Meeting Room - Policy and Regulations

Public Use of Meeting Rooms

Uses

The library welcomes the use of its meeting rooms by community groups in Carroll County for civic, educational, and cultural activities and discussion of current public questions. The rooms are not available for purposes where, in the judgment of the Library Director, disorder and substantial disruption of the functioning of the library are likely to occur. The rooms may not be used for purely social purposes, which include, but are not limited to, private birthday parties, baby showers or entertainment. Library-oriented programs, including programs through the Lifelong Learning Partnership, will have first priority for use of the rooms.

The Carroll County Public Library, its Board of Trustees and employees assume no responsibility for the actions, opinions, or expressed points of view of the organizations that sponsor or host meetings or the individuals who attend meetings and events on library premises.

Central Booking/Reservations

Applications for the use of a meeting room are available on the library’s web site or at any library branch and should be directed to Library Headquarters in advance of the date requested. Reservations will not be accepted for dates more than three months in advance. Meeting rooms may be reserved by using the library's web site, library.carr.org or by telephone, 410-386-4500, Monday - Friday 9 AM – 4:30 PM. Reserving a library meeting room constitutes acceptance of the library’s meeting room regulations, which are posted on the internet and must be acknowledged before a reservation can be finalized. Requestors can download the regulations for future reference, or library staff may assist them in obtaining copies.

Meeting room reservations may be cancelled by telephone, 410-386-4500 or via email to meeting@carr.org. Cancellations should be made as early as possible, at least 24 hours in advance. Cancellations may prevent the use of a meeting room by other groups; therefore the library reserves the right to charge a $10 fee for cancellations within five days of the event. Failure to notify Library Headquarters of a cancellation may jeopardize future bookings. Cancellations are not accepted at the library branch where a meeting has been booked.

Hours of Service and Fees

Meeting rooms are available for use Monday – Saturday, except on library holidays. All meetings must be completed and the building cleared by 11:00 PM

The library reserves the right to make fee determinations. No meeting room fee will be charged for the use of the meeting rooms by the following groups: 1) library-sponsored programs and meetings held by library-related organizations; 2) official meetings of departments of Carroll County, Carroll County municipalities, the State of Maryland, and the U.S. Government and elected officials in any of these levels of government; 3) programs of the Lifelong Learning Partnership; 4) nonprofit groups; (5) tutors offering one-on-one or family sessions. For-profit groups will be charged $25 per 2-hour block for use of the small meeting room and $50 per 2-hour block for use of the large meeting room. Fees must be paid in advance to Library Headquarters no later than ten days after the initial request date or the tentative booking will be cancelled.

Adopted 6/24/80
Revised 4/25/84
Revised 10/25/89
Revised 4/22/98
Revised 4/26/06
Revised 9/22/10
Revised 3/23/11


Meeting Room Regulations

1. It is understood that the public will be welcome to all meetings for which no meeting room fee is charged. If a meeting room fee has been paid, the group reserving the meeting room determines whether the gathering will be open to the public.

2. Meeting attendance may not exceed the posted room capacity (also listed on the library’s website) determined by building and fire regulations.

3. Children’s and youth groups may use the facility, provided that they are adequately supervised by adult sponsors (no less than 1-20 ratio).

4. No exhibits, maps, charts, posters, etc. may be hung on the walls without advance permission. Check with the specific branch regarding the availability of blackboards, tack boards or picture display molding.

5. If a meeting room fee has been paid, the group reserving the meeting room may charge an admission fee and sell products or services within the confines of the meeting room only. No signs may be posted or brochures distributed elsewhere on library property.

6. Light refreshments may be served if requested in the application and if the kitchenette (where available) is left in an orderly condition. No alcoholic beverages may be served.

7. Tobacco use is not permitted in any area of the library.

8. No group or organization shall use the library as a mailing address.

9. Any publicity, including brochures, flyers, radio and TV announcements, newspaper ads, etc., must carry the name and telephone number of the individual or organization sponsoring the meeting. The library telephone number may not appear on the publicity.

10. The library may not be identified or implied as a sponsor. All printed material advertising the meeting, including newspaper advertisement, must include the following disclaimer: "Use of library meeting space does not constitute endorsement of this organization, this program or its content by the Carroll County Public Library."

11. If a request is made by a member of the public, the library reserves the right to share the contact information of any individual/organization that books a meeting room.

12. The library will not provide personnel to assist the handling of exhibits and other paraphernalia needed by groups using a meeting room.

13. When making a booking, please include time for setup and return of the room to its standard arrangement. Any setting up of chairs or rearrangement of furniture and other equipment must be done by the users and then replaced to a standard arrangement when finished. Lights in the restrooms and meeting rooms must be turned off at the end of the meeting.)

14. The library is not responsible for lost or stolen articles.

15. The library is not responsible for any injury to persons or damage to property resulting from the use of library facilities.

16. In the event of an emergency, the Library Director reserves the right to cancel meeting room reservations. In the event of severe weather conditions, a group representative will be responsible for listening to local radio stations or checking the library’s website for closing announcements.

17. No pieces of equipment or other items belonging to a group may be left in the library between meetings, nor may library telephones be used for other than library business.

18. Members of groups using a meeting room during library hours of operation must not disturb library customers. Children associated with groups using a meeting room should be supervised while in the library.

19. The person applying for the reservation of a meeting room should retain a copy of the regulations for referral.

20. Failure to adhere to meeting room policies or regulations may result in revocation of meeting room privileges.

Adopted 6/24/80
Revised 4/25/84
Revised 10/25/89
Revised 4/22/98
Revised 4/26/06
Revised 3/23/11