Meeting Room Reservation Form

Both the Charles City and New Kent locations of HPL have meeting rooms and study rooms that can be reserved. Our library patronage is growing and our requests for these spaces has increase tremendously. Please keep in mind, not every request can be granted.

To request use of our meeting rooms:

First, please read our Meeting Room Policy.

Contact HPL via email to bford@heritagepubliclibrary.org to check on room availability.

Fill out and submit a reservation application online: Meeting Room Reservation Form. Please complete the application form at least 14 days prior to the requested date.

Tables and chairs are available for use. We do not do set-ups. If you change the configuration of the tables or chairs, please move them back to the original set-up.

If you have questions, please email to bford@heritagepubliclibrary.org.

Library staff are not authorize to provide additional information beyond the meeting room policy referenced above.

The meeting area is available 15 minutes after the library opens until 15 minutes before closing. This includes set up and tear down time.

Please check the room location you wish to reserve: *10790 Courthouse Road, Charles City, VA 23030 (804) 652-24507791 Invicta Lane, New Kent, VA 23124 804-966-2480 (Fax 804-966-5982)

Organization/Company Name *

Street Address *

City

State

ZIP Code

Phone Number *

Fax Number

Contact Email Address *

Contant Name/Title *

Alternate Contact

Alternate Contact Email Address

Meeting Date *

Beginning and Ending Time *

Purpose of Meeting

Anticipated # of attendees

Non-Profit Organization? You may be asked to provide a copy of your nonprofit status documentation. *YesNo

For Profit use fee $100(to be filled in by approving staff member)

Terms and Conditions

By reserving a room, you agree to the following:

I agree that my event/meeting is free.
I agree that my event/meeting is not a social gathering, including but not limited to , birthday parties, showers and family reunions.
I agree not to exchange money for admission, participation, donations, fundraising or commercial goods or services
I understand that room setup, including arrangement of tables and chairs, is my responsibility, and must be completed after my reserved start time.
I understand that the room must be returned to its original condition before the end time of my reservation
I agree not to store equipment or supplies in rooms.
I agree not to have any open flames
I agree not to serve alcoholic beverages
I agree that publicity or promotion for my event/meeting may not imply sponsorship by Heritage Public Library. Publicity may include the address of the facility. Publicity may not include library contact information or logos.
I agree that I only have one account/email address to book rooms.

I have read the Library Meeting Room Policy and agree to the following:

I am over 21 and will be in attendance for all of the meeting when my organization uses the meeting area.
I will be responsible for setting up and taking down any furnishings needed for the event.
I will be responsible for a topical cleaning of the meeting area when our meeting is over and leave the room/area in the condition in which it was found.
I will be responsible for costs associated with extra cleaning if necessary.
I will be responsible for costs incurred by damage to the library or the meeting room during use by my organization.
I will take an accurate count of people attending the meeting and record it on the form kept in the meeting room for this purpose.
I have read and agree to all other rules of use for the specific area I am reserving
If our meeting is cancelled we will notify the library as soon as possible.

You will receive a confirmation email when approved by the Director of the Library.

Please do not call the library to cancel your reservation. Email bford@heritagepubliclibrary.org 24 hours prior to the reservation to notify us of your cancellation.

Date Submitted: 12/05/2025

For Staff Use: Approved by:
Date:

Meeting Room Calendar checked by:
Date:

Confirmation sent by:
Date: