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Meeting & Conference Rooms

Meeting Room Policy

The primary function of Library rooms (including meeting and conference rooms) is to provide space for library-sponsored and co-sponsored programs and educational, civic, and community-oriented activities. The Library-sponsored and co-sponsored programs take precedence over all other uses of meeting rooms. The library reserves the right to cancel or reschedule non-library bookings in order to accommodate library-sponsored activities, with as much notice as possible. These rooms are only reserved when the Library is open to the public. 

The Library reserves the right to attend any events and meetings held in its facilities to ensure that library policies are being followed. As a community service, the Library welcomes the use of its rooms for public gatherings by groups who agree to abide by the Library’s Code of Conduct and whose activities will not adversely affect library operations.

  • Reservations must include the set up time in their booking request. Access to Library rooms prior to the scheduled start time is prohibited.
  • Reservations must include the breakdown time in their booking request. Continued use of a Library room after a reservation has ended will incur additional prorated fees. 
  • Customers needing a longer reservation period should speak with branch staff prior to their event to modify their booking requests. If the Library room is available, customers will need to pay additional prorated fees.
  • All promotional print and digital signage or marketing materials for event reservations must include the statement “Use of Library rooms does not constitute endorsement of program/meeting or its content by the Prince George's County Memorial Library System" and must be approved by Library staff before posting or publishing. 
  • Private parties are not allowed in Library Rooms. This includes but is not limited to showers, receptions, birthdays, concerts, recitals or graduation parties, and other purely social gatherings. 
  • Alternatives for Social Gatherings/ Event Rentals in Prince George’s County:
  • Only light refreshments (e.g. sandwiches, cookies, water, tea, sodas, coffee) are allowed in Library rooms. Alcohol, full-service catered meals, and heating sources/open flames (candles, sterno, etc.) are prohibited.
  • Library rooms may not be used for campaigning, fundraising, nor for commercial activities involving sales or financial transactions. Customers may not charge admission or materials fees for events in Library rooms.
  • Organizations using Library rooms may not recruit or solicit participants for their event on library premises.
  • Customers must vacate their reserved space 15 minutes before the Library closes. 
  • The capacity of Library rooms is determined by fire regulations and must not be exceeded. 
  • Doors to Library rooms must remain unlocked during meetings and events.
  • Organizations using Library rooms must have at least one adult (18 years or older) present at all times.
  • Any organization and/or individual reserving a Library room is responsible for the condition of the Library room and will be financially responsible for any damage caused by members of the organization or attendees during the time the Library room is reserved.
  • Further use of the Library rooms will be denied to any individual or organization that fails to comply with the above agreement.

In the event of an emergency, the Library reserves the right to cancel a Library room reservation. Groups and/or individuals are responsible for contacting the Library in severe weather conditions to determine whether the Library system will remain open. Closing information is available before Library opening hours at (301) 699-3500, on the web at pgcmls.info or via the free PGCMLS app. The Library will reschedule Library room reservations within 30 days if possible when the Library closes due to severe weather or other emergencies.


Approved by the Board of Library Trustees 11/2025.

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  • Details about available equipment for each meeting and conference room are on the booking website.
  • All meeting and conference rooms are equipped with WiFi access. PGCMLS library cards are required to sign onto the PGCMLS Public WiFi network.
  • Projectors and screens may be available in Library rooms. You may borrow a standard HDMI or VGA cable to connect your laptop to the mounted projector where available. Cables are held at branch service desks. The Library does not guarantee audio-visual technology will be available, compatible and functional. The Library does not provide laptops.
  • Podiums, microphones and sound systems are available in select Library rooms. The Library cannot guarantee the availability or functionality of microphones and sound systems.
  • The Library provides a limited number of tables and chairs based on the room capacities for each space. 
  • Library meeting rooms are arranged with auditorium-style seating, with the exception of the conference and multipurpose rooms.
  • Organizations are welcome to change the arrangement of the reserved meeting or conference room, but are also responsible for returning tables and chairs to their original position before vacating reserved meeting or conference rooms.
    • 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.
  • Reservations are limited to the space within the reserved meeting or conference room. All elements of your event must remain within the reserved meeting or conference room. 
  • Food or uncovered drinks of any kind are not permitted in the Lecture Hall at Oxon Hill or in Conference Rooms at New Carrollton and Surratts-Clinton.
  • Only light refreshments are permitted in meeting and conference rooms (e.g. sandwiches, cookies, water, tea, sodas, coffees)
  • No alcoholic beverages are allowed. 
  • Full service catered meals are not allowed. 
  • Heating sources and/or open flames, including the use of candles, sterno or other portable food warming devices, are not permitted in the meeting and conference rooms.
  • Private parties are not allowed in library meeting and conference rooms. This includes but is not limited to showers, receptions, birthdays, concerts, recitals or graduation parties, and other purely social gatherings.
  • Organizations using library meeting and conference rooms may not recruit or solicit participants for their event on library premises.
  • Library rooms cannot be used as the sole or primary location to conduct business nor may the Library’s phone number be used in any non-PGCMLS event promotional material.
  • Charging admission or entry fees, selling products or services is prohibited when utilizing library meeting and conference rooms. This includes the collection of money online and on Library premises for events held in Library rooms.
  • Decorations cannot be attached to walls, light fixtures, or ceilings. This includes but is not limited to posters and balloons.

Reservations should be made on the Library website by customers with an adult library card and PIN. In addition, you may ask at a branch library service desk for assistance in making an online reservation. Reservations may also be made by calling Central Booking at 301-699-3500 during business hours, 8:30 am to 5:00 pm, if you need assistance. 

Reservations are available on a first-come, first-served basis. 

If you do not have a library card account, you may get one by visiting any PGCMLS library branch with your current ID, or by creating a Virtual Library Card. 

Review the information about Meeting Room Policy and Procedures shared on this page. Once reviewed, type your name here in the indicated block stating that you agree to abide by PGCMLS Meeting Room Room Policy and Procedures outlined on this page.

After agreeing to PGCMLS Meeting Room Policies and Procedures:

  • Choose a date, branch and room size for your reservation.
  • Select a minimum of 8 green squares for your reservation. Your reservation must include time for set-up and clean-up time. Rooms are only available during your reserved time.
  • Enter your library card number and PIN.
  • Enter the group name and reservation title (name of your event) for your meeting.
  • Review the expectations and check the boxes to confirm that you agree.
  • Enter your credit card information and make sure that your booking information is correct; if not, use Back to correct. If it is correct, check the box for I have read and agree

Payment is due when the reservations are made; payments may only be made via credit card.  Payments are processed by PayPal, and most major credit cards are accepted. Your payment will be processed once your reservation is reviewed and approved by Library staff. 

Reservations must be made in two hour increments. Additional time may requested by speaking with Central Booking (301-699-3500) or staff at a branch library.

Room fees vary according to room capacity.

Room Type Capacity Fees
Conference Rooms 10-16 people $17.50 per hour
Small Meeting Rooms 20-40 people $25 per hour
Large Meeting Rooms 60-100 people $62.50 per hour
Oxon Hill Lecture Hall 120 people $100 per hour
Auditoriums 150 people $100 per hour

Non-profit organizations are required to pay the room reservation fee, as are other community groups and individuals. Federal and State agencies are also required to pay for room use.

You can manage your reservations by going to www.pgcmls.info/myreservations. To edit or change your paid reservation, you simply cancel the reservation and re-enter it with the correct time/day/location. 

You may cancel a reservation at any time up to 7 (seven) days before your reservation. Cancellations generate a refund in full to your credit card by PayPal within 3 (three) business days.  The Finance Department at the Administrative Offices  (301-699-3500) handles all concerns about credit card transactions.

In the event of an emergency, the Library reserves the right to cancel a Library room reservation. Groups and/or individuals are responsible for contacting the Library in severe weather conditions to determine whether the Library system will remain open. Closing information is available before Library opening hours at (301) 699-3500, on the web at pgcmls.info/alerts or via the free PGCMLS app. The Library will reschedule Library room reservations within 30 days if possible when the Library closes due to severe weather or other emergencies.

Acceptance of Stated Meeting Room Policy and Procedures

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Please type your name here to state that you agree to abide by PGCMLS Meeting Room Room Policy and Procedures outlined above: