Our Meeting Rooms are Reopened!

All meeting rooms are now available for reservation and use beginning April 4, 2022.

The Charles County Public Library is proud to offer free meeting room space for public use. The meeting rooms are primarily used for Library-sponsored and co-sponsored programs. However, when not reserved by the library, the meeting rooms are available for public use. Meeting room users (individuals or groups) must observe the Library’s rules while using our spaces, and activities within this space may not discriminate on race, color, national origin, sex, religion, age, disability, or other class protected by law. We reserve the right to attend any reserved meetings/events (with the exception of government bodies and executive sessions) to make sure that all activity is following CCPL Policy and our Meeting Room Regulations (listed in further detail below). Using our meeting rooms is also subject to the CCPL Program Policy. The Library has the right to cancel and to refuse existing and future reservations to users who fail to comply with our meeting room policies and regulations.

Full information on our meeting room regulations, the meeting space that we offer and how to make a reservation is listed below. Still have questions? Call us at the branch where the meeting room you are interested in is located.

La Plata & Potomac Meeting Rooms

Waldorf West Branch Meeting Room Images

Waldorf West Branch Group Study Room Images

Standard Fixtures 

  • Total Floor Area of Room: 878 sq ft
  • Minimum Capacity: 5
  • Maximum Capacity: 55
  • Sink available
  • Parking: space is very limited
  • Tables (8) & Chairs (55)
  • Flat-screen television

Standard Equipment *by request*

  • Tech kit (HDMI cable, Apple HDMI adapter, TV remote, clicker device)
  • Mobile Podium with Wireless Sound (two wireless handheld mics, one lectern mic with light, and speaker)
  • Laptop
  • Projector Kit

Standard Fixtures

  • Total Floor Area of Room: 893 sq ft
  • Minimum Capacity: 5
  • Maximum Capacity: 72
  • Sink available
  • Tables (7) & Chairs (72)
  • Flat-screen television

Standard Equipment *by request*

  • Tech kit (HDMI cable, Apple HDMI adapter, TV remote, clicker device)
  • Mobile Podium with Wireless Sound (two wireless handheld mics, one lectern mic with light, and speaker)
  • Laptop
  • Projector Kit

Standard Fixtures

  • Total Floor Area of Room: 782 sq ft
  • Minimum Capacity: 5
  • Maximum Capacity: 52
  • Tables (8)
  • Chairs (50) *more by request*
  • Flat-screen television

Standard Equipment *by request*

  • Tech kit (HDMI cable, Apple HDMI adapter, TV remote, clicker device)
  • Laptop
  • Projector kit
  • Mobile Podium with Wireless Sound (two wireless handheld mics, one lectern mic with light, and speaker)
  • White board easel (w/ markers & eraser)

Standard Fixtures

  • Total Floor Area of Room: 576 sq ft
  • Minimum Capacity: 5
  • Maximum Capacity: 38
  • Tables (6+)
  • Chairs (24) *more by request*
  • Flat-screen television

Standard Equipment *by request*

  • Tech kit (HDMI cable, Apple HDMI adapter, TV remote, clicker device)
  • Laptop
  • Projector kit
  • Mobile Podium with Wireless Sound (two wireless handheld mics, one lectern mic with light, and speaker)
  • White board easel (w/ markers & eraser)

Standard Fixtures

  • Total Floor Area of Room: 576 sq ft
  • Minimum Capacity: 5
  • Maximum Capacity: 38
  • Tables (6+)
  • Chairs (24) *more by request*
  • Flat-screen television

Standard Equipment *by request*

  • Tech kit (HDMI cable, Apple HDMI adapter, TV remote, clicker device)
  • Laptop
  • Projector kit
  • Mobile Podium with Wireless Sound (two wireless handheld mics, one lectern mic with light, and speaker)
  • White board easel (w/ markers & eraser)

The Waldorf West Group Room 2 (Quiet study / teen study) is located on the second floor of the Waldorf West Branch. This room is only available when the Library is open. To access this room, you must come to the Waldorf West branch and speak to a staff member to inquire about availability. The room is available for drop-in use with the following schedule:

• Monday – Thursday: Quiet Study 9:00am – 2:30pm
• Monday – Thursday: Teen Study 2:30pm – 7:30pm
• Friday: Quiet Study 1:00pm – 4:30pm
• Saturday: Quiet Study 9:00am – 12:00pm
• Saturday: Teen Study 12:00pm – 4:30pm

Please see library staff to utilize the room.

Set-up, take down, and clean-up of the room must all be done during the time you are using the room. Advance access to this room is not available. All users must vacate the room no later than 30 minutes prior to Library closing time.

Meetings rooms are not available for:

  • Social gatherings (including but not limited to birthday parties/events, receptions, showers, etc.)
  • Activities that may disrupt daily library operations
  • Uses that could be viewed as a potential threat to the life, safety, or property of an individual as determined by the Branch Manager of the location of the meeting room

All local, state, and federal laws and fire codes must be followed, including the Library’s Rules of Conduct. Open flames and alcoholic beverages are not allowed. For safety, furniture and objects cannot be placed within 3 feet of fire extinguishers and exits.

Rooms require a minimum number of people attending an event in order to reserve the room*:

  • La Plata Large Meeting Room: 5 minimum / 55 maximum
  • Potomac Large Meeting Room: 5 minimum / 72 maximum
  • Waldorf West Large Meeting Room A: 5 minimum / 52 maximum
  • Waldorf West Large Meeting Room B: 5 minimum / 38 maximum
  • Waldorf West Large Meeting Room C: 5 minimum / 38 maximum
  • Waldorf West Large Meeting Rooms Combined A&B: 10 minimum / 90 maximum
  • Waldorf West Large Meeting Rooms Combined A&C: 10 minimum / 90 maximum
  • Waldorf West Large Meeting Rooms Combined A,B&C: 15 minimum / 128 maximum
  • Waldorf West Group Room 1 (SOAR Innovation Space): 1 minimum / 10 maximum
  • Waldorf West Group Room 2 (Quiet Study/Teen Study) [Drop-in use only — first come, first served]: 1 minimum / 3 maximum 
    • Monday – Thursday: Quiet Study 9:00am – 2:30pm
    • Monday – Thursday: Teen Study 2:30pm – 7:30pm
    • Friday: Quiet Study 1:00pm – 4:30pm
    • Saturday: Quiet Study 9:00am – 12:00pm
    • Saturday: Teen Study 12:00pm – 4:30pm
  • Waldorf West Group Room 3: 2 minimum / 10 maximum
  • Waldorf West Tutor Room 1 or 2: maximum 3

*Minimum attendance requirements may be adjusted on the day of the reservation at the discretion of library staff.

*Minimum attendance requirements will be waived for paying users.

  • All rooms are FREE for the first two reserved hours each day.
    • Excluded from these fees are local, state, and federal government offices/departments and their elected officials, when the room is being used in an official government capacity.
  • Cash, credit, or money order are accepted forms of payment
  • Payments are to be made no more than 5 business days after an approved reservation date.

The following fees apply:

Type of Room 0.5-2.0 hours 2.5-4.0 hours 4.5-6.0 hours 6.5-8.0 hours
Large Meeting Room* $0 $100 $200 $300
Group Room $0 $50 $100 $150
Individual Study / Tutor Room $0 $25 $50 $75

*Large Meeting Rooms are at La Plata, Potomac, and A, B, & C at Waldorf West. For combined reservations of A,B, or C at Waldorf West multiply the fee by the number of rooms required.

If you have paid a rental fee, you can determine whether your gathering will be open to the public.

  • You can reserve a meeting room up to 60 days in advance (exceptions may be made in the case of Charles County Government departments and officials).
  • The maximum time in a day you can reserve a room is 8 hours. However, the Library may restrict use of rooms based on public demand.
  • You can only reserve 1 meeting room per day.
    • Please note: Using different individual’s names to register the same group, or changing the name of the group, for multiple day reservations is not allowed.
  • When making a reservation, keep in mind that you will need time to set-up, take down, clean, and remove all personal items and trash before leaving. Please add this additional time to your room reservation.
  • Users must vacate the room no later than 30 minutes prior to Library closing time.
  • If a non-paying user (0.5-2.0 hour reservation) has not checked into the room within 30 minutes of the reserved start time, the reservation will be considered abandoned and the reservation will be cancelled.
  • Interviewers and Tutors must reserve the meeting room themselves. Those being interviewed or tutored must defer to the interviewer or tutor to make the reservation.
  • Rooms are not available when the Library is closed. Exceptions for Charles County Government departments and officials may be requested.
  • Final approval of a reservation request will not be granted until the Library receives fee payment.
  • Events in large meeting rooms must maintain at least one adult (18 or older) in attendance at all times.

Given 24-hours’ notice, reservations may be canceled without any penalty by phone or email to the Library. Without notice, it may lead to suspension of using library meeting rooms:

  • 1st missed reservation  = Warning
  • 2nd missed reservation = 1 week suspension of meeting room privileges from all branches
  • 3rd missed reservation  = 1 month suspension of meeting room privileges from all branches
  • 4th missed reservation = Determination of action at discretion of the Branch Manager

In case of inclement weather, it is your responsibility to know about the Library’s closings by either:

  1. Calling the Library,
  2. Checking the Library’s website, or
  3. Checking announcements on local news.

If we have to close due to weather,  the library will issue a refund if your reservation is unable to be rescheduled.

Publicity for your event on Library property is limited to designated areas. Please check with the Branch Manager of the location where you have reserved a meeting space for more information.

All Publicity

  • Must carry the following statement:
    • “The Library and the Library Board of Trustees do not promote or endorse the views of the program sponsors, program content or presenters.”
  • Must not use the Library’s name, logo, address, or phone number as the official address/headquarters of the sponsoring entity
  • Must carry the name and contact information of the sponsoring entity/organization
  • Permission to use a room does not constitute nor imply a statement of support by the Library and the Board of Library Trustees for the program sponsors, content, presenters or subject matter of the event.
  • You as the meeting room user assume responsibility for any financial costs for damages and/or liability resulting from use of rooms, including a $50.00 administrative fee for any extra custodial care required after use.
  • We will provide the equipment listed in the meeting room descriptions. Meeting room users are responsible for bringing any additional items needed.
  • Patrons are solely responsible for their own laptops, projectors, screens, etc.
  • Library staff may not be available for troubleshooting or technical support on the day of the event. If you would like to test your equipment prior to your reservations, we encourage you to make arrangements in advance.
  • The Library is not responsible for lost or stolen articles.
  • If you do not check in for your free reservation (i.e. 0.5 – 2 hour reservations) within 30 minutes of the reserved start time, the reservation will be considered abandoned and will be canceled.
  • All meeting room users must leave the room in good condition 30 minutes prior to the Library’s closing time.
  • If a room is being used for interviews or tutoring, the interviewer/tutor must reserve the meeting room(s) for both parties.
  • Meeting rooms are unavailable when the Library is closed (with the exception of Charles County Government departments and officials).
  • Final meeting room reservation approval will not be granted until the Library receives payment (where applicable).
  • Large meeting room events must have at least one adult (18 years or older) in attendance at all times.
  • Everything pertaining to your event must stay contained in the meeting room. This includes tables, banners, persons, etc.
  • You may not change the wall layout of the meeting room to hang, attach, or remove items.
  • Materials connected to a meeting room reservation are not able to be stored at the Library.
  • Admission fees may not be charged, but products and services can be sold inside the rooms. Solicitations outside these rooms are not permitted.

Failure to comply with these or other meeting room regulations, including failure to check-in or check-out, late-cancellations, blocking fire extinguishers or fire exits, or failure to clean the room will jeopardize your future access to meeting rooms at all locations. Exceptions to the regulations may be made at the discretion of the Branch Manager.

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.

Charles County Public Library
Meeting Room Regulations
Approved: 1/7/2016
Revised: 10/21/2019, 11/4/2021, 4/4/2022