Charles County Public Library
Meeting Room Regulations
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:
individuals (except tutor rooms)
private gatherings and parties
activities for which admission, a donation, or a registration fee is charged
the sale of merchandise or services
solicitation for future sales
collection of attendee names, addresses, e-mail addresses, or other personal information
informational programs that could result in financial gain through contacts with attendees
business between a service provider and client for which a fee is charged with the exception of tutors
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 Public Library
Government departments and officials
Non-profit and community interest groups
For-profit businesses and organizations
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:
La Plata and Potomac Large Room - 5 persons
Waldorf West Meeting rooms A, B, or C - 10 persons
Combined A & B or A & C - 15 persons
Combined A, B, & C Room - 30 persons
Business Center - 5
Small Group Study Room - 3
Tutor Room - 1 (max. 3)
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:
Combined rooms A, B & C $110
Business Center Room $25
Small Group Study $20
Tutor Room $10
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.
Most meeting rooms can only be reserved for a maximum of four hours per day. The Library may restrict use of meeting rooms based on public demand.
Users are limited to one (1) reservation per day.
All users must vacate the meeting room no later than fifteen (15) minutes prior to Library closing time.
A representative of the group must check into the reserved room no later than 30 minutes after the reserved time. After 30 minutes, if no representative has checked into the reserved room, the reservation will be considered abandoned and the reservation will be cancelled. No refunds of the meeting room fees will be given if the reservation is cancelled for this reason.
Meeting rooms are not available when the Library is closed. Exceptions for Charles County Government departments and officials may be requested.
Applications for reservations are made from the Library's website, http:// www.ccplonline.org.
Users should include enough time for set-up, take-down and clean-up since the room will not be available until the user's scheduled time and no extra time after the meeting is allowed.
Final room reservation approval will not be granted until the Library receives fee payment.
Fees must be paid no later than 10 days after the initial request; otherwise the tentative booking will be cancelled by the Library. Payments are accepted by cash, personal check, credit card or money order. The check writer must have a library card. There is a $25.00 service charge for returned checks. Checks should be made payable to Charles County Public Library.
Reservations may be cancelled without penalty by providing 48-hour notice.
If a room fee has already been paid the library may offer to reschedule the meeting or issue a full refund.
Failure to cancel will jeopardize future reservations, and a $25.00 non-refundable administration fee for large meeting rooms or a $15.00 non-refundable administration fee for the Business Center room, small group study rooms and tutor rooms will be charged to both profit and non-profit groups.
If an organization misses two meetings without prior notification, future meeting room use will be revoked. Should an organization lose the privilege of using a meeting room at any branch, that organization is ineligible to use a meeting room at all Library branches.
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.
Any publicity 1) must carry the name and contact information of the sponsoring entity. The Library's name, address and phone number may not be used as the official address or headquarters of the sponsoring entity, and 2) must carry the following statement: “The Library and the Library Board of Trustees does not promote or endorse the views of the program sponsors, program content or presenters.
Permission to use the meeting room does not constitute nor imply a statement of support by the Library and the Board of Library Trustees for the organization or the content of the meeting.
No publicity is allowed on Library property outside of the building.
The meeting rooms are not available for fund-raising programs, except by the Charles County Public Library, the Newcomb-Hart Foundation and the Citizens 4 Charles County Public Library group. The Library has the right to allow admission charges and/or the sale of products by any entity presenting a program sponsored by or in cooperation with the Library.
No items are to be removed from, attached to or hung on the wall of any meeting room space.
Within the reserved time users will: set-up the space according to its own needs, restore the furniture and the room to the order shown on the plan posted on the wall, and clean up any messes.
When available, kitchen facilities may be used to assist in the serving of refreshments.
All trash must be removed from the room at the end of the reservation.
No food or drink is allowed in the Business Center room, small group study rooms or tutor rooms.
Users assume responsibility for any financial costs for damages and/or liability resulting from users' use of rooms, including a $25.00 non-refundable cleaning fee for any extra custodial care required after use.
The library does not provide any audiovisual equipment other than projection screens in our Waldorf West branch. Patrons are solely responsible for their own laptops, projectors, screens, etc. The library DOES NOT PROVIDE troubleshooting or technical support of any kind on the day of your event. Those wishing to access meeting rooms to test equipment must make arrangements in advance and are solely responsible for the operation of all equipment utilized for their event.
Users must abide by all local, state and federal laws and fire codes restricting maximum number of persons rooms may safely accommodate.
While on Library premises, gambling, open flames (including candles), smoking materials and illegal drugs, alcoholic beverages, firearms and weapons of any sort are strictly prohibited.
Youth organizations must maintain at least one adult 21 years or older in attendance during reserved time.
No group shall store materials at the Library.
No animals are allowed except Assistance Animals.
The Library is not responsible for lost or stolen articles.
Loud noise or any use of the meeting room which disturbs or disrupts Library customers is prohibited. Any group or organization will be refused the use of a meeting room if the noise level is expected to interfere with Library business.
The Library has the right to cancel existing reservations and to refuse future reservations to groups which fail to abide by the meeting room policies and regulations. Failure to comply with these regulations will result in the withdrawal of the privilege of further use of the meeting room by that group.
Exceptions to the regulations may be made at the discretion of the Director.
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.