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Meeting & Conference Rooms


Meeting Room Fees | Meeting Room Locations & Photographs | How to Make a Meeting Room Reservation

 

Please read and agree to this agreement before you make a reservation.

 

Reserving a Meeting/Conference Room

Each year, after Library programs have been scheduled, the Library makes its auditoriums, meeting and conference rooms available to the community. Meeting and/or conference rooms may be reserved for hours when the branch library is open to the public. Activities cannot disrupt operations. All customers must agree to observe Library policies and rules, listed below.  

This service allows community members to have a place to meet for discussion, study and training. No private parties are allowed in the Library meeting/conference rooms or auditoriums. This includes showers, receptions, birthday parties and other purely social gatherings. Rooms may not be used as the sole or primary location to conduct business. There will be no collection of admission fees, sales of products or services or any other direct fund raising activities. No money can be collected on Library premises. Private book release events or book signings do not imply endorsement by the Library.  

A reservation may be made on the website, or by calling Central Booking at 301-699-3500 during business hours, 8:30 am to 5:00 pm. In addition, you may ask at a branch library Information Desk for assistance in making an online reservation. Reservations are available on a first-come, first-served basis. Reservations for Library meeting rooms are on a ninety day cycle; you may make a reservation for any time the space is available in the next ninety days.

 

Reservations

All customers use their library card number to make a reservation on the Library website. Only adult library accounts will be accepted. If you need to create a free library card account, please visit any neighborhood branch with your current ID. Payment is due when the reservation is made; payments may only be made via credit card.  Payments are processed by PayPal, and most major credit cards are accepted. Your reservation is considered confirmed once payment is accepted. 

 

You can manage your reservations by going to www.pgcmls.info/myreservations.  There you can print your reservation information or cancel a reservation if it is no longer needed.  You may cancel a reservation at any time up to 7 days before your room use. Cancellations generate a refund in full to your credit card within twenty-four hours.  The Finance Department at the Administrative Offices, 301-699-3500 handles all concerns about credit card transactions. 

 

You will receive an email confirmation of your reservation. To edit or change your paid reservation, you simply cancel the reservation and re-enter it with the correct time/day/location.  Your fee from the cancelled reservation will be refunded to your credit card by PayPal within twenty-four hours.

 

Reservations are made in two hour blocks; you may reserve any multiple of two hours that the room is available. Room fees vary according to room capacity; the fees are listed on the PGCMLS website. Non-profit organizations are required to pay the room reservation fee, as are other community groups and individuals. Federal and State agencies are also required to pay for room use.

 

Rooms are only available during the time you have reserved. Groups must conclude their meeting and clear the room promptly at the time designated on the reservation. There is a fifteen minute period at the end of every business day so that staff members can clear the spaces for the following day. You must plan to exit the Library at closing. Library staff are not permitted to stay on site after closing.  You will not be able to enter the room before your reservation time. Any set-up or take-down time must be included in your reservation.

 

In the event of an emergency, the Library reserves the right to cancel a room reservation. Groups and/or individuals are responsible for contacting the branch library in severe weather conditions to determine whether the branch will remain open. Closing information is available before Library opening hours at 301-699-3500, on the web at www.pgcmls.info or via the free PGCMLS app. The Library will re-schedule room reservations within 30 days if possible when the Library closes due to severe weather or other emergencies.

 

Agreement for Use of Library Auditoriums, Meeting and Conference Rooms

 

Room set up and equipment

Auditorium and meeting room seating is arranged auditorium style. Organizations are welcome to change the arrangement but are responsible for restoring the room to its original set-up for the next customer. The standard room set-up is designed to be barrier-free to accommodate the mobility needs of individuals with physical or visual disabilities. Special seating arrangements may be requested by those groups whose membership or audience meets the definition of Americans with Disabilities as specified in the 1990 Americans with Disabilities Act.

 

Any organization and/or individual reserving a room will be responsible for the condition of the room and will be financially responsible for any damage caused by members of the organization or attendees during the time the room is reserved. Do not attach posters, balloons, and other decorations to walls, light fixtures, or ceilings.

The library does not provide audio or video equipment for use by the public, nor audio-visual support. However, most meeting rooms have built-in projectors, projection screens and blackboards or white boards available.  Cords to connect to the built-in projectors are available for borrowing at the information desk.

 

Refreshments

Library meeting spaces are not designed for food service. Only light refreshments or snacks (sandwiches, cookies, water, sodas, tea, coffee, etc.) are allowed in the Auditoriums, Meeting and Conference rooms. Hot foods (catered meals, pizzas, soups, etc.) are prohibited in all rooms. No alcoholic beverages and/or open flames such as candles or Sterno are permitted.  No food or drink of any kind is permited in the Lecture Hall at Oxon Hill.

 

Restrictions

No petitions may be circulated in the library building. The Library phone number may not be used as a contact number in any promotional materials. The Library Public Services Office must pre-approve promotional materials posted inside the Library. All printed materials (such as fliers or posters) publicizing meetings at the Library must contain the following disclaimer statement: "Use of library meeting space does not constitute endorsement of program/meeting or its content by the Prince George's County Memorial Library System."

The Library is not responsible for lost or stolen articles.

The capacity of Library rooms is determined by fire regulations and must not be exceeded. Doors to meeting and/or conference rooms must remain unlocked during meetings.

Youth organizations using meeting and/or conference rooms must have at least one adult (18 years or older) present at all times.

Further use of the Library meeting and/or conference rooms will be denied to any individual or organization that fails to comply with the above agreement.

 

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