Meeting and Study Room Rules

Meeting and Study Room Rules

Please read if this is your first time reserving space.

 

Quick Links

Who Can Reserve a Meeting/Study Room?

How does the library define “Personal Use”?

Can I reserve a meeting room for someone else? If I reserve the room do I have to stay the entire time?

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

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

We’ll be discussing confidential information, can we have a closed meeting?

Can we have food in the meeting rooms?

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

Does the library provide A/V equipment?

Can I record my event?

How many people can fit in each room?

What are the reasons my reservation request might be denied?

 

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 suspension of meeting room privileges.

 How does the library define “Personal Use”?

Any activity that does not lend itself  to general public participation. For example, baby or bridal showers and birthday parties.

 Can I reserve a meeting room for someone else? If I reserve the room do I have to stay the entire time?

The person who submits the application for meeting or study room use assumes responsibility for ensuring that attendees observe the regulations set forth in these procedures for the period for which it is reserved, ensuring the safety and security of attendees and the library facility. The person submitting the application must have a current DC Public Library card. You can apply online. The person who submitted the application doesn’t have to attend the meeting or stay the entire time but that person must have a designee whose name appears on the application who checks in and out with library staff and is the contact person for staff if there are concerns.

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

Late arrivals (more than 15 minutes), and no-shows (requests that are not canceled at least eight hours before the requested start time) may result in the reservation being cancelled by library staff and may count toward your meeting room reservations limit.

Is there an age requirement to reserve meeting rooms or study rooms? The library requires that an adult submit the application and act as sponsor for any meeting room use involving persons 18 and under. The applicant/adult sponsor must attend and supervise the meeting, accept responsibility for the group’s behavior or for any damage caused to the room or to the library by the group or its members.

Study rooms may be used by customers aged 13 and up.

We’re having an organizational board meeting and will discuss confidential information, can we have a closed meeting? No. Events in library meetings rooms must be open to the public and free of charge. Library staff and members of the public may enter and remain in a room at any time during a scheduled meeting.

How can meeting attendees know where to find me? Can I post signs?
Only signage for library sponsored, or partner programs may be posted. Most locations have electronic signage directing customers to meeting spaces, if not, any library staff is available to direct you. The library suggests that you assign someone from your group to help direct attendees if you feel additional assistance is needed.

  Can we have food in the meeting rooms?

To protect the health and safety of all, the use of food in the meeting rooms must be pre-approved at the time of the application. If approved only manufacturer pre-packaged and single serving sized unopened food items (such as Chips, Cookies, Peanuts, Crackers etc.)  may be provided and beverages must be single serving with closed or covered containers. Please note the following:

  • Raw food may not  be prepared in the meeting rooms.
  • All left over food and resulting garbage must be removed from the library premises immediately after the event.
  • Alcohol is never permitted for public use of meeting rooms or study rooms.
 Can I request a special set-up or furniture arrangement?

All meeting rooms have a standard set-up. With exception of the auditorium at the central library, room A5, the library does not provide set-up support.

Does the library provide A/V equipment?
Audio-visual support is not provided. 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?

Room set-up and maximum capacity of library rooms is set by District of Columbia Fire Ordinances. You can find a list of room capacity of each location below. Each room has both a minimum and a maximum usage number.

What are the reasons my reservation request might be denied?

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 meeting presents health or security risks. The conduct of the meeting interferes with the functioning of the library.
  • The applicant has not provided satisfactory adult sponsorship and supervision for the meeting.
  • The applicant has failed to comply library behavior rules in the past and, as a result, is barred.
An applicant may appeal the decision about the use of a library meeting room in writing to the Director of Public Services, 1990 K St. NW, Suite 500, Washington, D.C. 20006, or by email within ten (10) working days of the decision.

By clicking on this link to go to the online meeting room reservation system, I acknowledge that I have read the meeting room rules and agree to abide by them.