Each St. Mary’s County Library location offers at least one meeting room for reservations. Leonardtown Library also offers a Computer Lab. This policy applies to all meeting rooms and the Computer Lab. The primary function of the meeting rooms is to provide space for St. Mary’s County Library sponsored and co-sponsored programs. When not in use by the Library, the Library welcomes use of its meeting rooms by individuals, organizations, and businesses (collectively referred to as group(s), organization(s), or user(s) in the following policy) who agree to observe the rules and whose activities inside the rooms will not adversely affect normal Library operations.
The Library welcomes the use of its meeting rooms for public gatherings including those of civic, cultural, educational, or charitable service to the community. Meeting rooms may be used at no charge within the limits set out below. All users must abide by Library and meeting room policies. Meeting room activities may not discriminate on race, color, national origin, sex, religion, age, disability, or other class protected by law.
Meeting room reservations are available on a first come, first served basis, regardless of the beliefs and affiliations of the users. Permission to use a room does not constitute nor imply a statement of support by the Library or the Board of Library Trustees for the program’s sponsors, content, presenters, or subject matter.
There is no fee for use of Library meeting rooms, but individuals or groups that cause damage are liable for the charges for repairs, replacements, and restoration of the rooms and their content.
Meetings and events must be open to anyone who wishes to attend, within the maximum allowed capacity of the space. Disruption of meetings is prohibited and may be subject to law enforcement penalties as well as Library policy restrictions. The Library encourages all meeting room users to act with civility, respect, compassion, empathy, and inclusiveness.
Meetings that pertain to internal St. Mary’s County Library or county or state government activities may not always be open to the public but will abide by the St. Mary’s County Open Meetings Act, if the act applies to the meeting.
The meeting rooms are not available for fundraising programs, except by the Library, the St. Mary’s County Library Foundation, and the Friends of the St. Mary’s County Library. Library meeting rooms may not be used for the sale, advertising, solicitation, or promotion of products or services, or the cultivation of potential clients, even if no active sales take place at the Library. Meetings, programs, or events for which payment is required for attendance, or any form of solicitation is made for potential clients, products or services, or future sales of commercial products or services, are prohibited. As a convenience, dues may be collected from members of a non-profit organization holding a meeting at the Library. However, dues collection cannot be used to exclude members of the public from a program, event, or meeting.
Use of meeting rooms as a place to conduct regular business for profit or as a place to hold office hours is prohibited. One-on-one academic tutoring is the only exception.
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 Library reserves the right to attend any events and meetings held in its facilities (except lawful executive sessions of government bodies) to verify that no illegal or impermissible activities are taking place on the Library’s premises and to ensure that Library policies are being followed.
Groups may be limited on the number of times they may reserve the rooms to allow equitable use for all members of the community. The Library has the right to cancel existing reservations and to refuse future reservations to users who fail to abide by the Meeting Room Policy.
Rooms are not available when, in the judgement of the Branch Manager or Library Administration, the use poses a threat to life, safety, or property, or if activities in the meeting room may disrupt or impede the normal operations of the Library.
Regulations for All Non-Library Programs
- Meeting rooms are available for use during regular Library hours. Meeting rooms must be vacated 15 minutes before the Library closes. Groups must leave the building by Library closing and observe the closing procedure outlined by Library staff. Meeting rooms are not available on days the Library is closed. Exceptions for St. Mary’s County Government departments and officials may be requested.
- Rooms must be reserved in an individual’s name by the user through the Library’s online reservation system. Exceptions for St. Mary’s County government departments and officials may be requested.
- Reservations can be made up to 90 days in advance on a daily rolling basis.
- Users may reserve a room for a maximum of 8 hours per day.
- When making meeting room reservation requests, groups are asked to use the organization’s full name and not acronyms.
- Users should include enough time to set-up, take down, and clean the room. Rooms will not be available prior to the user’s scheduled start time and/or after the scheduled end time.
- The group using the meeting room will be responsible for its set-up. After the meeting, the room must be returned to its original position, including chairs and tables stacked and stored.
- All information provided when groups reserve a meeting room may be given by the Library to individuals inquiring about the meetings or the organizations sponsoring the meetings.
- Any applicant submitting the meeting room reservation request must be at least 18 years of age. 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.
- The size of the group may not exceed the capacity of the room as defined by fire regulations.
- If a group has not checked into the room within 30 minutes of the reserved start time and has not informed the Library of a possible delay in their arrival, the reservation will be forfeited.
- Property of the organization or individual(s) may not be left in the Library before or after the meeting. No items are to be removed from, attached to, or hung on the walls.
- The set-up and use of recreational equipment is not allowed (e.g. portable bouncy houses, mini trampolines, tents, etc.).
- Lights must remain on in the Computer Lab at Leonardtown Library to ensure that the room is safe for use, that the room is being used for its intended purpose, and that no medical emergencies have occurred. Lights may be dimmed if needed.
- Refreshments may be served in the meeting rooms if the room is left in an orderly and clean condition. Organizations or individual(s) must provide all plates, cups, utensils, etc. No alcoholic beverages may be served.
- No refreshments may be served in the Computer Lab at Leonardtown Library, including water. Groups may use the café area outside the Lab to consume refreshments.
- All trash must be gathered and either disposed of in the Library’s dumpster or taken off the premises. Further clarification can be obtained from Library staff.
- No open flames or ignitable materials are permitted.
- Groups are responsible for making meetings accessible to individuals with disabilities. Federal regulations require groups using the meeting rooms to provide a sign language interpreter for the hearing impaired if one is requested. The Library will assist with identifying a sign language interpreter if the request is made at least two weeks in advance.
- Groups are responsible for securing any necessary performance licenses related to their event or meeting.
- All publicity for non-Library events held at a St. Mary’s County Library location must adhere to the following conditions:
- Must carry this 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 phone number or contact information as the official contact for the sponsoring entity.
- Must carry the name and contact information of the sponsoring entity.
- May not use the St. Mary’s County Library logo or images without express permission.
- Publicity on Library property is limited to designated areas and as space allows. All meeting room activity (including tables, banners, persons, etc.) must be contained within the meeting room, unless the Library provides permission in advance.
- The Library may, upon request, provide the equipment listed in the meeting room descriptions. Users are responsible for bringing any additional items needed. Meeting room users are solely responsible for their personal equipment.
- Library meeting rooms are self-service. Library staff may help in limited ways:
- Library staff are available to set up Library audiovisual equipment but will not otherwise provide setup or cleanup assistance.
- Library staff may assist with logging into the Computer Lab computers at Leonardtown Library.
- Library staff will not manage RSVPs from guests.
- If the kitchen or tables will need cleaning at the end of an event, users are required to bring their own cleaning supplies. A floor vacuum and extra trash bags will be provided upon request.
- Upon request, staff will inspect the meeting room at the end of an event to assess its condition. The Library is not responsible for lost or stolen articles.
- Groups who book, but do not use the meeting rooms, should cancel through the cancellation link in their confirmation email. If cancellation via the link is not possible, the person who reserved the meeting room must give written notice via email to meetingroom@stmalib.org. Groups who repeatedly fail to do so will have their privileges revoked.
- In case of inclement weather, meeting room users are responsible for calling the Library or checking the Library’s website. The Library will not contact individuals or organizations who have a reservation if the Library is closed for a weather event.
- The Library reserves the right to change or cancel a reservation to accommodate a Library function, renovation or construction, power failure, or emergency closure not due to weather. In such situations, the Library will make every effort to provide adequate notice.
Waiver
User knows, understands and acknowledges the risks and hazards associated with using the Library’s meeting rooms and hereby assumes any and all risks and hazards associated therewith. User hereby irrevocably waives any and all claims against the St. Mary’s County Library, the Local Government or any of its officials, employees or agents for any bodily injury (including death), loss or property damage incurred by the User as a result of using the Library’s meeting rooms and hereby irrevocably releases and discharges the Library, the Local Government and any of its officials, employees or agents from any and all claims of liability arising out of or associated with the use of the Library’s meeting rooms.
Indemnification
User shall indemnify and hold harmless the Library, its trustees, Local Government and its officials, employees, and agents from and against any and all liabilities, judgments, settlements, losses, costs, or charges (including attorney’s fees) incurred by the Library, its Trustees, Local Government or any of its officials, employees, or agents as a result of any claim, demand, action, or suit relating to any bodily injury (including death), loss or damage of property, or any other basis for action against the Library, its Trustees, Local Government and its officials, and agents caused by, arising out of, related to or associated with the use of the Library’s meeting rooms by the User or by the User’s members, employees, agents or invitees.
Property Damage
User shall assume responsibility and pay the Library and/or the Local Government for any and all physical loss or damage to the Property (including the cost to repair or replace the property) caused by, arising out of, relating to or associated with the use of the Library’s meeting rooms by the User or by the User’s members, employees, agents or invitees.
Revised September 2026
