CHARLES COUNTY PUBLIC LIBRARY MEETING ROOM REGULATIONS 

(Policy last updated March 20, 2008)

Those interested in using a meeting room are encouraged to use our online form as soon as possible. Space is limited and our calendar fills quickly with reservations.

The following regulations apply to all groups wishing to use the meeting rooms:

a. Library meeting rooms are available to any groups except those for commercial and/or profit purposes. Meeting rooms are not available to an individual.

b. To use a meeting room, a group representative must complete a Meeting Room Application Form and abide by all Library regulations pertaining to Library meeting room use.

c. 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.

d. The Library may restrict use of meeting rooms based on public demand for use.

e. Any group using Library meeting rooms assumes responsibility for any financial costs for damages and/or liability resulting from the group’s use of the room.

f. Groups are responsible for abiding by all local, state, and federal laws while on Library premises.

g. The Library and the Board of Library Trustees do not necessarily, in allowing groups to meet on library premises, endorse the philosophy or activities of any group.

h. Use of liquor and/or illegal drugs are strictly prohibited in any library building.

i. Smoking is not allowed in library buildings.

j. Any possession of weapons in any library building is strictly prohibited.

k. Groups booking rooms during times when bad weather conditions are possible should call the Library in advance to determine the status of Library hours. If there is no answer when the Library should be open, the Library may be assumed closed because of bad weather or other emergency.

l. A $25.00 cleaning fee for each use may be charged to groups who do not leave the meeting room in proper order and tidiness.

m. Youth organizations using a meeting room must have at least one adult (19 years or older) present at all times.

n. Fees may not be charged for admission to a program, nor any product sold.

o. Kitchen facilities may be used for the preparation of light refreshments. Alcoholic beverages may not be served. Groups must leave the kitchen area clean and in order at the conclusion of their meetings.

p. Meetings must start when the Library is open and end no later than 11:00 p.m.

q. Meeting rooms are not available when the Library is closed.

r. Meeting room capacity, as established by the local fire code, shall not be exceeded.

s. Charles County groups will be given preference over out-of-county groups. Out-of-county groups will be determined by where the group headquarters is located or the President or group leader’s address. A fee of $25 for out-of-county groups will be due at the time of booking the meeting room. Payment may be made in cash or by check payable to Charles County Public Library. There are no refunds for meetings cancelled by the group. Governmental organizations that serve Charles County residents are exempt from the meeting room fee. (Part “q” approved by the Board of Trustees on January 20, 2005 and revised February 17, 2005).

t. No private or group parties are admissible including birthdays, anniversaries, graduations, family reunions, or showers as examples.

In consideration of the use of a meeting room, the person making a reservation agrees that:

(a) he/she will pay for all damages to any property of Charles County and/or the Library resulting directly or indirectly from the conduct of any member, officer, employee, or agent of the group or organization (designated below), or any of its invitees and;

(b) he/she 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/organization or any other person in connection with a meeting.

(c) If an organization misses two consecutive meetings without prior notification, future meeting room use may be cancelled. (Part "c" approved by the Board of Trustees on March 20, 2008).

(d) Loud noise or any use of the meeting room, which disturbs or disrupts library customers is prohibited. Any organization or group may be refused the use of a meeting room if the noise level is expected to interfere with library business. (Part "d" approved by the Board of Trustees on March 20, 2008).

It is 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.