Meeting Room Policy

Policy Statement

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 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. There is a fee for use by for-profit businesses and private parties.

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 St. Mary’s County 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.

Fees for businesses

There is a Use 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 5 business 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 is a $50 refundable security deposit for each reservation. The deposit will be returned in full if the meeting room(s) is left in good order. The library will keep all or a portion of the deposit required to restore the meeting room to good order. Charges may include, but are not restricted to, the following amounts:

  • Failure to place tables and chairs back in the proper order: $10
  • Failure to clean the kitchen: $20
  • Trash not properly placed in outside receptacles: $20
  • Spills on carpet: from $25 to the full amount, depending on cleaning costs

To receive the Refundable Security Deposit, the business or individual must ask staff to inspect the meeting room at the end of an event to assess its condition.  They must also fill out the Meeting Room Security Deposit Refund Request prior to leaving the library building. A check will be mailed to the responsible party for any security deposit refund due within one month after the room has been inspected by library staff.

There will be no refund of the Use 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 (except security deposit 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 online, 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 Rd., Leonardtown, MD 20650.  Upon requesting the reservation, the individual will be emailed a link to pay via PayPal, if desired.

Fees for meeting room use for private parties

Private parties are defined as use of the meeting rooms by groups or individuals for social events such as birthdays, bridal, wedding, or baby showers, luncheons, bridge groups, etc., that will generally not be open to nor include an educational component for the general public.

There is a Use Fee for using the room for private parties: One meeting room:  $50 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 5 business 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 is a $100 refundable security deposit for each reservation. The deposit will be returned in full if the meeting room(s) is left in good order. The library will keep all or a portion of the deposit required to restore the meeting room to good order. Charges may include, but are not restricted to, the following amounts:

  • Failure to place tables and chairs back in the proper order: $10
  • Failure to clean the kitchen: $20
  • Trash not properly placed in outside receptacles: $20
  • Spills on carpet: from $25 to the full amount, depending on cleaning costs

To receive the Refundable Security Deposit, the business or individual must ask staff to inspect the meeting room at the end of an event to assess its condition.  They must also fill out the Meeting Room Security Deposit Refund Request prior to leaving the library building. A check will be mailed to the responsible party for any security deposit refund due within one month after the room has been inspected by library staff.

There will be no refund of the Use Fee for groups who cancel meetings without notifying the library. Security deposits will be returned in this case. 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 (except security deposit 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 online, 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 Rd., Leonardtown, MD 20650. Upon requesting the reservation, the individual will be emailed a link to pay via PayPal, if desired.

Regulations for all Non-Library Programs

  • Meeting rooms are available Monday through Thursday beginning at 9:00 AM and ending at 7:45 PM and Friday and Saturday from 9:00 AM to 4:45 PM at all branches. Sunday meeting rooms at Lexington Park only are available from 1 PM to 4:45 PM. Groups must leave the building by library closing and observe the closing procedure outlined by the Branch Librarian.
  • Meeting rooms are not available on days the library is closed.
  • All reservations are done from the library’s website.  Customers 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.  Contact information must include a valid phone number and email address.
  • Please include time for set up in the request.  Meeting rooms will not be available until the actual time booked.
  • Reservations can be made up to 4 months in advance on a rolling calendar basis. On the 1st day of each month, the calendar for the current month and the following 3 months (for a total for 4 months) will be 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.
  • Groups who book, but do not use the meeting rooms, are requested to give written notice 48 hours in advance of the cancellation.  Email is preferred and such notices can be sent to meetingroom@stmalib.org.  Groups who repeatedly fail to do so will have their privileges revoked.
  • Gatherings shall be open to the public, unless the private party or business fee is paid.
  • The contact information (name, telephone, etc) used to reserve a meeting room may be given by the library to individuals inquiring about the organization sponsoring the meetings unless the private party or business fee is paid.  No publicity is allowed on Library property outside of the building.  No groups may use the Library as a mailing address.
  • Smoking is prohibited in all areas of the library, including meeting rooms.
  • Any use of the room which disturbs library customers or operations is prohibited.
  • Refreshments may be served if the room is left in an orderly and clean condition.  Organizations must provide all utensils and dispose of debris by placement in the library’s dumpster or take it home.  Further clarification can be obtained from library staff.
  • No alcoholic beverages may be served.
  • The size of the group may not exceed the capacity of the room as defined by fire regulations.
  • No open flames are permitted.
  • 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. The Library telephone number may not be used as a contact number.
  • The organization using the meeting room will be responsible for its set-up.  After the meeting, the organization using the meeting room must properly stack the chairs and fold and stack the tables.  Property of the organization may not be left in the library.  No items are to be attached to or hung on the walls.
  • The library is not responsible for lost or stolen articles.
  • The organization using the meeting room shall be held financially responsible for damage to property, including carpet stains, or injury to persons which may occur during the organization’s use of the meeting room.
  • Any applicant signing the meeting room reservation 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.
  • In case of inclement weather, groups are responsible for calling the library, checking the library’s website, or checking announcements on local radio stations regarding library closings.
  • All library equipment available for customer use appears on the room reservation page.  All other necessary equipment must be supplied by the customer.
  • The Library has the right to cancel existing reservations and to refuse future reservations to groups which fail to abide by the meeting room policies and regulations.  Failure to comply with these regulations will result in the withdrawal of the privilege of further use of the meeting room by the group.

 

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, Local Government and its officials, employees and agents from and against any and all liabilities, judgments, settlements, losses, costs or charges (including attorneys’ fees) incurred by the Library, 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 of property damage cause 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 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.

Charges from the for-profit business or private groups’ security deposit will be withheld for damaging the room or not restoring the room to proper order, including (but not restricted to) the following issues:

  • Failure to replace furniture (chairs, tables) in the proper order: $10
  • Failure to clean the kitchen: $20
  • Trash not properly placed in outside receptacles: $20
  • Spills on carpet: from $25 to the full amount, depending on cleaning costs

Additional charges above the security deposit may be leveled for damage to the property.

Help from Staff:

Library meeting rooms are self-service. The 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 will not manage RSVPs from guests.
  • If the kitchen or tables will need cleaning at the end of an event, customers are required to bring their own cleaning supplies. A floor vacuum and extra trash bags will be provided upon request.
  • Staff will inspect the meeting room at the end of an event to assess its condition.

Approved by St. Mary’s County Library Board of Trustees

July 19, 2016. Effective August 15, 2016

 

Make a Meeting Room Reservation