Each September, after library programs have been scheduled, the Library makes available its meeting/conference rooms to community groups who agree to observe the rules and whose activities will not adversely affect library operations. The meeting and/or conference rooms are only available Monday through Saturday during the hours when library branches are open to the public. Meeting and/or conference room facilities are not available on Sundays.

All reservations for meeting and/or conference rooms must be made through the Central Booking Office at least 14 calendar days in advance of the requested meeting date. An exception is made for conference rooms which can be reserved in the branches (with cash or a money order) on the day of the meeting when available. A reservation may be made online or by leaving a message in the Central Booking Office Voice Mail Box: 301-699-3500 Ext. 244. Groups and/or individuals are required to review the reservation request form attached to this agreement to verify that dates, times, and locations of their reservation(s) are correct. Groups are also asked to sign and complete the back of the Agreement Form, and return it with a payment (Check or Money Order – payable to PGCMLS) before the indicated due date to:

Central Booking Office
Prince George’s County Memorial Library System
6532 Adelphi Road, Hyattsville, Maryland 20782 – 2098

Please note: All payments must be mailed – WALK-IN SERVICE IS NOT AVAILABLE AT THE CENTRAL BOOKING OFFICE IN HYATTSVILLE

Upon receipt of payment, the Central Booking Office will return a processed copy of the Agreement as written confirmation of the reserved date(s). It is important to remember to bring the stamped confirmation copy to the meeting. If a copy of the Agreement and payment are not received by the indicated due date, your reservation will automatically be cancelled.

Charges for meeting and conference rooms and their capacities are as follows:

Only Federal, Maryland State, and Prince George’s County Government Departments and Agencies’ events are exempt from this fee schedule.

Meeting Rooms (capacity 60 – 240 people):

• 1-4 hours for $60 and 5 or more hours for $80 per meeting for: Accokeek (75), Beltsville (100), Fairmount Heights (60), Greenbelt (75), Hyattsville (80), Laurel (60), Largo-Kettering (100), New Carrollton (75), Oxon Hill (240), Bowie (150), Spauldings (90), Surratts-Clinton (200), Upper Marlboro (65). 

Smaller Meeting Rooms (Capacity 30 – 40 people):

• 1-4 hours for $35 and 5 or more hours for $60 per meeting for Oxon Hill (30),  Largo-Kettering (30), Greenbelt (30), Glenarden (40), and Hillcrest Heights (40).

Conference Rooms (capacity 10 – 20 people):

• 1-4 hours for $30 and 5 or more hours for $45 per meeting for conference rooms at Bowie (20), Greenbelt (15), Hyattsville (10), Laurel (10), New Carrollton (20), Oxon Hill (12), Spauldings (10), Surratts-Clinton (10) and Upper Marlboro (15).

Scheduled reservation times:  Meeting and conference rooms will not be available before the scheduled starting time and Groups must conclude their meeting and clear the room promptly at the time designated on the reservation. Groups must vacate the library building at closing time. Meetings that extend beyond closing will be subject to fines (an additional fee of $25 per half-hour or fraction thereof for the first overtime hour; $50 per half-hour or fraction thereof beyond the first overtime hour), and future reservations will be denied.

Cancellations: Groups that do not use a room after reserving it will be charged the indicated fee unless they cancel by calling the Central Booking Office (301-699-3500 Ext. 244). There is a 10% cancellation fee for meeting rooms and/or conference rooms cancelled after payment has been received, and a 20% cancellation fee for meeting room and/or conference rooms cancelled within 48 hours of the scheduled meeting. 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 opening hours at 301-699-3500 X102 or at our web site www.pgcmls.info. In the event of an emergency, the Branch Manager reserves the right to cancel a room reservation. The Library will make full refunds for room reservations if the branch library is not open due to weather or other library emergencies.

Room set-up and equipment: 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. 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 that may be caused by members of the organization or attendees during the time the room is reserved. The library does not provide audio or video equipment for use by the public. However, most meeting rooms have built-in projection screens and blackboards and white boards available. Parking is available only in public parking areas. Please note, that there are limited parking spaces at the Upper Marlboro, Beltsville and Glenarden Branches.

Only light refreshments or snacks (cookies, sandwiches, water, sodas, tea, coffee, etc) are allowed in the MEETING ROOMS. Hot meals (catered meals, pizzas, soups, etc) are prohibited. Strictly, no alcoholic beverages and/or open flames such as candles, Sterno, etc, are permitted. NO FOOD IS ALLOWED IN THE CONFERENCE ROOMS.

No petitions may be circulated in the library building. The Library Public Services Office must pre-approve promotional materials posted inside the Library.  All printed materials (fliers, posters, etc.) 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."

• No goods or services may be sold and no fees or money may be collected on Library premises.
• Posters, balloons, and other decorations may not be attached to walls, light fixtures, or ceilings.
• The Library is not responsible for lost or stolen articles.
• The capacity of meeting and/or conference 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.

Rules governing the use of meeting and conference rooms: 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 policies.

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