Fauquier County Public Library

Bealeton Depot – Guidelines for Use

Organizations using the Bealeton Depot must observe the following guidelines/regulations:

    1. All meetings must be open to the public. The library reserves the right to waive this requirement upon the showing of good cause.
    2. Organizations using the Depot shall not discriminate on the basis of race, color, national origin, sex, religion, age or handicapped status in the provision of services.
    3. Occupancy is limited to 57 by order of the Fauquier County Fire Marshal.
    4. The Depot may only be scheduled for use during library open hours and must be concluded in sufficient time to return furniture and equipment to its original locations, clear the room of meeting materials, and to vacate the meeting room at least 10 minutes prior to closing.  The library director may waive this stipulation for library-sponsored programs.
    5. A non-refundable fee is charged for use of the room. However, a credit (good for one year) will be granted if two business days’ notice of cancellation is given.  A reservation is not confirmed until staff has approved availability and received payment and a signed reservation form.  Please consult the library’s fines and fees schedule for rental rates.
    6. Organizations may be asked to provide documentation of their non-profit status.
    7. The Depot and support facilities are provided “as-is” without warranty of any kind within the designated time period that they are suitable for any particular use or function. Groups and individuals are required to set up for their event, to return furniture and equipment to its original locations, and to leave the room clean and in its original state.
    8. The library reserves the right to request a deposit if it anticipates that an event may result in more than normal wear on the building and / or if any food or beverage (excluding bottled water) will be served. The deposit will be returned if the building is found in good repair typically within the following business week.  Please consult the library’s fines and fees schedule for the deposit amount required.
    9. Activities in the Depot must not disturb other users of the library.
    10. Renters are expected to bring their own supplies, including cleaning supplies. Trash cans, trash bags and a vacuum cleaner are provided.  Renters must remove all event trash from library premises; exterior trash bins are for library use only.
    11. If damage is incurred beyond the amount of the deposit, users will be charged for any necessary repairs. Organizations using the Depot assume responsibility for all damages, losses, replacement costs or injuries resulting from use of the facilities from the time they receive the key.  Loss of Depot key must be reported immediately and the applicant will be responsible for associated costs to re-key the building.  In the event a group fails to comply with the guidelines, they may also forfeit the opportunity to use FCPL meeting rooms in the future
    12. Alcohol, smoking, vaping and use of tobacco are prohibited. Use of open flames for any reason is also prohibited.  To protect and preserve this historic facility, nothing may be adhered to the interior or exterior faces of the building.
    13. Parking is available in the Bealeton branch library’s parking lot.
    14. Renters may place signage advertising their event in the yard on the street side of the Depot during the time period of their rental.
    15. The individual representing the group must arrange in advance with a designated staff person for instruction in use of available audio-visual equipment. A media projection system and screen is provided; renter provides laptop computer. Wireless Internet access is available; users must agree to the library’s Internet Use Policy.
    16. Storage facilities for a group’s materials are not provided. The library is not responsible for anything left in the Depot.
    17. In the event of inclement weather, the County of Fauquier and/or the Fauquier County Public Library will not be responsible for snow or ice removal. Applicants must accept full responsibility for safely clearing walkways to the Depot and must further agree to hold harmless and indemnify the County, its departments, and employees for any claims against them which may arise out of their failure to do so.  During severe weather events, please call the library branch or check website for operating status updates. The organization’s representative is responsible for notifying meeting attendees of cancellation due to library closures.  If rental is unable to make the arranged date due to inclement weather, a credit (good for one year) may be issued.
    18. The library reserves the right to cancel or reschedule reservations at any time (or for any reason) if circumstances warrant.