Meeting Room Reservations

Until further notice, the lower level meeting rooms at Waldorf West will be limited to rooms A&C and room B. Please continue scrolling down for more details.

Charles County Public Library Meeting Room Regulations

Starting July 1, 2023, our meeting room fees will have a revised structure. See the “+ Fees” Section below for details.

The Charles County Public Library is proud to offer meeting room space for public use. The meeting rooms are primarily used for Library-sponsored and co-sponsored programs. However, when not reserved by the library, the meeting rooms are available for public use. Meeting room users (individuals or groups) must observe the Library’s rules while using the space, and activities within this space may not discriminate on race, color, national origin, sex, religion, age, disability, or other class protected by law. The Library reserves the right to attend any reserved meetings/events (with the exception of government bodies and executive sessions) to make sure that all activity is following CCPL Policy and Meeting Room Regulations (listed in further detail below). All events in the meeting rooms must be open to the public. Using the meeting rooms is also subject to the CCPL Program Policy. The Library has the right to cancel and to refuse existing and future reservations to users who fail to comply with the meeting room policies and regulations.

Full information pertaining to meeting room regulations, the meeting rooms and how to make a reservation is listed below. Still have questions? Please call the branch where the meeting room of interest is located.

La Plata & Potomac Meeting Rooms

Waldorf West Branch Meeting Room Images

Waldorf West Branch Group Study Room Images

Limitations

Meetings rooms are not available for:

Social gatherings (including but not limited to birthday parties/events, receptions, showers, etc.)
Activities that may disrupt daily library operations
Uses that could be viewed as a potential threat to the life, safety, or property of an individual as determined by the Branch Manager of the location of the meeting room

All local, state, and federal laws and fire codes must be followed, including the Library’s Rules of Conduct. Open flames and alcoholic beverages are not allowed. For safety, furniture and objects cannot be placed within 3 feet of fire extinguishers and exits.

Attendance Requirements

Please note the following maximum number of occupants which may comfortably be accommodated within each room:

La Plata Large Meeting Room: 55 maximum
Potomac Large Meeting Room: 72 maximum
Waldorf West Large Meeting Room B: 38 maximum
Waldorf West Large Meeting Rooms Combined A&C: 90 maximum
Waldorf West Group Room 1 (SOAR Innovation Space): 10 maximum
Waldorf West Group Room 2 (Quiet Study/Teen Study) [Drop-in use only — first come, first served]: 3 maximum
- Monday – Thursday: Quiet Study 9:00am – 2:30pm
- Monday – Thursday: Teen Study 2:30pm – 7:30pm
- Friday: Quiet Study 1:00pm – 4:30pm
- Saturday: Quiet Study 9:00am – 12:00pm
- Saturday: Teen Study 12:00pm – 4:30pm
Waldorf West Group Room 3: 10 maximum
Waldorf West Tutor Room 1 or 2: 3 maximum

Fees

Excluded from meeting room fees are local, state, and federal government offices/departments and their elected officials, when the room is being used in an official government capacity.
Payment is due within 5 business days of reservation approval, and cash, credit, or money order are accepted forms of payment.
Payment may be made either in-person at the branch, or over the phone.
Final meeting room reservation approval will not be granted until the Library receives payment.
Reservations which are not fully paid within 5 business days of approval are at risk of being canceled.

The following fees apply:

Type of Room	0.5-2.0 hours	2.5-4.0 hours	4.5-6.0 hours	6.5-8.0 hours
Large Meeting Room*	$50	$100	$200	$300
Group Room 1 & 3 (Waldorf West)	$25	$50	$100	$150
Individual Study / Tutor Room	$0	$25	$50	$75

*Large Meeting Rooms are at La Plata, Potomac, and Waldorf West Rooms A&C and B.

Refunds

Weather Closure: If the Library closes due to weather (or other unforeseen circumstances), a refund will be issued if the reservation is unable to be immediately rescheduled.
Eligibility Requirements: In order to be eligible for a refund, notice of cancellation must be received by the Library at least 72 library business hours prior to the scheduled reservation time. Notice of cancellation received by the Library with fewer than 72 library business hours notice will not be eligible for refund. Notice may be provided in-person, over the phone, or by email.
Reallocation of Payment: If upon receipt of an eligible request for cancellation a new reservation date within 60 days is desired, the fee may be applied to the new reservation.

Refund Details: A $25 administrative fee will be retained by the library for all refunds. The remaining fees will be returned to the organization. Refunds are issued by check and will be mailed to the address provided during the refund process. The administrative fee will be waived if a refund is granted due to the Library closing due to weather or other unforeseen circumstances.

Making Reservations

Rooms can be reserved up to 60 days in advance (exceptions for government departments and officials may be requested).
Rooms can be reserved for a maximum of 8 hours per day. However, the Library may restrict use of rooms based on public demand.
Please note reservation limits may not be circumvented by different individuals using their names to register the same group, or by a group using different names.
The user who makes the reservation must be present at the time of room check-in. The reserving user may make arrangements for someone else to check-in on their behalf by contacting the library ahead of time.
Users should include enough time to set-up, return furniture to designated locations as displayed on the plan posted on the wall, clean, and remove all personal items and trash prior to departing from the room.
Rooms will not be available prior to the user’s scheduled start time and/or after the scheduled end time.
Users must vacate the room no later than 30 minutes prior to Library closing time.
Interviewers and Tutors must reserve the meeting room themselves. Those being interviewed or tutored must defer to the interviewer or tutor to make the reservation.
Rooms are not available when the Library is closed. Exceptions for government departments and officials may be requested.
Events in large meeting rooms must maintain at least one adult (18 or older) in attendance at all times.

Publicity

Publicity for meeting room events on Library property is limited to designated areas during the event. Please check with Library staff for more information.

All Publicity

Must carry the following 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 name, logo, address, or phone number as the official address/headquarters of the sponsoring entity
Must carry the name and contact information of the sponsoring entity/organization

Disclaimers

Permission to use a room does not constitute nor imply a statement of support by the Library and the Board of Library Trustees for the program sponsors, content, presenters or subject matter of the event.
Users assume responsibility for any financial costs for damages and/or liability resulting from use of rooms, including a $50.00 administrative fee for any extra custodial care required after use.
The Library provides the equipment listed in the meeting room descriptions by request. Users are responsible for bringing any additional items needed.
Personal materials connected to the meeting room reservation are not able to be stored at the library.
Library staff may not be available for troubleshooting or technical support on the day of the event. Users wishing to access rooms to test equipment are encouraged to make arrangements in advance.
The Library is not responsible for lost, stolen, or damaged articles or equipment.

Additional Requirements

Users must leave the room in good condition no later than 30 minutes prior to the Library’s closing time.
Final meeting room reservation approval will not be granted until the Library receives payment.
Large meeting room events must have at least one adult (18 years or older) in attendance at all times.
All meeting room activity (including tables, banners, persons, etc.) must stay contained in the meeting room.
Solicitations outside the rooms on library property are not permitted.
No items are to be removed from, attached to or hung on the walls, windows, or doors of any meeting room space.
Admission fees may not be charged, but products and services can be sold inside the rooms by all meeting room users.

Failure to comply with these or other meeting room regulations, including failure to check-in or check-out, late-cancellations, blocking fire extinguishers or fire exits, or failure to clean the room will jeopardize your future access to meeting rooms at all locations. Exceptions to the regulations may be made at the discretion of the Branch Manager.

APPLICATION FOR USE OF LIBRARY MEETING ROOM

In consideration of the use of a meeting room, the applicant has read, understands and agrees to abide by all the provisions of the Library’s Meeting Room Policy stated above. The applicant will (a) pay for all damages to any property of Charles County, and/or the Library resulting directly or indirectly from conduct of any member, officer, employee, or agent of the group or organization designated below, or any of its invitees, and, (b) will save harmless and indemnify the County and Library from and against any and all liability which may be imposed upon it for any injury to persons or property caused by the group or organization, or any other person in connection with a meeting.

It is further understood that the County and Library assume no responsibility whatever for any property placed in any library in connection with a meeting; and that the County and Library is hereby expressly released and discharged from any and all liability for any loss, injury, or damage to persons or property which may be sustained by reason of a meeting.

Charles County Public Library
Meeting Room Regulations
Approved: 1/7/2016
Revised: 10/21/2019, 11/4/2021, 4/4/2022, 6/22/2023