Roanoke Public Libraries
Facility Use Application / Policy
Facility Use Application Form (English)
Facility Use Application Form (Spanish)
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1. General Policy
It is the policy of Roanoke Public Libraries to allow organizations and groups the use of library facilities when they are not needed for activities sponsored in whole or in part by library staff and when such use is not disruptive of the programs and activities of the library system. Such permission is revocable and does not constitute a lease. Permission to use a library facility does not imply library endorsement of the aims, policies, or activities of any group or organization.
2. Eligibility Statement
Permission to use a library facility may be granted by the Director of Libraries or a designee to another city department, agency or commission, state and federal agencies and to public or private nonprofit civic, charitable, cultural, educational and intellectual groups and organizations. Library facilities will be reserved on a first-come, first-served basis.
3. Limitations to Eligibility
- Outside organizations using library facilities may not charge admission fees to individuals attending functions in library facilities that are not under library sponsorship.
- Outside organizations using library facilities not under the sponsorship of the library may not conduct sales or solicitations to sell on library premises.
- Library facilities may not be used for fund-raising activities not under the sponsorship of the library.
- Organizations may not use library facilities for any unlawful purpose or for the purpose of encouraging or counseling any person(s) to violate the law.
- No illegal substances or alcoholic beverages may be carried into a library building.
- Requests for food/drink to be carried into a library building must have prior approval.
- Library facilities will be available only during normal library business hours. Meetings should end ten (10) minutes before the library closes.
- The library reserves the right to have a representative attend any meeting held in its facilities (excepting lawful executive sessions of governmental bodies) to ensure no unlawful activities or activities contrary to this policy are occurring on library premises.
- The library system may impose reasonable conditions for the use of its meeting rooms to ensure that public or private property is not damaged through use of its equipment and to ensure that the comfort, convenience, safety and/or welfare of the public is not disturbed.
- Library facilities will not be scheduled in advance for individuals, except for the Conference Room in the Main Library, 3rd floor, and branch library space which may be scheduled on an ad hoc basis by library staff, if available. A facilities application must be completed by the individual prior to use of a library facility.
Individuals and/or organizations must agree to assume responsibility for any damage to library buildings or the contents thereof, resulting from their use of library facilities. The Director of Libraries may require that an advance cash deposit be made of a reasonable amount if the requesting party has a history of damaging library property. All library facilities must be left clean and in orderly condition.
5. Library Equipment
Equipment requested on a library facility application will be the responsibility of the party signing the application. If there are problems with library equipment, applicant should notify library staff immediately. Only other city departments, with proper authorization, may remove equipment from any library. Any city employee who picks up library equipment for use by another city department must present a library card to borrow the equipment.
6. Application for Use
Permission to use a library facility must be obtained in advance using the application form filed through the Main Library or any library branch. The requesting party will be notified in writing or by telephone of approval or non-approval of the application.
Following approval, reservations should be made by calling the Main Library or branch library for which the request has been made. Permission may be granted for continuous bookings for organizations for multiple meetings over a period not to exceed three (3) months.
- The Director of Libraries may establish other reasonable restrictions as may be deemed appropriate.
Approved by the Roanoke Public Library Board
January 1994, revised February 1997, October 1998, and May 2002