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Charles County Public Library
Meeting Room Regulations
Approved: 1/7/16


NOTICE: New meeting room policies go into effect February 1st. The new policies will allow more activities and the opportunity for longer reservations! A new fee structure will also apply to new reservations starting February 1st. Click (here) for more details.

The primary function of the meeting rooms is to provide space for Library sponsored and co-sponsored programs. When not in use by CCPL, rooms are open and available for public use. Public gatherings must observe library rules and user (individuals/groups) activities may not discriminate on race, color, national origin, sex, religion, age, disability, or other class protected by law. The Library reserves the right to attend any events and meetings held in its facilities (except lawful executive sessions of government bodies) to verify that no illegal activities are taking place on the library’s premises and to ensure that Library policies are being followed.

The Library has the right to cancel existing reservations and to refuse future reservations to users who fail to abide by the meeting room policies and regulations. Failure to comply with these regulations including failure to check-in or check out, late-cancellations, or failure to clean the room will jeopardize future access to meeting rooms at all locations. Exceptions to the regulations may be made at the discretion of the Branch Manager.

Limitations
Admission fees may be charged and products and services may be sold inside rooms by users who have paid the for-profit fee to use the room.

Attendance Requirements
Rooms require a minimum number of people attending an event in order to reserve the room:
Fees
Non-profit and not-for-profit organizations and government agencies are not charged to use a room for the first 4 hours provided they are not charging admission fees or selling products and services.
However, the Library reserves the right to allows sales on behalf of the Newcomb-Hart Foundation, the C4CCPL, and the Library itself. Proof of non-profit status may be requested.

The following fees apply:

Type of Room User Type 0-4 hours 4-8 hours
Large Meeting Room* Not-for-Profit $0 $100
For-Profit $100 $200
Group Room Not-for-Profit $0 $30
For-Profit $30 $60
Tutor Room Not-for-Profit $0 $15
For-Profit $15 $30

*For combined reservations at Waldorf West, the fee is per room ($100 for A, $200 for AB, etc.)
If a rental fee has been paid, the entity reserving the meeting room determines whether the gathering will be open to the public.

Making Reservations

Cancellations
Reservations may be cancelled without penalty by providing 24-hours’ notice to the Library by phone or email. Failure to do so will result in a forfeiture of payment or a $25.00 fee if payment has not been received.
In case of inclement weather, users are responsible for calling the library, checking the Library’s website, or checking announcements on local radio stations regarding library closings. If the Library closes, the Library will issue a refund if the reservation cannot be rescheduled.

Publicity

Additional Information

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APPLICATION FOR USE OF LIBRARY MEETING ROOM
In consideration of the use of a meeting room, the applicant has read, understands and agrees to abide by all the provisions of the Library's Meeting Room Policy stated above. The applicant will (a) pay for all damages to any property of Charles County, and/or the Library resulting directly or indirectly from conduct of any member, officer, employee, or agent of the group or organization designated below, or any of its invitees, and, (b) will save harmless and indemnify the County and Library from and against any and all liability which may be imposed upon it for any injury to persons or property caused by the group or organization, or any other person in connection with a meeting. It is further understood that the County and Library assume no responsibility whatever for any property placed in any library in connection with a meeting; and that the County and Library is hereby expressly released and discharged from any and all liability for any loss, injury, or damage to persons or property which may be sustained by reason of a meeting (PDF version).

I have read the above regulations and agree to abide by them when using a library meeting room.