St. Mary`s County Library

Meeting Room Policy

Click here for a Printable Version of the Meeting Room Policy.

 

POLICIES AND AGREEMENT GOVERNING USE OF MEETING ROOMS

 

Who Can Use:  Meeting rooms are for use by the St. Mary’s County Library for library meetings and other library-sponsored programs.  The Library also welcomes use of its meeting rooms by non-profit organizations, clubs, government agencies and educational providers who agree to observe the rules and whose activities will not adversely affect the library operations.  Private meetings and social activities are not allowed, nor are groups who purpose is commercial in nature.  All meetings must be open to the public with no fee required.

 

Availability:  Meeting rooms are available on a first come, first serve basis, regardless of the beliefs and affiliations of their members.  Library-sponsored programs will be given preference.  Upon adequate notice and for adequate reasons, the library reserves the right to revoke permission to use any meeting room.

 

Hours:  Meeting rooms are available Monday through Saturday beginning at 9:00 AM at all branches and on Sundays beginning at 1:00 PM at the Lexington Park Library only.  Groups must leave the building by 10:00 PM and observe the closing procedure outlined by the Branch Librarian.  Meeting rooms are not available on days the library is closed.

 

Reservations:  All reservations are done from the library’s website, www.stmalib.org  Customers and staff are responsible for making their own reservations.  This can be done from a library computer or outside computer.  Library staff can instruct customers on how to use the site but can not make reservations for them.  Meeting rooms will not be available until the actual time booked.  Please include time for set up in the request.  

 

Limitations:  Reservations can only be made for the current calendar year.  On September 15th of each year the calendar for the next year will open to the public for reservations.  In order to make meeting rooms available to as many groups as possible, no organization shall use any meeting room more than 26 times per year. 

 

Cancellations:  Groups who book, but do not use the meeting rooms, are requested to give written notice 24 hours in advance of the cancellation.  Email is preferred and such notices can be sent to meetingroom@st malib.org.  Groups who repeatedly fail to do so will have their privileges revoked.

 

Fees:  Admission fees may not be charged, collections may not be taken, and products may not be sold.  Registration fees for conferences, institutes, or regularly scheduled education courses may be allowed with permission from the Branch Librarian.  Sale of educational materials that support the program or works of an author or illustrator presenting the program may be allowed.

 

Smoking:  Smoking is prohibited in all areas of the library, including meeting rooms.

 

Food:  Light refreshments (excluding alcoholic beverages) may be served if the room is left in an orderly condition.  Organizations must provide all utensils and dispose of debris in a manner directed by the Branch Librarian.

 

Publicity:  Any publicity (brochures, media announcements, etc.) must carry the name of the organization sponsoring the meeting.  The library may not be listed as a sponsor.  Neither printed material nor exhibits may be distributed or displayed beyond the meeting room.

 

Room Setup:  The organization using the meeting room will be responsible for its set-up.  The library staff shall not be requested to assist.  The organization using the meeting room must restore the furniture to the same order in which it was found.  Property of the organization may not be left in the library.

 

Damages:  The organization using the meeting room shall be held financially responsible for damage to property or injury to persons which may occur during the organization’s use of the meeting room.

 

Use by Youth:  An adult (18 years old or over) must be present at all times when a youth group is using the meeting room, and must be responsible for the conduct of attendees while at the library.

 

Inclement Weather:  In case of inclement weather, groups are responsible for calling the library or checking announcements on local radio stations regarding library closings.

 

AV Equipment:  Some Library branches may have this equipment.  All equipment available for patron use appears on the room reservation page.  All other equipment needed must be supplied by the patron.

 

Misc.:  The library is not responsible for lost or stolen articles.