FCPL makes meeting rooms available on an equitable basis, regardless of the beliefs or affiliations of individuals or groups requesting their use. Meeting rooms are defined as interior branch spaces designed for public group meetings, Library programming, and the presentation and exchange of information and opinions of all kinds. When not in use by the Library, meeting spaces may be reserved by customers on a first-come, first-served basis.
All meetings must be open to the public excluding meetings that pertain to Library/Government work-related activities. No event organizer is permitted to bar others from the room unless it is necessary to comply with fire code limits. By making a meeting space available, the Library does not endorse the views of any group using the space.
Meeting rooms may not be used for parties or personal events or for regular business operations. Sales and fundraising are allowed only in conjunction with a Library event.
Fees may not be charged to attendees by event organizers. The Library does not charge fees for use of its meeting rooms.
FCPL reserves the right to deny applications for use based on the availability of space, repeated no-shows, or failure to adhere to policies and guidelines.
Authorization to use FCPL’s facilities does not reflect sponsorship by the Library. Responsibility for appropriate promotion lies with the event organizer. Meeting room reservations do not appear on FCPL’s Calendar of Events. No implication can be made through written material or media relations that FCPL is sponsoring the event. The FCPL logo cannot be used without the library’s permission, and promotion or advertisements shall include the phrase, “Not a Library-sponsored event”.
Library staff will respond to any disturbances or complaints regarding the usage of meeting rooms but do not generally supervise the actions or activities of any person or group utilizing the space.
Frederick County Public Libraries' Code of Conduct and Facilities Use Policy 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.
Sign language interpretation is supplied for Library programs only. Interpreter needs for meeting room reservations are the responsibility of the event organizer.
Accountability Statement
Concerns about the application of the Meeting Room Policy should be referred to the Meeting Room Coordinator. The Branch Administrator will be the final arbiter of disagreements concerning the application of the policy and guidelines.
Revised policy approved by the Board of Trustees of Frederick County Public Libraries 11/4/15. Revised 9/7/2022, Revised 9/3/25.