Meeting and Study Room Rules

Meeting and Study Room Rules

Who Can Reserve a Meeting/Study Room?

Any group, regardless of the affiliations of its members, may use library meeting/study room space as long as the group complies with the policies and procedures detailed here, as well as all library rules, and all applicable local, state, and federal laws. Failure to abide by any of these policies, rules or laws may result in the suspension of meeting room privileges.

How do I reserve a library meeting room?

The fastest way to book a room is through our online reservation system. 

You can also make reservations by phone or in person at any neighborhood library. 

You will need your library card number and an e-mail address or phone number in order to complete the reservation request. A library staff member will review your request and approve or deny it within 48 hours. 

The library may deny the meeting request if it is determined that:

  • The purpose of the meeting or activity is illegal, or poses a potential security or health risk.
  • The purpose of the meeting is for commercial, personal, or promotional purposes.
  • The purpose of the meeting does not comply with library rules and regulations.
  • The conduct of the meeting interferes with the functioning of the library.
  • The applicant has failed to comply with library behavior rules in the past.

How many times can I reserve a room?

Customers can reserve a meeting room three (3) times in a thirty (30) day period, for up to three (3) hours per reservation. This limit is library-system-wide and is not specific to any one location.

Customers can reserve a study room up to two (2) times per day, for up to three (3) hours per reservation.  

Is there an age requirement to reserve meeting rooms or study rooms? 

Meeting rooms may be booked by customers aged 18 or older.

Study rooms may be booked by customers aged 13 or older.

We’re having an organizational board meeting and will discuss confidential information, can we have a closed meeting? 

No. Events in library meeting rooms must be open to the public and free of charge. However, you may contact the Events Department at eventrentals@dc.gov to rent space for a private meeting at the MLK Library.

Can we have food in the meeting rooms?

No, there is no eating allowed inside the library due to the mask mandate. Masks must be worn at all times while in the Library.

Can I request a special set-up or furniture arrangement?

Not at the neighborhood libraries. You can move the furniture in the room to your needs as long as you return the room to its original state. Be sure to plan set-up and clean-up time into your room reservation.

You can rent space at MLK Library for a fee that includes room setup support. Click here for room options and pricing. 

Does the library provide A/V equipment?

Audio-visual equipment and support varies by location; information about what is available can be found in the reservation system. You may bring your own audio-visual equipment for your group’s use.

Can I record my event?

Any audio or visual recording taking place inside a library must be approved by the library before the meeting occurs. If you are interested in recording your meeting please contact the library at the time that you make your reservation. If approval is granted, it is your responsibility to inform participants that they will be recorded through your advertising or other publicity efforts.

How many people can fit in each room?

Capacity information for each room is listed in the reservation system. Room capacity is determined by the DC Fire Marshal’s office and is listed as the maximum standing capacity. 

What if I’m running late for my reservation or can’t make it?

We give customers a 15-minute window for late arrival before we cancel the reservation. If you do not arrive within the 15-minute window, the reservation will be canceled.

If you can’t make the reservation, please let us know as soon as possible. If you cancel within 8 hours of your reservation start time, the meeting will count toward your meeting room reservations limit.

If you don’t show up for a reservation and don’t cancel, the reservation will count toward your meeting room reservations limit.
 

Where can I edit, cancel, or check the status of my reservations?

You can log in with your library card number and PIN to check the status of your upcoming reservations, adjust or cancel existing reservations, or view past reservations.