Library Meeting Rooms

Click here for the library’s policy related to meeting room use.

Reservations

Reservations are made on a first-come, first-served basis, and can be made up to two months in advance by an adult, eighteen (18) years of age or older. That individual must be an official representative of the entity and be able to sign a contract in the entity’s name.

Meeting rooms are available during library business hours, excluding library holidays. All event/meeting organizers and attendees must leave the building by closing time.

Rooms are only available for the duration of the booking. Make sure to reserve enough time for setup and clean up.

Meeting attendance may not exceed posted room capacity.  Please see capacity details for each room below.  Chair and table availability varies by branch and should be confirmed during the booking process to ensure the expected number can be met.

Cancellations

If the library closes due to unforeseen non-weather emergencies, the library will notify the organization’s contact person listed on the meeting room reservation. During inclement weather the organization’s contact person should check broadcasts on local media stations to determine whether the library is open. Informing participants of the cancellation is the responsibility of the meeting organizer.

Room Fees

Use of meeting rooms is free for:

• Frederick County Public Libraries
• Government officials or departments (local, state, and federal) (acting in an official capacity)
• Non-profit or community-interest entities.

For-profit businesses/organizations are charged a fee for use of the meeting rooms. Non-profit organizations and community groups that will be charging an admission fee or selling products within the confines of the meeting room are also charged a fee.

If a rental fee has been paid, the entity reserving the meeting room determines whether the gathering will be open to the public.

Once payment is made, refunds are not available.

Refreshments

Beverages and light refreshments may be served in all rooms except the Maryland Room Meeting Room.  Meeting rooms must be left clean with all refuse bagged for disposal.

The library does not provide supplies, but will provide plastic bags and waste cans and will dispose of bagged refuse.

Conditions

Frederick County Public Libraries' "Code of Conduct" must be adhered to at all times.

Alcohol may not be served in the library or on its grounds.

Open flames are prohibited including candles and incense.  Items, such as essential oils, with a heavy perfume or fragrance are also prohibited.

Nothing may be hung on or attached to the walls in any of the meeting rooms.

Following the meeting, the entity is responsible for returning the room to its original condition and furniture arrangement. Furniture and equipment are not to be moved to or from these rooms.

The entity is liable for any damages caused by their entity to the library facility or library equipment, and will be billed accordingly. Future use of meeting rooms will be denied until payment is received.

Library facilities may not be used to store material or equipment not belonging to the library.

Each entity shall be financially responsible for any injury to persons and damage, theft or loss of property (either personal or library owned) resulting while using library facilities. The library cannot assume responsibility for private property used on library premises. Private property can be used at the owner’s risk.

Minors (persons under 18 years of age, according to MD law) using or attending a program in a meeting room must have adult supervision at all times.

Sign language interpretation is supplied for library programs only. Interpreter needs for meeting room reservations are the responsibility of the coordinating entity.

Concerns about the application of the meeting room policy and procedures should be referred to the Meeting Room Coordinator. The Branch Administrator will be the final arbiter of disagreements concerning the application of the meeting room policy

Updated June 2022