Meeting Room Policy


In an effort to provide the agencies, organizations, clubs, and other groups in the county with a
place to meet or hold public gatherings, the Augusta County Library and its locations will make
available its meeting rooms under the following conditions:

1. Groups wishing to use a meeting room shall make a written application through the
library. The Director of the Library will be the final approving authority for all applications.

2. Applications will be considered on a first-come/first-served basis, with Augusta County
Library activities taking priority over any other scheduling. Previously scheduled meetings may
be canceled if a Library activity conflicts.

3. Groups may schedule meetings on a monthly, weekly, etc., schedule not to exceed three
(3) months.

4. The meeting rooms will be available for civic, cultural, educational, or political groups
but cannot be used for commercial or money-raising activities. Groups that use the library on a
regular basis are encouraged to make a donation to the Friends of the Library.

5. The meeting rooms will not be available for the benefit of private social events such as,
but not limited to, parties or showers.

6. Organizations may charge fees to cover the expenses of the meeting (lecture fees, dinner
expenses, etc.), with the approval of the library director. No direct sales will be permitted in the
meeting rooms.

7. Any publicity concerning meetings scheduled at an Augusta County Library location
should clearly state that neither Augusta County nor the Augusta County Libraries are sponsors
of, nor endorse any such meeting or event. All promotional materials must be approved by the
library director.

8. The capacity of a meeting room will be determined by the Augusta County Fire
Department and the Code of Augusta County and may not be exceeded.

9. Organizations will clear the meeting room no later than five minutes before library
closing time.

10. Meetings scheduled to begin or end when the library is not open or that continue after the
posted library closing will require the organization to schedule and pay for, in advance, a
member of the library staff to be on the premises (Hourly cost, or any part of an hour, $25.00.)
The Churchville, Weyers Cave, and Stuarts Draft meeting rooms may be used after hours at no
cost if a prior arrangement is made with the Branch Manager or Library Station Manager.

11. Participants of meetings before or after library hours are not permitted in any other areas
of the library.

12. Due to the nature of the library as a public facility, privacy cannot be guaranteed.

13. Extra tables and chairs are available at the Main Library in Fishersville, Weyers Cave
Library, Stuarts Draft Library, and at the Churchville Branch if groups need to change the seating
arrangements. Staff is not available for moving furniture.

14. Refreshments, dinners, etc. may be served. Limited kitchen facilities are available at the
Main Library, Weyers Cave Library, and the Churchville Branch.

15. Groups using the library are responsible for cleaning up all areas that they have used and
returning chairs/tables to their original locations. No items shall be left behind and stored by the

16. The Augusta County Library is not responsible or liable for damages caused to the user
or his or her property while using Library facilities. Augusta County and the Augusta County
Library will be held harmless from liability to third parties for injury caused by the group or any
persons or groups while using the Library facilities.

17. Groups not meeting the above conditions may have future requests for the use of the
facilities denied and may incur cleanup or damage charges.

Please notify the library if your meeting is canceled so others may use the room.

Revised 10/03/98, Revised 07/21/2010, Revised 05/26/2016, Revised 05/25/2017, Revised