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Video Teleconferencing (VTC)

Usage tips and troubleshooting options for Fairfax County Public Library VTC setups in public meeting rooms.

Terms and Conditions for use of VTC and Meeting Rooms

Library Responsibilities

  • Provide access to VTC Equipment, when operational. 
  • Provide written and digital instructions with general usage tips and troubleshooting options. 
  • Staff are not available for real-time troubleshooting. 
  • Provide brief video overview for equipment use. 
  • Lock up VTC equipment 15 minutes before library closing time.  

User Organization Responsibilities

  • Comply with “Guidelines for VTC Equipment Use” as provided by staff (next tab) 
  • Meetings must be held during regular library hours. 
  • Notify staff of any missing equipment at the start of your meeting time. 
  • Turn off the television set and return equipment to filing cabinet drawer or in person to library staff. 
  • Do not shut the file cabinet drawers on any extended cables. 
  • Inform staff when your meeting has concluded so the cabinets can be relocked. 
  • Stop using VTC equipment 15 minutes before library closing time.  
  • Individuals using VTC must sign a Letter of Agreement, be over 18 years of age, present a picture ID at the time the Agreement is signed, and review the video orientation.  The same representative is responsible for the orientation, signing the letter of agreement and attending the meeting.  

Guidelines for VTC Equipment Use

  • The group is responsible for their own technical set-up and reviewing usage documentation – staff are not available for real-time troubleshooting. 
  • Users are responsible for VTC equipment in the room whether it is used or not.
  • Television: Do not move the TV or touch wall-mounted equipment, as the hardware is covered by warranty.  
  • Speakers: Do not disconnect or remove speakers from the wall. 
  • Microphones: Return microphones to the storage bin when finished. 
  • Remotes: Return remotes to the storage bin when finished. 
  • Swytch cable: Download Display Link Drivers to use the Swytch cable for Windows/Mac devices: 
  • Laptops and other devices are not provided by the library. 

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Meeting Rooms—Terms and Conditions

The library's limited meeting room space is available whenever possible for use by non-profit community groups for educational, cultural and informational meetings and programs. Library-sponsored programs receive priority. The fact that a group is permitted to meet at the public library does not in any way constitute an endorsement of the group's policies or beliefs. The Library Board of Trustees is the final authority in granting or refusing permission for use of the room.

  • All meetings must be free and open to the public.
  • While groups must be non-profit, formal registration as a non-profit organization (501c3) is not required. Use of library meeting rooms is not permitted for any kind of fundraising or commerce or to conduct any business of a for-profit organization (e. interviews, meetings, or sales pitches). No sales or admission fees are permitted unless sponsored by the Library Board of Trustees.
  • Individuals may not reserve meeting rooms in advance. Vacant rooms are available on a walk-in basis upon request by an individual or other non-qualifying group. Walk-in meeting room sessions last for one hour and may be extended at the end of the hour if the room is not needed by others.
  • Meeting rooms and conference rooms may be reserved up to 60 days in advance. Groups are limited to 1 FCPL meeting room reservation a week; our booking week runs Sunday-Saturday (7 days).
  • Group study rooms, available at some branches, may be reserved up to one week in advance. Groups are limited to 2 hours per day, 2 times per week.
  • Reservations are held for a maximum of 30 minutes.
  • Wireless internet access is available at all library branches.
  • Users must abide by the Library Board of Trustees Meeting Room Policy
  • Users are responsible for room setup, including arrangement of tables and chairs, and cleanup, including returning furniture to its original placement. Setup/cleanup time should be included in the reservation. Groups are expected to leave rooms in an orderly condition promptly at the conclusion of the reserved time.
  • Users are responsible for VTC equipment in the room whether it is used or not.
  • Light refreshments may be served in conference and meeting rooms. Groups are responsible for supplies and prompt cleanup. The use of alcoholic beverages in county facilities is strictly prohibited except when and where specifically authorized by the county executive.
  • Groups are responsible for all publicity. The location of the library may be publicized but the library telephone number may not be included in publicity.
  • Assistive listening devices are available at some branches and may also be borrowed from the library's Access Services branch; call 703-324-8380 or TTY 703-324-8365 to make arrangements. If special accommodations are needed, please call the branch.
  • Groups using the meeting rooms are responsible for maintaining order, for compensating the library for damages to the premises, equipment or furnishings that occur during their use, and for the safekeeping of any private property brought into the library.
  • The Fairfax County Public Library Code of Conduct applies to all persons using the meeting rooms.

Costs and Fees 

The user/organization will be responsible for all losses, including property damages resulting from the use of the equipment during the time specified in this Letter of Agreement. Any and all damages must be reported to Library staff as soon as possible. Equipment fees will be charged if parts are lost or damaged. 

Damage to TV or Logitech System:  

  • Rally Plus System - $2,600 
  • Samsung TV – $1,500 
  • Labor costs may also be incurred. 
  • Tap Panel: $999 
  • Swytch Cable: $999
  • Microphones – Individual/Three per Branch: $350 each 
  • Mic Pod Hub - $250 
  • Logitech Remote: $35 
  • Samsung TV Remote: $20 
  • HDMI Cable: $10 
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