL study room or privacy pod constitutes an agreement to abide by all of the Terms and Conditions above and if violated could result in denial of room or pod use.

• Why do you have privacy pods?

  The privacy pods at the Westmoreland branches were purchased using an Institute of Museum and Library Services grant through the Library of Virginia to equip rural libraries with quiet, private spaces for teleconferencing meetings, telehealth appointments, online interviews and more.

  CRRL purchased additional pods using funds from the Finley Trust. These pods, located at our larger branches, will help meet the need for additional study spaces.

• What are the publicity requirements for meetings held at the library?

  Use of library meeting space does not imply library endorsement of the group or information being presented.  Any publicity must carry 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 the library’s endorsement and sponsorship of the program or the organizer’s policies and beliefs.” 

  The library may not be identified or implied as a sponsor or partner, and the library telephone number and logo may not appear on publicity.  The library does not publicize non-library events.

• Can groups serve alcohol in library spaces?

  Alcohol can only be served in meeting rooms. If a group intends to serve alcohol, they must obtain an ABC single-use liquor license and display it during the meeting. When making the reservation in the online form, select "Yes" to the question, “Do you intend to serve alcohol?”