Meeting Room Policy

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POLICIES AND AGREEMENT GOVERNING USE OF MEETING ROOMS

The St. Mary’s County Memorial Library welcomes the use of its meeting rooms by non-profit organizations who agree to observe the rules and whose activities will not adversely affect library operations.   The rooms are not available for social purposes, for entertainment, or for fund-raising.

Meeting rooms are available on first come, first serve basis, regardless of the beliefs and affiliations of their members.   However 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 during the library’s normal operating hours.   Meeting rooms are not available on days the library is closed. Groups must leave the building by 10:00pm and observe the closing procedure outlined by the Branch Librarian.

Bookings:   Application for reservation of a meeting room must be made not less than 48 hours prior to the hour of use to the Branch Librarian.   A signed agreement must be on file in the library prior to use.   Meeting rooms will not be available until the actual time booked.   Please include time for set up and clean up in the request.

Cancellations:   Groups who book, but do not use the meeting rooms, are requested to give 24 hours notice of cancellations.   Groups who repeatedly fail to do so will have their privileges revoked.

Regulations:  

• In order to make meeting rooms available to as many groups as possible, no organization shall meet more than 24 times per year nor more than once per week for 6 weeks duration.
• No admission fees may be charged, nor a collection be taken, nor any products 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 is prohibited in all areas of the library, including meeting rooms.
• 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.
• Any publicity, e.g. brochures, media announcements etc. must carry the name of the organization sponsoring the meeting.   The library may not be listed as a sponsor.   No printed material nor exhibits may be distributed or displayed beyond the meeting room.
• 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.
• 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.
• An adult 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 or checking announcements on local radio stations regarding library closings.
• Organizations showing films must provide their own equipment.
• The library is not responsible for lost or stolen articles.