Meeting Room Policy
Here's what you need to know to request and use CPLs meeting and conference rooms:
Chesapeake organizations, businesses, city departments, schools, residents and their guests, Commonwealth of Virginia and Federal agencies and full service card holders are eligible to reserve meeting and conference rooms. Businesses will be charged fees based on the size of the room being reserved and length of use.
Meeting room space is not available for private events such as birthday parties, family reunions, showers, wedding receptions or parties in general.
Priority for meeting room usage is given to library sponsored programs.
To ensure all groups have equal opportunity to book meeting rooms, Community Organizations may have two (2) active reservations in effect at a time. Reservations may be made up to twelve (12) months in advance.
Any individual or group using the rooms for political purposes will need the approval of the City Managers Office.
Patrons using the library meeting and conference rooms are subject to the rules set forth in the library system's Code of Conduct.
A completed meeting room application must be submitted online.
All fees are due within seven (7) days of making reservations and prior to using the room.
Permission to meet in the library does not constitute an endorsement of an individual's or group's beliefs.
Users of library meeting and conference rooms may not at any time use the name, address or telephone number of the Chesapeake Public Library System as the official address or headquarters for any individual, organization or business.
Due to space constraints, the Library will not be able to post flyers or other material relating to meeting room use.
Refreshments are allowed in all meeting rooms. Covered beverages are allowed in the conference rooms.
The Chesapeake Public Library System does not discriminate in making its premises available to the community on the basis of race, color, national origin, religion, gender, sexual orientation, age or disability.
Reserve a Meeting Room Groups must hold their meetings during regular library hours. Permission to use a meeting room after normal branch hours must be obtained from the Library Manager/designee when booking the meeting room. Meetings may continue for one hour after closing in branches where the meeting room is completely separate from the rest of the library.
The library does not provide setup or housekeeping services. Individuals signing the Meeting Room Application form must ensure that the room is in order, the lights are turned off, and the doors are securely locked after the meeting has ended.
Individuals should register online for a Meeting or Conference Room as soon as possible. Rooms are assigned in the order requests are received. Failure to comply with regulations or abuse (including three (3) "no shows") will result in suspension of the right to use the meeting rooms for one year.
In the event of emergency closing of a library or the City, every effort will be made by the Library Manager/designee to notify the contact person listed on the application. Refunds will be made in the event the library is closed by the City.
Cancellations must be made at least 48 hours in advance of the meeting in order to receive a refund. Any fees not paid within 7 days of the confirmation of reservation will result in cancellation. All fees must be paid prior to using the room.
After 30 minutes, a group may forfeit its reservation if it fails to appear as scheduled.
Care & Use of Meeting Rooms Food may be served by groups provided that the food is brought in ready to serve and the group supplies all utensils. The group is responsible for complete cleanup afterwards.
Open flames, including candles, are not allowed under the City's Fire Code. However, cans of sterno fuel which are used to keep buffet items warm are allowed. The City's Fire Marshall (382-6566) can answer specific questions about other items.
Alcoholic beverages are allowed only when all portions of the Code of the City of Chesapeake Section 46-182 are met.
The meeting room must be left in the order in which it was found. Tables and chairs may be rearranged, provided they are returned to their original arrangement at the end of the meeting. Facilities will be inspected after each meeting.
A fee will be charged to users for repair of damage to facilities or for special cleaning as determined by the Library Manager/designee. Fees for damages to a facility will be assessed to the individual who submitted the Meeting Room Application.