The library's limited meeting room space is available whenever possible for use by non-profit community groups for educational, cultural and informational meetings and programs. Library-sponsored programs receive priority. The fact that a group is permitted to meet at the public library does not in any way constitute an endorsement of the group's policies or beliefs. The Library Board of Trustees is the final authority in granting or refusing permission for use of the room.
- All meetings must be free and open to the public.
- While groups must be non-profit, formal registration as a non-profit organization (501c3) is not required. Use of library meeting rooms is not permitted for any kind of fundraising or commerce or to conduct any business of a for-profit organization (e. interviews, meetings, or sales pitches). No sales or admission fees are permitted unless sponsored by the Library Board of Trustees.
- Individuals may not reserve meeting rooms in advance. Vacant rooms are available on a walk-in basis upon request by an individual or other non-qualifying group. Walk-in meeting room sessions last for one hour and may be extended at the end of the hour if the room is not needed by others.
- Meeting rooms and conference rooms may be reserved up to 60 days in advance. Groups are limited to 1 FCPL meeting room reservation a week; our booking week runs Sunday-Saturday (7 days).
- Group study rooms, available at some branches, may be reserved up to one week in advance. Groups are limited to 2 hours per day, 2 times per week.
- Reservations are held for a maximum of 30 minutes.
- Wireless internet access is available at all library branches.
- Users must abide by the Library Board of Trustees Meeting Room Policy
- Users are responsible for room setup, including arrangement of tables and chairs, and cleanup, including returning furniture to its original placement. Setup/cleanup time should be included in the reservation. Groups are expected to leave rooms in an orderly condition promptly at the conclusion of the reserved time.
- Light refreshments may be served in conference and meeting rooms. Groups are responsible for supplies and prompt cleanup. The use of alcoholic beverages in county facilities is strictly prohibited except when and where specifically authorized by the county executive.
- Groups are responsible for all publicity. The location of the library may be publicized but the library telephone number may not be included in publicity.
- Assistive listening devices are available at some branches and may also be borrowed from the library's Access Services branch; call 703-324-8380 or TTY 703-324-8365 to make arrangements. If special accommodations are needed, please call the branch.
- Groups using the meeting rooms are responsible for maintaining order, for compensating the library for damages to the premises, equipment or furnishings that occur during their use, and for the safekeeping of any private property brought into the library.
- The Fairfax County Public Library Code of Conduct applies to all persons using the meeting rooms.
After Hours Booking:
- A representative from any group using library meeting rooms outside of library operating hours will complete a branch-specific building orientation, sign a branch-specific Letter of Agreement, and pick up a key. This representative must attend the meeting and is responsible for disseminating information about entering and leaving the building and emergency evacuation routes to other group members.
- The group representative described above will arrange to pick up the key, if needed, at least one hour before the library closes but no more than 24 hours before the meeting.
- Individuals receiving a meeting room key must be over 18 years of age, must present a picture ID at the time the key is issued and indicate they have received an orientation.
- The meeting room key must be returned to the library immediately upon the conclusion of the meeting, either delivered in person to library staff or deposited in the book drop according to prior arrangements.
- Library buildings are heated and cooled based on library operating hours and may not be as comfortable during extended hours.
Failure to comply with these rules may result in refusal of your meeting room use at the Fairfax County Public Library.