|
Download a four-page summary of our meeting room policies and fees
Download a copy of our meeting room application form
(required for all room requests)
(These document are in .PDF format and have to be viewed with the Adobe Acrobat Reader, available here) PROGRAM SERVICES MISSION AND PROCEDURES
I. MISSION
To serve residents, organizations and the governments of James City County and the City of Williamsburg as a central location for meetings, educational and arts activities.
To present to the community served by the Williamsburg Regional Library, a diverse selection of activities and exhibits for both edification and entertainment.
To work with other community groups to facilitate educational and arts activities in the region served by Williamsburg Regional Library.
II. GOALS
1. To provide meeting and activity areas that are fully furnished and equipped for the needs of meetings, educational and arts activities.
2. To provide trained staff to set up the meeting and activity areas and operate equipment.
3. To provide the opportunity for users to experience a variety of arts activities and educational programs.
4. To foster the development and growth of community organizations to become the presenters of programs in the Library.
III. POLICY
The Williamsburg Regional Library, which consists of the Williamsburg Library, the James City County Library and a Bookmobile, provides meeting room space at both library buildings for public use. First priority for use is given to the requirements of Williamsburg Regional Library, of the City of Williamsburg and of James City County. After those needs are met, reservations from other users are accepted on a first come, first served basis.
WHAT ROOMS ARE AVAILABLE?
At the Williamsburg Library – 515 Scotland Street, Williamsburg
-- Williamsburg Library Theatre – seats 268
-- Patricia Schell Memorial Meeting Room – approximately 42 seated
-- Room B – no more than 24
-- Room C – no more than 15
At the James City County Library - 7770 Croaker Road, Norge
-- Grace and Stanley Kitzinger Community Room – approximately 135 (chairs only), approximately 90 (tables and chairs)
-- Isabelle Cosby Meeting Room – approximately 15 seated
-- Jane G. and Robert McGaw Meeting Room – approximately 15 seated
-- Electronic Community Learning Center (e-Clic Room) – 11 computer work stations available
WHEN CAN THE ROOMS BE USED?
Meeting rooms at James City County Library can only be used during normal library hours. All rooms at James City County Library are made available on a self-service basis – that is, users are responsible for setting up the room’s tables and chairs and returning the room to it’s original appearance. Library staff will set up any AV equipment requested, but will be able to render only limited technical support.
Meeting rooms at Williamsburg Library can be used outside of normal library hours with the payment of an additional fee. Staff will set up the tables and chairs and any audio-visual equipment based on a user’s request on the application form. Williamsburg Library rooms cannot be used prior to 8 a.m. or after 11 p.m.
Library hours are: Monday through Thursday - 10 a.m. to 9 p.m.; Friday – 10 a.m. to 6 p.m.; Saturday – 10 a.m. to 5 p.m.; Sunday – 1 to 5 p.m. Rooms cannot be used on days the library is closed.
Reservations will not be accepted more than 12 months in advance for the meeting rooms or more than 18 months in advance for the Theatre. Groups meeting once a month can reserve for a 12-month period. Groups meeting more than once a month can reserve for periods of up to four months. Theatre reservations must be made more than three weeks before intended use.
IS THERE A CHARGE FOR USE OF THE ROOMS?
Non-profit groups can use Room B or C at Williamsburg Library for up to 3 hours once a month without charge. Those groups without non-profit status must pay a fee for use of all meeting rooms. A class for which the user is receiving tuition or other payment will be treated as a Standard use and be charged accordingly.
Any required payment must be received before a reservation is confirmed. The library will quote a price and hold a space based on a completed application for 10 days without payment. After 10 days the booking will automatically expire. Groups using the theatre must pay a deposit of 25% of the total in order to hold it, with the balance due no later than one-week prior to the event.
Fees are not negotiable. Fees are based on a three hour block of time, which is the minimum charge for use of library rooms. Note that a new hour begins after seven minutes.
FEES FOR ROOMS AT WILLIAMSBURG LIBRARY
NON-PROFIT GROUPS
Patricia Schell Memorial Meeting Room
$20 ($7/hr after 3 hrs)
Rooms B or C
• FREE once a month ($3/hr after 3 hrs)
• $15 more than once a month ($3/hr after 3 hrs)
Williamsburg Library Theatre
TYPE OF USE
COST
Rehearsal
$30 ($10/hr after 3 hrs)
Auditorium only
$40 ($15/hr after 3 hrs)
Auditorium and Stage
$65 ($20/hr after 3 hrs)
Theatre use while charging admission
$175 plus $35/hr after 3 hrs
Additional charges
• “Outside Hours” charge — $15/hr when scheduled at time of reservation
• “Outside Hours” charge — $35/hr when exceeding the original time
• Use of Theatre’s A/V equipment (including stage lights) — $15/hr
• Theatre Technical Setup charge (rehanging lights, programming light board) - $40 ($15/hr after 3 hrs)
• Janitorial charge (if needed) - $15/hr
• Piano usage
- Rehearsal - $30 plus $30/hr after 3 hrs
- Performance - $105
- Piano tuning (if desired) - $70
STANDARD GROUPS
Patricia Schell Memorial Meeting Room
$50 ($16/hr after 3 hrs)
Rooms B or C
$25 ($10/hr after 3 hrs)
Williamsburg Library Theatre
TYPE OF USE
COST
Rehearsal
$65 ($20/hr after 3 hrs)
Auditorium only
$85 ($30/hr after 3 hrs)
Auditorium and Stage
$125 ($40/hr after 3 hrs)
Theatre use while charging admission
$350 plus $70/hr after 3 hrs
Additional charges
• “Outside Hours” charge — $35/hr when scheduled at time of reservation
• “Outside Hours” charge — $70/hr when exceeding the original time
• Use of Theatre’s A/V equipment (including stage lights) — $30/hr
• Technical Setup charge - $40 ($15/hr after 3 hrs)
• Janitorial charge (if needed) - $15/hr
• Piano usage
- Rehearsal - $55 ($30/hr after 3 hrs)
- Performance - $210
- Piano tuning (if desired) - $70
FEES FOR ROOMS AT JAMES CITY COUNTY LIBRARY
NON-PROFIT GROUPS
Community Room
• $10 ($5/hr after 3 hrs)
• $20 more than once a month ($10/hr after 3 hrs)
Isabelle Cosby or Jane G and Robert McGaw Meeting Rooms
• FREE ($3/hr after 3 hrs)
• $10 more than once a month ($3/hr after 3 hrs)
e-Clic Room
• $65 ($30/hr after 3 hours) plus minimum of one hour set-up charge
• $25 per hour set up charge
Additional Charges
• Janitorial charge (if needed) - $15/hr.
STANDARD GROUPSCommunity Room
• $50 ($20/hr after 3 hrs)
Isabelle Cosby or Jane G and Robert McGaw Meeting Rooms
• FREE ($10/hr after 3 hrs)
• $20 more than once a month ($10/hr after 3 hrs)
e-Clic Room
• $210 ($85/hr after 3 hours) plus minimum of one hour set-up charge
• $75 per hour set up charge
Additional Charges
• Janitorial charge (if needed) - $15/hr.
CANCELLATION AND REFUNDS
A user will receive a full refund if a room reservation is canceled no later than:
• Seven days before the scheduled use -- Theatre or e-Clic Room
• 48 hours before the scheduled use -- all other rooms
Non-profit groups that do not cancel within 48 hours of their once-monthly free use of meeting rooms will be billed for its scheduled use and may have future dates cancelled..
CONTACT PERSON
Each group must designate a contact person at the time of reservation who will be responsible for defining set-up requirements and arranging payment for the group. The Contact Person must be present throughout the use of the facility and will be the only person authorized to make changes in the arrangements, unless otherwise agreed.
USE OF THE ELECTRONIC COMMUNITY LEARNING CENTER (e-Clic ROOM)
The e-Clic room at the James City County Library is an instructional facility. When not in use for this purpose the room may be used by individuals for computer access purposes, if library staffing levels permit. In scheduling use of the room, the Williamsburg Regional Library has priority for its own instructional needs. Educational and non-profit entities have next priority for the room’s use, particularly agencies with WRL partnerships. Next priority goes to for profit agencies and companies.
PUBLICIZING YOUR EVENT
• Use of the library facilities does not constitute co-sponsorship of your program by the library. The library does not publicize non-library-sponsored events.
• In your publicity identify the library building where your event is being held as either the “Williamsburg Library” or “James City County Library.”
• You can display a flier on the library Program Services bulletin board. The flier must be limited to a legal size sheet of paper (8 1/2 x 14 inches), and can be posted no earlier than 14 days prior to the event.
THE FOLLOWING POLICIES ALSO APPLY TO THE USE OF FACILITIES AT THE WILLIAMSBURG OR JAMES CITY COUNTY LIBRARY.A. Smoking is not permitted in any area of the Williamsburg Regional Library.
B. All audio/visual equipment will be operated under the supervision of library staff.
C. The library will not receive shipments from any user unless prior arrangements have been made. Users must provide labor for any shipments requiring handling.
D. All materials brought into the facility must be removed no later than 24 hours after the completion of the user's program.
E. Applications for use of the library facilities will be accepted only on standard library forms.
F. Alcohol
1. Users serving alcohol to the public are required to adhere to policies regarding liquor licenses by the Virginia Alcoholic Beverage Control Department.
2. It is the responsibility of the user to enforce all conditions of their liquor license
3. A copy of the license must be attached to the user's application and the original must be displayed during the user's event.
G. Film Production
1. Williamsburg Regional Library facilities are available as a "location" for "filming". Filming is considered a theatrical use of facilities.
2. Filming may not preempt or interfere with normal library operations without the approval of the Board of Trustees of the Williamsburg Regional Library.
3. For determining charges, "Filming" will be considered as "Theatre - Charging Admission" on the "Standard Fee Schedule". As appropriate, other usage fees will also apply.
H. Food
1. Users serving food to the public are required to abide by all applicable local and state regulations.
2. Food and drink are not permitted in the Williamsburg Library Theatre.
I. Kitchen
1. The kitchen is available for user's use. However, a patron's use may not monopolize the kitchen since other users may need the kitchen at the same time.
2. When finished, the user is expected to clean the kitchen.
J. Receptions
1. All receptions held or commencing during library hours will be free and open to the public.
2. Private receptions may be held in the Williamsburg Library only when the facility is not open to the public.
3. Any time there is more than one user using Program Services facilities, the Program Services area ter is considered to be open to the public.
K. Nine-foot Steinway Concert Grand Piano
1. The Steinway piano is available for use only with prior arrangement through the library. Any "trying it out" will be considered as usage and a piano usage fee will be charged to the user.
2. The piano may not be moved off stage.
3. The piano is not available for rent outside of the Theatre.
4. Nothing may be placed on the piano other than sheet music.
5. Nothing may be placed on the piano when it is backstage. If the top of the piano is not kept clear, the user will be charged for piano usage.
6. Tuning, if requested by the user, will only be done by the piano technician the library selects. A charge will be made for requested tuning.
L. Telephones - The library telephone system may not be used by users. Public phones are available outside the library.
 |
