The following rules and regulations apply to organizations desiring to use the County Auditorium. The Office of the County Administrator is responsible for assuring that these rules and regulations are followed and that maximum security and safety are maintained at the facility.

1. Application Required

Prior to the use of any County facility, a permit from the County must be issued. Organizations permitted to use County facilities are non-profit community organizations within Brunswick County or governmental entities. The officer of the organization who has the authority to act on behalf of the organization is responsible for completing and submitting the application.

An application must be submitted at least two (2) weeks prior to date(s) requested to Cynthia Gregg, Virginia Cooperative Extension Service, 100 Tobacco St., Lawrenceville, VA 23868.  Applications will be processed on a first come, first approved basis with priority, if a scheduling conflict should arise, given to governmental agencies. Organizations who desire to use the Auditorium on a regular basis may submit an application for such use covering a four month period; every four months the application must be renewed.

2. Acceptance or Rejection

The County reserves the right to accept or reject, at any time, an application if such application does not meet the requirements set forth herein or because at the time of application such facilities are not available because it has been reserved. In scheduling of the use of County facilities, County activities shall have first priority; all other events shall be scheduled on a first come, first serve basis.

3. Activities

Only those activities that are open to the public or to the membership of the organization will be allowed; use of the facilities for private events is not permitted.

4. Admission Charges

Charging admission fee or requesting donations to attend meetings or events held on county property is not permitted.

5. Prohibited Substances

Alcoholic beverages, fireworks, candles and other incendiary materials, or drugs are not to be brought, consumed or used at meetings or events on County property.

6. Crowd Limitations

Only as many persons, seat for seat, as the facility is designed to accommodate or that fire codes permit (or for outdoor spaces, a number determined by public safety officials) will be allowed at the meeting or event. The permit issued shall specify the expected occupancy. Should the attendance numbers exceed that limitation; the excess persons shall be turned away at the door. Note: maximum occupancy for the Auditorium is 126 persons.

7. Parking

The applicant shall specify on the application how parking will be arranged and controlled for the meeting or event.

8. Use Provisions

The applicant shall be responsible for the following:

• Opening and closing building;
  Note: The key to the building may be obtained from the Brunswick Sheriff’s Office, 120 E. Hicks Street, Lawrenceville, Virginia. Key must be returned to the Sheriff’s Office immediately following the event.
• Room set up and breakdown;
• Turn on/off lights; and
• Cleaning the building immediately following the event.

9. Other Manpower Services

As may be determined by the Sheriff, the Fire Marshall, or County officials, public safety personnel may be required to attend the event or activity. In addition, to protect County property, the County may assign a staff person to be on the premises during the event or activity. If such personnel are assigned, the applicant will be required to pay for such personnel services at the applicable overtime rate.

10. Food and Refreshments

There are no kitchen facilities available for use. Accordingly, food and refreshments may be brought in pre-packaged with no cooking or heating of items in the facility.

11. Interior/Exterior Maintenance

The use of all interior or exterior areas must be kept in good order; the permit holder will be responsible for the cleaning and removal of all decorations, trash, litter, and debris immediately after the close of the event.

12. Liability

The organization utilizing the facility shall be held responsible for:

• Proper conduct of persons in attendance; and
• Proper care of property - property shall be left free of trash/debris and in similar conditions and restored to the condition it was prior to occupancy.

13. Reservation for Use

Use of facilities is only permitted once the application has been approved and a permit issued.

14. Cancellation

A minimum of forty-eight (48) hours’ notice is required on all cancellations.

15. Smoking

Smoking is not permitted in any of the county buildings.

16. Decorations

Decorations must be done so as not to deface or damage any property and are subject to the approval of the County Administrator’s Office. All decorations must meet building and fire prevention codes of the County and are subject to inspection and approval by the County Fire Marshall.

17. Use of Audio, Visual, and Microphone System

The use of County-owned audio, visual, and microphone equipment is not permitted.

18. Permits

Additional permits, outside of those specifically mentioned herein, may be required for compliance with federal, state, and local laws and regulations. It shall be the responsibility of the applicant to obtain all required permits prior to the meeting or event.