Policy

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.  Library-oriented programs, including programs through the Lifelong Learning Partnership, will have first priority for use of the rooms.

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 a.m. – 4:30 p.m.  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 p.m.

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.  For-profit groups will be charged $50 for each use of a large meeting room up to 4 hours, and an additional $50 for usage on the same day beyond 4 hours.  There is no charge for use of small meeting rooms.  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

Regulations

It is understood that the public will be welcome to all meetings for which no meeting room fee is charged.

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

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

No exhibits, map charts, posters, etc. may be hung on the walls without advance permission. Blackboards/tackboards are provided as well as picture display molding for display purposes.

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

Smoking is not permitted in any area of the library.

No group or organization shall use the library as a mailing address. Any publicity must carry the name of the organization sponsoring the meeting. The library may not be identified as a sponsor.

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

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.

The library is not responsible for lost or stolen articles.

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

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 web site for closing announcements.

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.

Updated April 2006