Reservation Policies. Please read before submitting a request at the bottom of this page.
This policy is administered by the CFM Building Committee and exceptions to the stated policy must be negotiated through the Scheduler in consultation with the Committee.
Charlottesville Friends Meeting Building Use Policies
Notice about using the Meeting House during the COVID pandemic: We request that each group consult and follow the Governor’s COVID guidelines for meetings. We will post the appropriate signage and assist in identifying how to maintain social distancing as needed.
The Charlottesville Friends Meeting (CFM) makes designated spaces in the building available for use by the CFM family, Rosehill Neighborhood Association, and the public at large.
The primary use of the Meetinghouse and one to which priority will be given is the work of the Meeting. Committee groups, ad hoc groups, Meeting business in general will be given the highest priority, and outside groups that have reserved space may need to change their meeting to accommodate such usage.
The Meetinghouse is open to groups and individuals for use in harmony with Quaker principles and at the discretion of the Building Committee.
Specific restrictions include:
- No pets
- No alcohol
- No tobacco products
- No illegal drugs
- No firearms
- No open flames or candles
- No excess noise
- No glitter or confetti
- No tape on walls or floors
- No partisan or political materials
- Children are to be supervised at all times.
- Unless an exception has been granted by the Scheduler, Groups are asked to vacate premises by 9 pm as a courtesy to our neighbors.
Service Animals:
The only animals allowed at the Meeting House are service animals that accompany and stay with a person with an identified disability as defined by Virginia law. See the rules about ADA and Service animals here.
Reservations
Only meetings and events approved by the Meeting Scheduler are authorized to use the Meeting House. The Meeting’s google calendar is the official record of authorized events. The Scheduler will try to post a printed version on the Library door, but that is for informational purposes only.
Outside groups and individuals may REQUEST SPACE USING THE FORM FOUND at the bottom of this page. The Meeting’s committees may reserve space by sending emails to the scheduler.
Building Access and Security
The contact person for groups will be given the combination for the keyless lock on the building they are to use and the WIFI password. These combinations will be changed periodically and authorized users will be notified of the new code. The code must be kept confidential by the contact person and not shared with a larger group of attendees.
Once inside, the contact person can unlock the door of the main building for access by group members. That contact person is responsible to lock the doors and windows before leaving unless another group is using the building at the time (see calendar).
Location of First Aid and Fire Extinguishers
| Room | Fire Extinguisher | First Aid kit |
| Kitchen near fridge | x | x |
| Mechanical Room | x | x |
| Hallway near bathrooms | x | |
| Library | x | |
| Annex bathroom | x | |
| Annex exit doors | x |
Cleaning
All groups who use the building are responsible for leaving the building clean when they leave and the furniture returned to where it was found. For the Community Room, see the pictures near the door to see how the furniture should be left when you exit.
Insurance
Renters agree to hold the Charlottesville Friends Meeting harmless in the event the Meeting is sued for harm caused by the event. Charlottesville Friends Meeting does not accept liability for any injuries that occur in connection with the activity while using our facilities.
Proof of liability insurance is required for any renter whose rental is intended specifically for children or youth.
Damages
If damage to the building or Meeting property occurs as a direct or indirect result of your event, you will be responsible for any repair costs incurred. Repairs will be done by contractors chosen by The Meeting to the satisfaction of the Building Committee. Such repairs may include such services as glass replacement, floor refinishing, painting, plumbing, replacement of electrical fixtures, or appliance repair.
Parking
Please respect the neighbors by not parking in their driveways or blocking the alleyway. Parking is available at the Murray High School parking lot during non-school hours.
Marketing
Invitations and announcements of the event may not use the name of the Meeting except as the designated location.
Storage
The Meeting does not provide overnight storage of outside group’s equipment or supplies, except as approved by the Building Committee. If storage is approved, items must be clearly marked and kept in designated locations.
Usage and Fees
Payment for the space is due on the day of space usage. Please put a check in the Treasurer’s mailbox in the Library, made out to Charlottesville Friends Meeting, with the description of the event on the memo line.
A suggested donation of $50 up to and including 4 hours of use. Some groups may be able to pay more, others less. Meeting-related groups, or those groups that are deemed an extension of the Meeting’s ministry, are not expected to pay to use the Meeting House.
The Scheduler has discretion in helping groups set a rate to help offset our costs. Groups that are using multiple spaces or charge admission would be expected to pay more ($150-200 per day).
Spaces and Maximum Occupancies
| Space | Availability | Max Occupancy |
| Community Room | Open | 100 |
| Warming Kitchen | Open when used with Community Room | – |
| Deck | Open | 90 |
| Worship Meeting Room | Worship-compatible groups who do not need to move the benches | 80 |
| Annex | Groups compatible with furnishings for young children | 25 |
| Parlor/ Teen room | Groups compatible with comfortable living room furniture | 10 |
| Library and front Foyer | CFM use only. Keep accessible to Library and Meeting office uses | 10 |
This policy is administered by the CFM Building Committee and exceptions to the stated policy must be negotiated through the Scheduler in consultation with the Committee.
Scheduler: Shelley Marshall quakermeetingscheduler@gmail.com (434) 249-7691