Prince William Public Libraries

Code of Conduct Policy

Approved by Acting Director 2/28/2024

Introduction

Prince William Public Libraries (PWPL) is committed to protecting the rights and safety of staff, visitors, and volunteers. PWPL is a shared public space that respects all library users’ needs and diverse expectations. Everyone is expected to comply with the Code of Conduct to allow all visitors to enjoy a welcoming and safe environment. The Code of Conduct applies everywhere PWPL provides service: on all library property, at library events in the community, through our website or social media, and by phone, chat, or email.

Visitors are responsible for abiding by the following guidelines:

1. Visitors on library property must remain fully clothed and wear shoes.


2. Only ADA-recognized service animals and animals performing in library programs are permitted in library buildings.


3. Violent, threatening, harassing or abusive behavior toward another person–verbally, physically, or in writing, including all electronic media that inhibits staff from performing their duties or visitors from using the library is prohibited.


4. Visitors are expected to maintain safe behavior and not engage in activities or behavior that may result in damage to library property or the property of others.


5. Visitors may not possess, dispense, use, or be under the influence of illegal drugs or alcohol on library property.


6. Visitors are not permitted to smoke, vape, or use tobacco products of any kind within library buildings.


7. Visitors are expected to maintain reasonable noise levels. Unreasonable noise levels include but are not limited to shouting and listening to electronic devices at a volume that disturbs staff from doing their duties or visitors using the library.


8. Visitors are prohibited from using computers or internet access if the activity is in violation of applicable federal, state, and local laws, including Virginia Code §18.2-374.1:1 (child pornography), Virginia Code §18.2-372-§18.2-374 (obscene materials), or Virginia Code §18.2-377 (obscene materials), or materials deemed harmful to juveniles Virginia Code §18.2-390. See “Library Internet and Wi-Fi Acceptable Use Policy” for more information.


9. Visitors must always keep all personal property with them and must not block aisles, shelves, or entrances.


10. Visitors may only consume food in designated areas. Covered drinks are permitted within the libraries.


11. Food and drink are permitted in the Community Room. Please see "Use of Community and Study Room Policy" for details.


12. Soliciting or distributing literature without prior approval is prohibited. See “Solicitation and Signage Policy” for more details.


13. Children under the age of 12 must always be accompanied by a parent, legal guardian, or caregiver and should not be dropped off at the library. If a child is unattended, PWPL staff will contact the child’s parent, legal guardian, or caregiver. Children 12 and older may use the library unattended, provided they follow the PWPL Code of Conduct. See “Unattended Children and Vulnerable Adults Policy” for details.


14. Staff can assist vulnerable adults using library resources but cannot provide assistive care or assume responsibility for their safety. Legal guardians or caregivers are responsible for their vulnerable adult’s behavior and appropriate use of the library materials and space. PWPL staff will intervene if vulnerable adults are left unattended or if there are concerns over safety, disruptive behavior, property damage, or well-being. See “Unattended Children and Vulnerable Adults Policy” for details.


15. Visitors must obey all local, state, and federal laws on library property, at library events, and through the library website and social media.

Please be aware that staff may ask any visitor to leave when they are in violation of the Code of Conduct. Staff may contact the appropriate authorities if a visitor refuses to leave when asked or engages in any unlawful activity. Visitors could lose certain library privileges depending on the circumstances.

Confidentiality of Loan Records Policy

Approved by Acting Director 5/8/2024

Prince William Public Libraries hereby adopts a policy that specifically recognizes its records identifying the names of library users with specific materials to be confidential. This information is in accordance with the Virginia Freedom of Information Act under code 2.2-3705.7, 3., which protects the library records from the Freedom of Information Act:

"Library records which can be used to identify both (i) any library patron who has borrowed material from a library and (ii) the material such a patron borrowed."

NOTE: A parent or legal guardian, as the person financially responsible for the record of their child, is allowed complete access to their child’s library card and record, and is afforded the same rights as are allowed for their own record.

Library Animal Therapy Policy

Reviewed by the Prince William County Attorney's Office June 13, 2024

Prince William Public Libraries (PWPL) staff shall offer programs to the public, in and out of the library buildings, to promote the library and its services and to advance PWPL's vision and mission. Programs should align with PWPL's Strategic Plan, be equitable, and not be chosen based on personal beliefs or political views.

To ensure that all participants, both staff and public, are safe in programming that involves animals, PWPL adheres to the following standards as outlined by Prince William County government (County):

CERTIFICATIONS, TRAINING, AND HEALTH REQUIREMENTS

• Handlers:
• All handlers must be PWPL approved vendors.
• License and Tags:
• All therapy animals must meet local, county, and/or state license or permit regulations and have an owner identification tag.
• Health:
• All therapy animals must comply with local, county, and/or state vaccination and health requirements, which may include distemper, Parvovirus, Parainfluenza, and Bordetella. A copy of the animal's immunization records must be included in the proposed Therapy Animal Policy packet and maintained by PWPL and available on-site at any animal therapy event or interaction.
• Proof of proper training and certification of the K-9 therapy animal and handler from a recognized and respected certifying authority must be included in the MOU maintained by PWPL.



INSURANCE REQUIREMENTS

Any vendor or volunteer organization approved to facilitate interactions between therapy animals and specified individuals at Library-sponsored events, whether regularly or on special occasions, must provide a commercial general liability certificate of insurance for the handler and therapy animal, with coverage of at least $1,000,000 per occurrence and "Prince William County Government" named as an additional insured. The vendor must update and provide certificates with their vendor MOU, and PWPL will maintain current paperwork with the Programming Office.

For events where the public will interact with therapy animals, PWPL staff will help the vendor manage and administer participant waiver forms and PWPL will maintain records for one year with the Programming Office.

EVENT/INTERACTION REQUIREMENTS

1. Supervision: A PWPL employee must be designated to manage and actively monitor the event and interactions.
2. Specified Area: Therapy Animal interactions must be limited to a specific, defined space that includes signage identifying the activity taking place. The setup must allow personnel who do not wish to participate to easily avoid the area without disrupting their work or workspace.
3. Identification: K-9 therapy animals and handlers must wear a harness, vest, cape, identification tag, or other gear that readily identifies their status.
4. Control: The handler must be in full control of the therapy animal at all times. The care and supervision of a therapy animal is solely the responsibility of its handler.
5. Leash: Except when crated, the K-9 therapy animal must be on a leash at all times. The only exception is for animals trained to perform preapproved tricks and stunts as part of their program.
6. Clean-up Rule: The handler must:
1.   Always carry equipment sufficient to clean up the animal's urine and feces.
2.   Never allow the animal to urinate or defecate on any property, public or private, unless the handler immediately removes the waste.
3.   Be responsible for properly, disposing of the animal's feces and for any damage caused by the waste or its removal.
4.   Crates and cages must be clean and odor-free.
7. Disruption: The handler must immediately remove a therapy animal that is unruly or disruptive from library facilities upon request from the designated Supervisor.
8. Food and Water Areas: Food and water areas must be provided and kept clean. Food must be properly stored.
9. Incident Reporting: The supervising employee or Public Safety Volunteer is required to immediately report any incidents involving therapy animals and/or handlers to County Risk & Wellness Services.

OPTION TO OPT OUT OF THE EVENT

For personal, cultural, and/or medical reasons, some PWPL staff may choose not to interact with therapy animals, and the staff's supervisor must take steps to respect that choice. Staff may notify their supervisor ahead of the event time to request to opt out of the event. PWPL prohibits retaliation against any employee who opts out of therapy animal events.

COMMUNICATION REQUIREMENTS

All PWPL policies are available on the internal PWPL SharePoint page. This policy will also be available on the PWPL website and reviewed annually.

All vendors are required to sign a Program Agreement/MOU at least 30 days before the event.

Library Cards and Fees – Borrowing Privileges Policy

Approved by the Library Director June 6, 2025

Prince William Public Libraries (PWPL) library borrowing privileges are extended to individuals who meet eligibility requirements for a free library card or purchase a nonresident library card.

A person applying for a library card must provide proof of eligibility that verifies their address, i.e., driver's license, checkbook, postmarked letters addressed to the applicant, car registration, rental agreement, lease, utility bill, official online documents, or other identification.

PWPL requires a parent or legal guardian of an applicant under 18 to sign a Library User Agreement accepting responsibility for the materials checked out on the minor’s library card. The minor’s signature on the Library User Agreement form is not required.

Check Out of Materials

Library cardholders can borrow up to 100 items and must present a valid library card, the library card number, or identification to check out or renew items. If no library card, library card number, or identification is available, a borrower is limited to three (3) items upon verbal verification of phone number and address.

Loan Period

The loan period for items is three (3) weeks. Eligible items will be automatically renewed up to four (4) times as long as they are eligible.

Checkout Restrictions

A library cardholder will be restricted from borrowing items and library computer privileges if they owe $20.00 or more in fees. At the discretion of PWPL staff, a borrower may still be able to borrow up to three (3) items.

Lost, Missing, Damaged, Interlibrary Loan, and Other Materials Fees

• A borrower may be responsible for costs associated with damaged items, lost items, missing pieces from items, Interlibrary Loan fees, debt collection fees, returned check fees, or any other fees related to their account.
• Sixty (60) days after an account reaches $100.00, it becomes a debt collection issue, and an additional $10.00 service charge is then added to the account.
• Refunds cannot be issued for any fees paid on borrowed items.

Materials Selection Policy

Approved by the Library Board of Trustees May 26, 2022

1. Mission Statement
• A mission of the Prince William Public Libraries (PWPL) is to acquire, organize, and provide access to information and materials to meet the educational, social, informational and recreational wants and needs of the citizens and residents of Prince William County and the City of Manassas.
2. General Selection Policy

• Within budgetary limitations, PWPL purchases materials of current and permanent value in all subjects of interest to the community. Consideration is given to current demand as well as future community wants and needs. PWPL refers residents to other libraries when appropriate and acquires many materials for patrons from other libraries throughout the country through its Interlibrary Loan service.

  PWPL supports public, private and homeschool curricula by providing broad collections to assist users with term papers, science fair projects, regularly assigned projects, and by providing classic and contemporary titles often included on reading lists.

  Materials can be sequestered. Responsibility for a minor’s use of library materials rests with the minor’s parent(s) or legal guardian(s).

  PWPL is responsible for maintaining well-balanced collections. The presence of an item in the PWPL collection does not represent an endorsement of any theory, idea, or political view contained therein.

  PWPL will reconsider any material in its collection once a calendar year upon written request of a library patron in accordance with its Reconsideration Procedure.

3. Responsibility for Selection
• Ultimate responsibility for materials selection rests with the Library Director, who operates within the framework of policies determined by the Library Board of Trustees. The Director delegates selection responsibility to the Assistant Director for Materials Services and appropriate Materials Services staff.
4. Criteria for Selection

• The decision to acquire a specific title is based on factors such as: quality, usefulness, demand, currency, format, and price. Usefulness – the need for each item in relation to the rest of the collection and to the various interests of the community – is the primary factor in selection. Materials suggested for purchase by PWPL patrons are given due consideration if they meet selection policy guidelines and can be purchased within budget limitations. In addition to the criteria used in selecting print materials, factors considered when evaluating non-print materials include:technical quality, durability, accessibility in the case of downloadable items, and equipment required for use.

  Materials are evaluated as a whole and not on the basis of a specific chapter or passage. Due to the volume of print and non-print materials produced today, the selectors in the Materials Services Division cannot read, preview or purchase all items available. Therefore, the selection of materials is based on reviews in professional journals and sources, standard bibliographies, publisher’s catalogs and knowledge of the author’s expertise. Selectors also consider the reputation of the publisher or producer and the authority and significance of the author, director or composer.

  The DVD collection offers titles for entertainment, instructional, educational, and ninformational purposes.

5. Gifts
• Gifts are subject to the same selection policy as are purchased items.

Reconsideration Policy

Revised March 2025

Prince William Public Libraries is committed to ensuring complaints are handled in an attentive and consistent manner. Specific complaints about library materials are handled through the reconsideration process.

The reconsideration process begins with a discussion between the patron and the Branch Manager or the Building Supervisor if the Branch Manager is not available. A patron choosing to continue with a formal request to reconsider the material submits a completed reconsideration form that is available on the library website.

The completed form is forwarded to the Materials Services Division Chief, Deputy Director, and Library Director. The Deputy Director will form a reconsideration committee of three library staff members. Working independently, each committee member provides their review and action recommendation to the Materials Services Division Chief, who determines what action the library will take with the Library Director’s approval. The patron is then informed in writing of the decision.

• References
• Library Bill of Rights (1939)

• Adopted by ALA Council, the Articles of the Library Bill of Rights are unambiguous statements of basic principles that should govern the service of all libraries.

• American Library Association's Freedom to Read Statement (1953)

• PWPL is responsible for maintaining well-balanced collections. The presence of an item in the PWPL collection does not represent an endorsement of any theory, idea, or political view contained therein.

• Access to Library Resources and Services for Minors (1972)

• PWPL will reconsider any material in its collection once a calendar year upon written request of a library patron in accordance with its Reconsideration Procedure.

• Libraries: An American Value (1999)

• PWPL will reconsider any material in its collection once a calendar year upon written request of a library patron in accordance with its Reconsideration Procedure.

Naming Policy

Approved by the Library Board of Trustees October 27, 2022
Supersedes December 3, 2015

This policy establishes recommendations for the naming of spaces within library facilities or specific areas on the grounds of Prince William Public Libraries (Library). The naming of Library buildings follows the established Library practice of naming buildings according to their geographic location.

Commemorative naming is in recognition of distinguished service or significant financial contribution by the individual or group to Prince William Public Libraries or to a specific Library facility. Naming opportunities will be at the discretion of the Library Board of Trustees and will be determined on a case-by-case basis.

Community rooms, reading or study rooms, green spaces, other interior and exterior spaces, or portion of a facility may be named or renamed by the Library Board of Trustees. Additionally, the function of the area should be included in the naming of the space, i.e., “Children’s Room” or “Quiet Study Room” preceded by the name of the recognized individual or group.

The final selection of a name shall be the responsibility of the Library Board of Trustees based on recommendations of the Library Director and designated staff. Upon approval by the Library Board of Trustees, a commemorative plaque may be installed that is consistent with existing signage at the Library facility.

The Library Board of Trustees reserves the right to terminate or alter a naming designation under unusual or extraordinary circumstances.

Non-Resident Fee Policy

Approved by the Library Board of Trustees May 25, 2023

A non-resident may register for a library card upon payment of an annual fee. This fee entitles a non-resident to register for a card, which expires one year from date of issuance. Non-resident cards must be purchased in person and non-resident borrowers must present identification with proof of address. Paid non-resident cards confer all regular borrowing privileges.

A non-resident fee is calculated each fiscal year on a per household cost basis according to the following formula:

• The Library budget is divided by the population and the total then multiplied by the average household size of Prince William County. The annual Library Certified Financial Statement and the PWC Standard Data Set are used for the figures.

This formula assures that non-residents pay for library service the equivalent of the taxes paid for library support by the average household in Prince William County.

The non-resident fee is $113.00.

Policy on Photography, Videotaping, and Use of Other Recording Devices Policy

Approved by the Library Board of Trustees January 27, 2022
Supersedes January 26, 2012

Prince William Public Libraries’ (PWPL) primary mission is to provide library services to the residents of Prince William County and the City of Manassas. Individuals and organizations (including the media) are allowed to use cameras, video camcorders, and other recording devices as long as they abide by the policy set forth here. Photography, videotaping, or use of other recording devices may not interfere with the provision of library services. Staff will terminate any photography, videotaping, or recording session that appears to compromise public safety or security, or which blocks access to library materials or services.

Individual Photography/Videotaping

Persons or organizations (including the media) photographing, videotaping, or recording on library premises have the sole responsibility for obtaining the necessary releases and permissions from persons who are to be photographed, videotaped, or recorded. Taking photographs or videotaping of a minor requires the permission of the minor’s parent or guardian. PWPL undertakes no responsibility for obtaining these releases.

Non-PWPL/County organizations wishing to take photographs or video at any PWPL location must coordinate with PWPL’s Communications and Marketing Director by phone 703-792-6100 or [email protected].

Commercial Photography/Videotaping

PWPL does not permit commercial photography or filming within the library, except as follows:

• Community organizations holding scheduled events or meetings in PWPL Community Rooms or meeting rooms may arrange for their own commercial photography or videotaping/recording of their event. Such commercial photography and videotaping is restricted to the space reserved by the group, and the group is responsible for any necessary releases and permissions.

PWPL Staff Photography/Videotaping

PWPL reserves the right to document its services and the public’s use of the library. Official representatives of the library may take photographs, videotape, or use other recording devices within the library and at library-related events and activities for library purposes. These photographs and video may be copied, displayed, published (including on the library’s website and social media), and telecast for such purposes as promotion, publicity, and news to inform the public about the library. All such photography/videotaping will be in accordance with library procedures.

This policy extends to photographs and filming by library staff at Friends of the Library and Library Foundation events and at library booths and programs at public events in the community.

Programs Policy

Reviewed by the Library Board of Trustees 1/25/2024

Prince William Public Libraries’ (PWPL) programs align with its Strategic Plan, are equitable, and are not chosen based on personal beliefs, or political views. Programs may be presented by staff, volunteers, partner organizations, or paid presenters. Library programs are curated to connect our community with diverse, inclusive, and educational ideas and perspectives to include, but not limited to, early literacy, family programs, community building, entertainment, and programs for all ages.

All PWPL programs are open to the public. Registration may be required for planning purposes or when space is limited. Programs may be held onsite, off-site, or virtually.

External organizations or individuals partnering with PWPL on programs must coordinate marketing efforts and secure PWPL staff approval before distributing promotional materials.

PWPL reserves the right to edit any copy provided by a program presenter.

The PWPL Director must approve any sales of products at library programs.

PWPL Program Terms and Conditions

Revised March 2026

Supplier Registration: All paid performers and/or firms must register in the Prince William County Supplier Portal.

If Supplier is already registered, Supplier must confirm that the mailing address and banking information on file is up to date. Confirming this information ensures that payment is sent as quickly as possible.

Purchase Order: For paid programs, the County shall issue a Purchase Order to the Business to provide the services specified. The Purchase Order indicates that sufficient funds are available and shall act as the Contractor's notice to proceed. Services shall not begin until receipt of the Purchase Order by the Business. Free programs do not require a Purchase Order. The Terms and Conditions attached to the Purchase Order include important information and Suppliers are encouraged to review them carefully.

Payment: The County will make payment using the method selected on the Supplier’s profile in the Supplier Portal, within 30 days after completion of services and after receipt of an acceptable invoice. For businesses that are not equipped to provide an invoice, the PWPL Requester shall notify the PWPL Financial Services Division (in writing) that the services have been completed successfully, which shall serve as an invoice. No “advance deposits” shall be made by PWPL. Payment will be made within 30 days of the final session of the program.

Facility Closure: If PWPL must close due to inclement weather or other unforeseen circumstances, PWPL reserves the right to reschedule the program within two months at a time suitable to the vendor without incurring any additional fees or charges.

Graphics: Marketing information or promotional images (high-resolution photos, company logos, ADA disclaimers if applicable, etc.) may be sent to the PWPL Point of Contact. Photos must be at least one (1) megabyte and in focus. PWPL retains the right to edit submitted material for marketing purposes.

On-Time Start: Setup and takedown time are not included in the length of the program. Paid performers and/or firms shall arrive in time to complete setup and facilitate the start time of the program as agreed. Programs which do not start on time may be canceled at no cost to PWPL.

Code of Conduct: The Program Agreement may be terminated without payment by PWPL if performer violates PWPL’s Code of Conduct.

Sales: Book, CD, or DVD sales must be operated through the Friends of the Library. Such sales must be approved in advance by PWPL. All other solicitation for services or sales are prohibited by the PWPL Solicitation and Signage Policy. The distribution of business cards and/or fliers listing product information (relevant to the program) is permitted.

Photography: Performer agrees to comply with PWPL’s Policy on Photography, Videotaping, and Use of Other Recording Devices.

Solicitation and Signage Policy

Approved by the Library Board of Trustees September 22, 2022
Supersedes: 05/21/2015, 10/27/05, 05/26/05, 02/22/90, 10/20/88

Prince William Public Libraries (Library) buildings and grounds, including the outside entry, are limited public forums and are subject to the restrictions of this Policy. Individuals wishing to engage in circulating petitions or distributing leaflets on Library property are subject to the following rules and regulations. Distribution of materials on Library property does not constitute the Library’s endorsement of these materials.

1. Persons circulating petition or leafleting on Library property must do so outside Library buildings. For information on use of community and study room space, see Library Policy on the use of Community and Study Rooms.
   
   
2. Persons circulating petitions or leafleting shall not impede or otherwise intimidate patrons and staff wishing to enter or exit Library buildings or block the use of the Library’s book returns.
   
   
3. Persons circulating petitions or leafleting shall not occupy areas designated as fire or emergency lanes and shall not occupy parking spaces or parking garages.
   
   
4. Persons circulating petitions or leafleting are permitted to set up a single table with signs and literature so long as it does not interfere in any way with patron and staff access to the building.
   
   
5. No leafleting, distribution of literature, or solicitation is permitted for the purposes of selling items, merchandise, tickets, or other for-profit activities.
   
   
6. Panhandling is not permitted on Library property.
   
   
7. The Library is not responsible for any harm or injury suffered by persons circulating petitions or distributing leaflets, or by those who are signing a petition.
   
   
8. All signs, other than those produced by the Library, are prohibited on Library property. Signs posted on Library grounds will be removed and disposed of.
   
   
9. Library staff, Friends of the Library, Library Foundation, Library Board of Trustees, and other County agencies are exempt from the above constraints in promoting Library or County activities and issues.
   
   

Library facilities serving as polling places follow election guidelines as set in the Code of Virginia (https://law.lis.virginia.gov/vacode/title24.2/chapter6/). Signs may be placed outside the buildings for a maximum of 24 hours on Election Day. No electioneering may take place within 40 feet of any entrance of a polling place. During times of absentee balloting, no signs are permitted on Library property.

Unattended Children and Vulnerable Adults Policy

Reviewed by the Library Advisory Board of Trustees 2/22/2024
Approved by the Library Director 02/06/2024

Prince William Public Libraries (PWPL) welcomes children and vulnerable adults, provided their behavior conforms to the PWPL Code of Conduct. PWPL staff are committed to the well-being and safety of children and vulnerable adults and are happy to help them use the library. Any public place may pose risks for a child or vulnerable adult left unattended and unsupervised by a parent, legal guardian, or caregiver. Parents, legal guardians, or caregivers must control and prevent behavior that disrupts the normal operations of the library or disturbs library users or staff and abide by the following policy.

Unattended Children

• Children under the age of twelve (12) must always be accompanied by a parent, legal guardian, or caregiver and should not be dropped off at the library. If a child is unattended, PWPL staff will contact the child’s parent, legal guardian, or caregiver. Children 12 and older may use the library unattended, provided they follow the PWPL Code of Conduct.
  
  
• Children eight (8) years of age and younger must be directly supervised by a parent, legal guardian, or caregiver on library property.
  
  
• Staff can assist children using library resources but cannot provide childcare or assume responsibility for their safety. Parents, legal guardians, or caregivers are responsible for their child’s behavior and appropriate use of the library materials and space. PWPL staff will intervene if children are left unattended or if there are concerns over safety, disruptive behavior, property damage, or well-being.
  
  
• If a parent, legal guardian, or caregiver cannot be reached by closing time or fails to arrive within 30 minutes after being contacted, PWPL staff will contact legal authorities to take charge of the situation involving the unattended child. PWPL employees are prohibited from transporting an unattended child under any circumstances.
  
  

Vulnerable Adults

• A vulnerable adult is any person 18 years of age or older who is impaired by reason of mental illness, intellectual or developmental disability, physical illness or disability, or other causes, including age, to the extent the adult lacks sufficient understanding or capacity to make, communicate, or carry out reasonable decisions concerning their well-being or has one or more limitations that substantially impair the adult's ability to independently provide for their daily needs or safeguard their person, property, or legal interests. (Code Ann. 18.2- 369)
  
  
• Staff can assist Vulnerable adults using library resources but cannot provide assistive care or assume responsibility for their safety. Legal guardians or caregivers are responsible for their vulnerable adult’s behavior and appropriate use of the library materials and space. PWPL staff will intervene if vulnerable adults are left unattended or if there are concerns over safety, disruptive behavior, property damage, or well-being.
  
  
• If a legal guardian or caregiver cannot be reached by closing time or fails to arrive within 30 minutes after being contacted, PWPL staff will contact legal authorities. PWPL employees are prohibited from transporting an unattended vulnerable adult under any circumstances.
  
  

Use of Library Meeting Rooms Policy

Approved by the Library Director 2/2026

Prince William Public Libraries (PWPL) welcomes children and vulnerable adults, provided their behavior conforms to the PWPL Code of Conduct. PWPL staff are committed to the well-being and safety of children and vulnerable adults and are happy to help them use the library. Any public place may pose risks for a child or vulnerable adult left unattended and unsupervised by a parent, legal guardian, or caregiver. Parents, legal guardians, or caregivers must control and prevent behavior that disrupts the normal operations of the library or disturbs library users or staff and abide by the following policy.

Use of Meeting Rooms

Prince William Public Libraries (PWPL) provides community and study rooms of various sizes for library-related activities at the following branches:

• Bull Run Library – 703-792-4500
• Central Library – 703-792-8360
• Chinn Park Library – 703-792-4800
• Dumfries Library – 703-792-5678
• Haymarket Gainesville Library – 703-792-8700
• Manassas City Library – 703-792-8820
• Montclair Library – 703-792-8740
• Potomac Library – 703-792-8330

1. Rooms are available on equal terms without charge, regardless of beliefs and affiliations. Permission to use meeting rooms does not constitute library endorsement of the user’s beliefs or opinions.
   
   
2. Commercial, campaigning, and fundraising activities are not permitted. Admission fees may not be charged. Groups may charge a small fee to cover supply costs at the discretion of the branch manager.
   
   
3. PWPL is unable to accommodate the use of meeting rooms for social or personal events (e.g., birthdays, funerals, wedding receptions, reunions, etc.).
   
   
4. All publicity must carry the name and contact information of the event organizer. The library cannot be identified as the event sponsor, nor can the library’s phone number be listed. Library addresses must not be listed as the official addresses of organizations or groups utilizing library meeting rooms
   
   
5. The library assumes no responsibility for loss, damage, or liability/injury incurred by use of the facility.
   
   
6. The library cardholder on the reservation is responsible for any damage to the facility, furniture, and equipment during the period of use. Charges will be assessed based on the item's or damaged equipment's commercial value.
   
   
7. Individuals and groups are responsible for room setup. Rooms are only available during regular library hours. Individuals and groups must vacate meeting rooms 30 minutes before the library closes. Equipment, supplies, and personal effects may not be stored in the library before or after use of the room.
   
   
8. Individuals and groups are responsible for cleaning and restoring rooms to their original state. Clean-up must be completed during the reservation period. Failure to return the room to its original state may result in loss of reservation privileges or damage fees, if applicable (e.g., carpet stains, wall markings, etc.).
   
   
9. Attendance at events in library meeting rooms will be limited to the capacity posted on the Room Use Application.
   
   
10. The following items are prohibited from library meeting rooms: alcohol, helium balloons, potentially hazardous materials, and open flames (candles, canned heating items, etc.).
    
    
11. A/V compatibility and equipment availability varies from location to location. Contact the branch to confirm.
    
    
12. All activities and participants must follow the PWPL Code of Conduct Policy and Prince William County rules and regulations.
    
    
13. Failure to comply with policy guidelines may result in a loss of meeting room privileges.
    
    

Community Room Guidelines

1. Community Room reservations are open to community groups and organizations that serve Prince William County or the City of Manassas. Community rooms are not intended for individual use and require a minimum of eight attendees for reservations.
   
   
2. Reservation requests can be made by physical library cardholders ages 18 and up.
   
   
3. Reservation requests can be made 90 days in advance. Reservations are limited to one booking per month, per library, per group.
   
   
4. Refreshments and food (excluding alcohol) may be consumed in the Community Rooms. Food deliveries may not disrupt library operations.
   
   

Study Room Guidelines

1. Reservation requests can be made by physical library cardholders ages 12 and older.
   
   
2. Reservation requests can be made 14 days in advance. Library cardholders are limited to three two-hour reservations per week.
   
   
3. Study rooms have no minimum attendance requirement.
   
   

Gaming Lounge Guidelines

1. Reservation requests can be made by physical library cardholders ages 12 and older.
   
   
2. Reservation requests can be made 14 days in
   
   
3. Users should have a working knowledge of video games and equipment. Staff are unable to demonstrate or play games.
   
   

Reservation Information

1. To view room availability and make reservations, visit https://www.pwcva.gov/department/library/room-reservation.
   
   
2. The library cardholder who made the reservation is responsible for the room and must be present during the entire length of the reservation. Identification will be requested at check-in.
   
   
3. Rooms will be held for a maximum of 15 minutes past the reservation start time.
   
   
4. Users may not schedule any room reservations on a regular, continuous basis (e.g., the second Monday of each month).
   
   
5. The library should be notified of meeting cancellations as soon as possible. Repeated cancellations may result in temporary loss of reservation privileges.
   
   

Prince William Public Libraries programs and events, Friends of the Library and Library Foundation activities, and Prince William County use take precedence over public reservations.