Meeting Room Reservations
The St. Mary’s County Library welcomes the use of its meeting room individuals, organizations, and businesses who agree to observe the rules and whose activities will not adversely affect the library operations. There is no fee for non-profit organizations and government agencies. Effective July 1, 2010 there is a fee for businesses.
Meeting rooms are available on a first come, first serve basis, regardless of the beliefs and affiliations of their members. Granting of permission to use library facilities does not constitute an endorsement of the users or their beliefs.
Every effort will be made to guarantee a reservation; however, the library reserves the right to change or cancel a reservation to accommodate a library function, renovation or construction, power failure, or emergency closure. The library will make every effort to provide adequate notice and will attempt to find the most convenient alternate date or suggest another location. The Library has the right to cancel or deny future booking requests and existing contracts for any individual or group which violates stated policy, regulations or procedures.
The meeting rooms are not available for fund-raising programs, except by the Library and the Friends of the Library. There will be no sales of products or services and no collection of admission fees, except for continuing education programs in which admission fees cover the cost of supplies and materials. 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. The rooms may not be used for purely social purposes which include but are not limited to parties or entertainment.
Exceptions to this policy must be approved by the Library Director.
Fees for businesses
There is no fee for non-profit organizations and government agencies.
There is a fee for businesses:
One meeting room: $25 per hour or portion thereof
Use of both meeting rooms (A & B) at the Lexington Park Library is considered two (2) meeting rooms.
Fees must be paid no later than 10 days after the initial request or 48 hours before the scheduled meeting, whichever comes first. If the fees are not received within this time frame, the booking will be cancelled by the library. If the business or individual cancels the use of the room less than 48 hours before the meeting, a $25 administration fee will be retained by the library. Additional fees will be returned. There will be no refund of the reservation fee for groups who cancel meetings without notifying the library. Full refunds will be given if the library is closed or the meeting room becomes unavailable due to adverse weather, power failure, building renovations, etc. All refunds must be requested in writing by the person who made the reservation.
Checks should be made payable to St. Mary’s County Library. Fees can be paid at any library branch, at the Administration Office in the Leonardtown Library or mailed to:
Meeting Room Reservations
St. Mary’s County Library
23250 Hollywood Road
Leonardtown, MD 20650
Upon request, the contact name and telephone number on a reservation will be provided to customers unless stated otherwise in the NOTES section at the time of your reservation request.
Below is a listing of the meeting rooms at each branch and their capacities:
Leonardtown - Capacity 75
Charlotte Hall - Capacity 75
Lexington Park - Has 3 meetings rooms:
- Room A - Capacity 85 for floor seating; 70 for table and chair seating.
- Room B - Capacity 85 for floor seating; 70 for table and chair seating.
Rooms A&B can be reserved as one large room with a capacity of 170 for floor seating or 140 for banquet, classroom or theater style seating.”
- Longfellow Conference Room - Capacity 12
Meeting Room reservations can now be made through December 31st of the current calendar year. Reservations will be accepted as of September 15th of the current calendar year for dates in next calendar year. Requests made for the next calendar year before that date will automatically be declined.
Tips and Information about Meeting Rooms
- St. Mary's County Public Library has five (5) meetings rooms first for use by the library for various programs and then for use by non-profit organizations and clubs, educational organizations and governmental agencies.
- Reservations can only be made for the current calendar year. Reservations for the following calendar year will be open to outside organizations on September 15th. This allows library staff to schedule their programs first. All requests for dates outside of this time frame will automatically be denied.
- The maximum number of reservations an organization can request per calendar year is 26.
- Room requests can only be made online.
- Please complete ALL of the requested information. Incomplete requests make it difficult to approve if there are questions.
- Organizations are requested to use their full name and not acronyms when making a room request. The use of acronyms will slow down the approval of your request.
- All confirmations will be sent via email. If you do not provide a valid email address you will not receive confirmation that your request was approved. However, you can check the website calendar to see if your request is still pending. If it is not pending, then it has been approved.
- Cancellation instructions will be provided in the confirmation emails sent when your request was approved. If you do not save your confirmation notice, you can email cancellation requests to meetingroom@stmalib.org.
- You may not reserve the room for times outside of our normal operating hours. However, meetings that start before the library closes may stay up 10:00 PM.
- You can select/check the beginning time and then the ending time for your meeting and the software will automatically select all the time slots in between.
If you have questions on the use of our meeting rooms please feel free to contact us at (301-475-2846 X 1012) Monday through Friday, 9:30 a.m. - Noon and 1:00 p.m. to 3:30 p.m.
- When making your reservation, you will also have the option to have your meeting appear on the Library's website calendar.
