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Private Parties and Events
For reservations or further information, contact the Special Events Coordinator at lcharles@washcolibrary.org or 301-739-3250.
Please be aware that alcohol is prohibited at all events due to licensing issues. Thank you for your cooperation in this matter.
Types of Private Parties and Events
The Washington County Free Library offers the option for community members to reserve space for private events under certain conditions and restrictions. At the current time, the library can accommodate the following types of events:
Prom and Homecoming Photos: No charge; reservation required.
Wedding Photos: $25 during normal library hours; $75 otherwise; reservation required.
Baby and Wedding Showers: $100 up to 4 hours (includes set-up and tear-down time); 4-8 hours, $200.
Retirement Parties: $100 up to 4 hours (includes set-up and tear-down time); 4-8 hours, $200.
18+ Birthday Parties: $100 up to 4 hours (includes set-up and tear-down time); 4-8 hours, $200. Parties for children and teens (ages 0 – 18) are not allowed at this time.
End of Life Celebrations: $100 up to 4 hours (includes set-up and tear-down time); 4-8 hours, $200.
Wedding Ceremony Only (maximum of 30 Guests): $200
Available locations: The Western Maryland Room or Room 334 (Fletcher Branch, Hagerstown).
- Couples are invited to include up to 30 guests, regardless of age, to take part in their ceremony. The photographer and officiant do not count towards the 30-person guest limit.
- Photos permitted within the chosen room and the exterior of the building. Photo access to the rest of the building is on a case-by-case basis.
- Up to 30 chairs and limited ceremony décor will be placed specifically for each appointment.
- Rental: $200
Ceremonies may be booked within a 90-day booking window and at least 14 days out. Please note, the library does not provide an officiant or manage marriage licenses & certificates.
Additional Details:
- Food and/or beverage is not permitted.
- Outside vendors are limited to one officiant and one photographer.
- Additional furniture, decorations, petals, signs, rice, confetti, balloons, props, or animals are not permitted.
- Attendees must come dressed for the ceremony; on-site holding/prep areas are not available.
- Live music is not permitted.
- If booked for outside of library operating hours, there is an additional fee of $25/hour for two security officers.
Rental of Decorative Arch or other decorations - $50
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Arch #1
This is a display of Arch #1 in the Community Room 308/309 for a wedding display
Arch #1
This is a display of Arch #1 in the Western Maryland Room for a wedding display
Arch #1
This is a 5'x7' arch that includes white florals and vines
Arch #2
This is a 6.5'x7.5' arch that includes vines with purple and white florals
Arch #3
This is a 6.5' x 6' arch that includes vines and purple florals
Wedding Ceremony and Reception or Wedding Reception (120 seat capacity): Minimum cost of $1,000. Final cost may vary according to individual details.
Available location: Combined Community Room 308/309 (Fletcher Branch, Hagerstown).
- Photos permitted within the chosen room and the exterior of the building. Photo access to the rest of the building is on a case-by-case basis at the discretion of the Special Events Coordinator or the Director of Operations.
- Outside food and/or beverage permitted, with kitchenette available for storage (see Community Room Amenities below.)
- Outside vendors other than officiant and photographer will need to be approved by the Special Events Coordinator or the Director of Operations.
Combined Community Room 308/309 Amenities
- Ceremony and Reception Area
- Indoor Event Space
- Handicap Accessible
- Kitchenette (Including sink, microwave, commercial refrigerator, and icemaker)
Venue Service Offerings
- Wireless Internet
- A/V Equipment
- Tables, Chairs and Black linens
Additional fees and extras
- Outside catering - $25 cleaning fee
- Decorative Arch - $50
- Decorative Table Runners - $5 per runner cleaning fee.
General Private Party and Event Information
- Reservation Times. Spaces are available between the hours of 9:00 AM and 11:00 PM; extra Security fee applies outside of normal operating hours. All events must end, and invited guests leave the library, by 11:00 PM. Load-in, set-up and break-down must be completed and all non-Library personnel must vacate the building by the end of the contracted time. The library reserves the right to charge penalty fees on events that exceed the contracted time.
- Booking. Upon receiving a booking request, the Special Events Coordinator will contact prospective renters to get additional details about the proposed event. Prospective renters are encouraged to schedule a site visit prior to placing a date on hold. Holds may be released by WCFL after ten business days. An event is not considered booked until approved by the Special Events Coordinator.
- Provision of Staff and Equipment. The library agrees to provide the following for events as needed: Event Coordinator on-site throughout the rental period; Security officers on-site throughout the event (extra fee if after normal operating hours); limited numbers of tables and chairs, and the use of the catering kitchen for catered events only. The library reserves the right, at the client’s expense, and upon notification in writing to the client, to require additional personnel for services, which may include but are not limited to, additional Security officers, Maintenance or custodial staff, or other personnel as required to meet event needs.
- Loading Dock. Clients and vendors may use the loading dock entrance for load-in and load-out, if accompanied by library staff. Limited types and quantities of carts and dollies may be available for use, but are not guaranteed. Vendors and clients should be prepared to provide their own carts and dollies.
- Scheduling Load-In/Load-Out. Access to the loading dock is limited and must be scheduled with the Special Events Coordinator no later than five (5) calendar days in advance of the event. At that time, the client must provide the Special Events Coordinator with the dates, times, and names of individuals/vendors that will need access to the loading dock and carts/dollies (if available). Load-in and load-out are the sole responsibility of the client and their vendors. In most cases, library employees are not available to help load-in and load-out for events. Public entrances may not be used to deliver any equipment or other items for events, unless prior approval has been granted in writing by the Special Events Coordinator.
- Storage. Items cannot be stored in the library facility before or after the contracted reservation time, unless approval has been granted in writing no less than 48 hours in advance by the Special Events Coordinator. Items left in the library will be discarded. The Washington County Free Library is not liable for loss or damage to materials stored in the library.
- Setup/Breakdown. The library’s Event and Maintenance staff handles the setup, moving, and breakdown of library furniture. No one other than a library employee may move furniture from other areas of the library for events. The library may determine facility needs on an individual basis and additional fees may be warranted based on the event’s size and scope.
- Event Layout. The client may choose the layout for their event within established parameters. All selections must be submitted in writing to the Event Coordinator no less than five (5) calendar days prior to the event to ensure that the library’s building, fire, and electrical codes are met. The Special Events Coordinator will approve event layouts.
All building and fire codes must be observed. Emergency egress cannot be blocked. The library reserves the right to make adjustments as it deems fit to meet the library’s and the City of Hagerstown’s code regulations. The library will determine the location of all required fire lines/exit paths for the event and will revise the event setup if necessary to comply with fire codes, with or without the client’s approval.
- Furnishings. Limited types and quantities of furniture are included in the event rental fee. The client must inform Event Services of the need for Library furniture at least seven (7) days in advance of the event. Library furniture designated for indoor use may only be used indoors, and furniture designated for outdoor use may only be used outdoors, unless prior approval is granted by the Director of Operations.
Clients may rent additional furnishings through an outside vendor. Load-in and setup of nonlibrary furniture is the responsibility of the vendor and the client. The client is responsible for removing all rented furnishings from the premises by the end of the contracted reservation time. Furnishings left on the premises after the contracted time will result in a fine.
- Damages and Non-Routine Cleaning. Prior to departing the venue, the client (or client representative) and Event Coordinator will conduct a post-event walk-through of the venue to identify any damage incurred during the course of the event. The client is responsible for the cost to repair any damage to the library’s property that occurred during the event, other than normal wear and tear. Fees for damage and non-routine cleaning will be evaluated and assessed after the event. These fees will be included in a final invoice.
- Audiovisual Equipment. Limited types and quantities of audiovisual (A/V) equipment are made available to clients, but are not guaranteed. Any A/V equipment supplied by WCFL will be included in the basic rental rate. A/V staff support is not provided as a part of the rental fee, beyond limited troubleshooting by the Event Coordinator. Additional services or equipment will be billed to the client.
- Sound. Sound and music checks when the library is open to the public should be scheduled with permission of the Special Event Coordinator.
- Cleaning. Facilities staff will provide routine cleaning of the space before and after the event, with costs included in rental fees. This includes cleaning floors, removing trash and recycling from receptacles, and cleaning and restocking restrooms. Clients will be charged for any non-routine cleaning that occurs following their event. Non-routine cleaning is defined as any cleaning of walls, floors, and other surfaces that cannot be effectively accomplished by broom sweeping, vacuuming, or use of a mop or wiping cloth with a typical commercial cleanser. Removal of items left behind in the event spaces is also considered non-routine cleaning.
- Trash and Recycling. Trash and recycling receptacles are available throughout the library. However, all vendors are required to take their bulk trash (such as boxes, flower stems, packaging, large plastic food containers, etc.) with them after the event. If a client utilizes a delivery only catering option, then the client is responsible for taking the bulk trash (and/or leftover food and drink) with them after the event.
- Utilities. The library has standard 120V/20A circuits available. The library has standard water supply at water fountains, sinks and utility sinks. The library also has a commercial icemaker in the catering kitchen attached to Room 308/309. Any other water needs must be discussed and planned with Event Services at least 30 days prior to the event.
- Parking. There is a large pay by the hour parking lot behind the library (entrances off Cramer Alley or Baltimore St), but it is shared with library patrons during normal operating hours. The first two hours are free with validation inside the library and special arrangements can be made for longer events. A public parking garage is also available within walking distance of the library.
- Décor and Prohibited Decorations. Decorations must be approved by the Special Events Coordinator. Prohibited items and materials include:
- Helium balloons and machines producing bubbles, smoke, or fog.
- Glitter, paint powder, bird seed, rice, beans, confetti, and similar materials.
- Staples, tape, tacks, nails, or any material that attaches or adheres to library furniture, fixtures, structures, walls, ceilings or floors, unless approved by the by the Special Event Coordinator.
- Anything that might stain or damage the floors.
- Water features, ice sculptures, or similar.
- Open flames, including but not limited to, real flame candles and sparklers. Chafing dish fuel is allowed only when handled by the caterer or library staff.
- Animals, without prior written approval. Service animals under the ADA are allowed.
- Food and Alcohol. Food may be brought in with prior approval of the Special Events Coordinator. Alcohol of any kind is prohibited.
Caterers must be licensed and hold appropriate certifications, including proof of a catering license, a basic business license, Department of Health certification for safe food handling, General and Auto Liability Insurance, and any other certifications required by the library and/or the local municipality for catered events. Clients are required to submit to the library for approval all catering information before signing a contract with or submitting a deposit to the caterer. The library assumes no responsibility and/or liability for monies forfeited by the client resulting from failure to submit necessary documentation and to obtain prior approval of the caterer from Events Services. Caterers are responsible for supplying relevant equipment and must be on-site to accept any deliveries that they or the client have arranged during the contract time period. The caterer is solely responsible for the set-up and breakdown of all non-Library equipment. The responsibility for returning the catering kitchen to its original condition rests with the caterer. The Client is responsible for assuring the caterer’s compliance with this policy. All garbage, equipment, and linens shall be removed within the contract time period, and all cleaning must also occur within this window.
- Security. The Special Events Coordinator will work with the Director of Operations and WCFL’s Security team to evaluate safety considerations and facility staffing needs for each event. Security coverage levels are dependent upon building needs and the size of the event, location, hours and perceived risk to library patrons. Based on the library’s evaluation of security needs, the library reserves the right, at its discretion and at advance notice to the client, to require additional security at the client’s expense. Two security officers are required at all after hours events. The library reserves the right to cancel an event at any time that has become a security concern to the library or its patrons. Clients will receive a full refund for security related cancellations.
- Supervision. Minors (children under the age of 18) must be adequately supervised during private events.
- Library Collections. The library collection, special collections, and artwork must not be moved, removed, or disturbed in any way. Library collections are off limits when the library is closed to the public during events.
- Commercial Photography and Filming. Photography and/or filming is allowed on the premises during the time period and in the areas of the building booked by clients for their private event. Clients must provide details about the individuals/groups participating in the photography or filming, a timeline, and a list of specific locations for the photography and/or filming. Detailed requests must be submitted to the Special Event Coordinator at least seven (7) calendar days before the event. The Washington County Free Library reserves the right to approve or deny any photography and/or filming requests that fall outside of the rental time period or area of the building. Any pre-event walk-through for photographers and videographers must be scheduled in advance with the Special Events Coordinator. Clients who plan to film at the library are strongly encouraged to review WCFL’s Photography Policy.
- Access to Events. The library, its representatives, and employees, shall at all times have free access to the premises at reasonable times and intervals in order to inspect or monitor the use of the premises.
- Provision of Insurance. For events over 50 people, certificates of Insurance (for the day of the event) must also be submitted to the library by the client’s caterer, vendor(s) and/or vendor’s agents, naming the Washington County Free Library as additionally insured. At a minimum, the Certificate of Insurance must include, but is not limited to, general liability (minimum coverage of $1,000,000 or in sufficient amounts to cover event liability); automobile liability, workmen's compensation. Must protect against bodily harm and property damage.
- Smoking and Vaping. The Washington County Free Library is a smoke-free building. Smoking and/or vaping is not allowed in any part of the library premises at any time. It is the responsibility of the Caterer/ Outside Event Planner/ Client to inform all attendees of the NO Smoking and vaping policy.
Right to Appeal
The use of all types of library meeting rooms may be denied if a group or individual does not meet the eligibility guidelines established in this policy and/or in the accompanying procedures, or if the group or individual violates the Patron Use of Space Policy. Groups or individuals may be banned from further use of library meeting rooms, if their actions warrant it.
Any group or individual who is denied access or banned from use of the library’s meeting rooms due to behavioral or other issues may appeal that decision in writing to the Director of Operations. A second appeal may be made to the Executive Director, if necessary. The Executive Director acts as final arbitrator of all appeals and the decision of the Executive Director is final.