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Charles County Public Library
Meeting Room Regulations
Revised: 10/23/13
Approved:  11/07/13

Meeting Room Policy

The Library welcomes the use of its meeting rooms by non-profit community interest groups and organizations, educational providers, government agencies, and businesses for meetings and training. The primary function of the meeting rooms is to provide space for Library sponsored and co-sponsored programs.   The Library reserves the right to attend any 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 or to ensure that Library policies are being followed.

 

Meeting rooms are not available for:


The Library reserves the right to allow sales conducted by the Newcomb-Hart Foundation, the C4CCPL, and the Library itself. Priority for use of the rooms will be given in the following order:


Charles County users will be given preference over out-of-county groups. 'Out-of- county' will be determined by the address of the group's headquarters, president, or group leader. The Library reserves the right to cancel, reschedule, or move any meeting room activity. Although advance notice will be given whenever possible, there may be occasions when advance notice is not possible.

Out-of-county and for-profit businesses and organizations are charged a fee for use of the meeting rooms


Meeting Room Regulations for Non-Library Programs


Meeting rooms require a minimum number of people attending a program in order to reserve the room:


Fees

Non-profit organizations and government agencies are not charged to use the meeting room. Proof of non-profit status may be requested. The following fees are applicable to for-profit businesses and organizations:

Large meeting rooms at La Plata and Potomac Branches: $25


Meeting rooms at Waldorf West Branch:


Out-of-County groups are charged an additional $25 fee to use each reserved meeting rooms.

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


Should the Library close due to an unforeseen non-weather emergency, the Library will notify the organization's contact person listed on the meeting room reservation. In the event of inclement weather, the organization's contact person should check broadcasts on local media stations, or call 301.934.3237 for the La Plata branch; 301.375.7375 for the Potomac Branch; or 301.645.1395 for the Waldorf West branch to determine whether the Library is open. The Library will not be responsible for notifying the group's contact person of library closure. If the Library closes or the meeting room becomes unavailable for the aforementioned reasons, the Library will offer to reschedule the meeting or issue a full refund.


Miscellaneous


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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.