Calvert Library welcomes the use of its meeting rooms for activities of civic, cultural, intellectual, charitable or educational nature by groups who agree to observe the Library rules. The public is welcome to attend all meetings, except those for which a meeting room reservation fee is paid to the library.  Meeting room users may not collect money at the library. Any payment must be paid directly to the meeting room user in advance of the program. For profit entities must pay a fee to the library for use of a meeting room. Retail activities are not allowed.  The rooms may not be used for purely social purposes which include, but are not limited to, private birthday parties, baby showers or entertainment.

Calvert Library, its Board of Trustees and employees assume no responsibility for the actions, opinions, or expressed points of view of the organizations or groups that sponsor or host meetings or the individuals who attend meetings and events on library premises. The Library is not responsible for any accidents or injuries that occur during the use of a meeting room and assumes no responsibility for equipment, supplies, or other items owned by a group or individual used or left behind. As a public institution, the Library respects the First Amendment of the US Constitution as interpreted by the applicable courts and expects the same of its customers.

Reservations

Applications for the use of the meeting rooms may be made up to six months in advance. Library programs have first priority for use of the meeting rooms. Groups may be asked to reschedule when a library program is planned.  Reservations may be made online or in person.  The schedule is available in the library and online, and may be viewed from the library home page, calvertlibrary.info.

If an individual or group has not arrived or contacted the library within 30 minutes after the start of their reservation time, their reservation will be cancelled. At this point, the room may be used by another individual or group.

Damages

Applicants who reserve the space are financially responsible for damage that may occur during the use of the room and for any custodial care required after the meeting.

Fees

Non-profit organizations and government agencies – no charge

Businesses will pay the following fees:

  • Use of one meeting room up to four hours – $50.00
  • Extended use of the same room (beyond four hours) – additional $50.00
  • Fees must be paid no later than 10 days after the initial request or the tentative booking will be canceled by the library.  If the use of the room is canceled by the applicant, a $2.00 fee per reservation will be retained by the library. Additional fees will be refunded to the applicant.

There will be no charge for use of the study rooms in any Calvert Library building.

Regulations

  1. Application for the use of a meeting room should be made at least 24 hours in advance. The applicant will be held responsible for seeing that the policy is upheld. The name and contact information of the applicant is available for public viewing.
  2. If a meeting is canceled, the library should be notified as far in advance of the date as possible. When the library closes due to emergencies such as inclement weather, the group scheduled to use the meeting room will be notified as early as possible.
  3. All parties using the meeting rooms must vacate the building by 8:00 p.m. on Monday through Thursday, and by 5:00 p.m. on Friday and Saturday. Meeting rooms are not available when the library is closed.
  4. Any applicant using a meeting room will be responsible for setting up the room according to their own needs. The library staff will have no responsibility. The applicant using the room must restore the furniture and the room to the order shown on the plan posted on the wall. Set-up and clean-up must occur within the time reserved for the meeting.
  5. No items are to be attached to or hung on the walls.
  6. An in-use meeting room must have at least one adult (21 18 or over) present at all times.
  7. No funds may be solicited or direct sales made by meeting room users.
  8. Refreshments, excluding alcoholic beverages, may be served, but applicants are required to provide their own kitchenware. The library cannot provide refrigeration or re-heating. No open flames (Sterno) are permitted.
  9. Noise is expected to remain within the general hum of the library. Any applicant may be refused the use of a meeting room if the noise level is expected to interfere with library business
  10. No group will use the library as a mailing address.
  11. Any publicity must list the name of the organization sponsoring the meeting. Publicity must include the statement “This is not a library-sponsored program.”
  12. No group will store materials at the library.
  13. The library is not responsible for lost or stolen articles.
  14. If an applicant misses two consecutive meetings without prior notification, future room use may be canceled or refused.
  15. Signs outside of meeting rooms are subject to the Bulletin Board & Pamphlet Table policy.
  16. Exceptions to this policy must be approved by the Executive Director.

Approved, Board of Library Trustees, November 21, 1995.

Revised, June 19, 2001

Revised, April 15, 2003

Revised September 19, 2006, to be effective November 1, 2006

Revised, December 18, 2012

Revised, September 17, 2013

Revised, February 18, 2020

Revised, March 19, 2024

Revised, October 15, 2024

Check Availability and Apply Online (For same day reservations please contact the library)

Prince Frederick Meeting / Study Rooms (Location information)

Fairview Branch Meeting Rooms (Location information)

Southern Branch Meeting Rooms (Location information)

Twin Beaches Branch Meeting Rooms (Location information)