Meeting rooms are available for group use by both profit and nonprofit organizations.
The Hagerstown, Boonsboro, Clear Spring, Hancock, Smithsburg & Williamsport branches of the Washington County Free Library have rooms available for group use by both profit and nonprofit organizations.
Meeting Room Guidelines and Regulations
Please see the information below about reserving meeting rooms, group study rooms, and single occupancy study pods at the Hagerstown, Boonsboro, Clear Spring, Hancock, Smithsburg and Williamsport branches of the Washington County Free Library. Availability will vary by branch.
General Information
Meeting rooms at the Washington County Free Library (WCFL) provide an opportunity for bringing together the resources of the library and the activities of the community. To this end, WCFL provides a number of meeting rooms for shared library and community use. Library sponsored and co-sponsored programming receive priority and meeting rooms for public use may not be available at all branches, due to space constraints.
All meeting rooms must be reserved online through the library’s website. The reservation is not considered final until the person making the reservation receives confirmation of the reservation from the library.
Unless reserved for a scheduled activity, meeting rooms are open and available for use on a first-come, first-served basis during normal operating hours. Reserving a library meeting room will constitute acceptance of the associated procedures, restrictions, and requirements and meeting room attendance cannot exceed the posted room capacity determined by building and fire regulations.
All users of any library spaces must comply with the library’s Patron Use of Space Policy and all established meeting room procedures and guidelines. Violation of the Patron Use of Space Policy and/or the established meeting room procedures and guidelines may result in removal from the reserved room and/or the library premises, according to the severity of the offense. Violation may also result in restrictions on future reservations.
There are a variety of different types of spaces available, depending on the library branch, including large meeting rooms and Community Rooms, smaller group study rooms, and single occupancy study pods. Procedures, restrictions, and requirements for each type of room may vary, so please read each section below carefully.
Use of group study rooms and single occupancy study pods (including the Telehealth Pod) are offered free of charge during library hours and are dedicated to use for small group or individual study, discussions, projects, tutoring and similar activities. Single occupancy study pods (3 single pods and 1 Telehealth Pod) are only available at the Fletcher Branch in Hagerstown. Group study rooms are available at the following locations:
- Fletcher Branch, Hagerstown: 3 group study rooms (maximum capacity varies).
- Boonsboro Branch: Quiet Room (maximum capacity: 8)
- Hancock Branch: Quiet Room (maximum capacity: 6)
- Smithsburg Branch: Quiet Room, (maximum capacity: 8)
Please review the information below before booking a room. The Group Study Room Policy applies to both small group meeting rooms and single occupancy study pods.
Group Study Room Policy
Small group study rooms and single occupancy study pods may be reserved up to two weeks in advance by booking online or calling or stopping by the applicable branch. By reserving a group study room or single occupancy study pod, users indicate acceptance of the associated regulations and procedures. The following rules and restrictions apply:
- In order to allow as many people as possible to use the rooms, individuals are permitted two sessions (two hours each), per week.
- Each session is two hours in length. If there are no others waiting, the time may be extended in one-hour increments at the discretion of library staff, who will note the extension in the original reservation.
- The person under whose name the reservation is placed must check in at the nearest public service desk at the end of their initial session to inquire about a time extension.
- Rooms will be kept locked when not in use.
- All individuals must be at least 18 years of age to occupy a study room or single occupancy study pod.
- The study rooms, and especially the single occupancy study pods, are not fully sound proof. Conduct and noise is expected to be kept to a level conducive for study by occupants in the adjacent study rooms and general area.
- The person who makes the reservation must provide ID and check in at the at the nearest public service desk within 15 minutes of the reservation start time or the reservation may be forfeit. This person is responsible for the condition of the room during its use.
- All rooms must be left in clean and undamaged condition. The person who registered for the room will be held financially responsible for any damage done to the room, its furnishings and equipment, by anyone while occupying the room (from check-in until checkout time). The responsible person will inspect the room prior to use and report any damage or unclean conditions to library staff. The person who registered for the room will be held responsible for any unreported damage.
- When the room is vacated, the responsible person must check out at the nearest public service desk. Responsibility for the room ends only after checkout (leaving the room without checking out does not end responsibility). Users are responsible for the room if the door is left open.
- Switching rooms (Fletcher Branch) is not allowed without checking in advance with the Information Services Desk.
- All library rules apply; eating, smoking, drinking (except covered beverages) is not permitted. Violation of the policies listed in the Patron Use of Space Policy can result in removal from library premises for a defined period of time.
- Group study rooms may not be used for private social functions such as showers, birthday parties, etc.
- Programs and/or meetings involving the sale, advertisement, or promotion of commercial products and programs having admission fees, or for the purposes of fundraising, are prohibited.
To make a reservation at any of our locations, please contact staff in-person, by phone, or book through the meeting room calendar.
Types of Events and Programs
Large meeting rooms, including Community Rooms, may be used for the following types of events and programs:
- Library-sponsored and co-sponsored programs.
- Government-related meetings, including Washington County government, Washington County municipalities, the State of Maryland, and the federal government, as well as elected officials at any level of government.
- Nonprofit groups and organizations; valid tax determination letter required.
- Educational organizations, such as private schools, homeschoolers and homeschool organizations, and educators offering one-on-one or family sessions.
- Individuals and community groups for civic, educational, and cultural activities.
- Meetings and events by for-profit businesses and other community organizations.
- Private parties for social purposes in accordance with established procedures.
Large meeting rooms and/or community rooms may not be used:
- By single individuals or groups of individuals that can be served by smaller spaces.
- For fundraising and/or the sale of items, with the exception of approved library-sponsored or co-sponsored events and programs.
- For purposes and/or circumstances where disorder and substantial disruption to the functioning of the library may occur.
- For purposes and/or circumstances where substantial damage to the room or other library spaces may occur.
Guidelines and Restrictions
Meetings room use operates under the following guidelines and restrictions:
- Meeting rooms are available for use during regular library hours. Any after-hour requests (either after the library closes or before the library opens) must be approved by the Executive Director or the Director of Operations, and may be dependent on the willingness of the requesting individual or group to pay for Security to be present during the event.
- Use of meeting rooms is limited to no more than two times per month.
- All users of library meeting rooms must comply with the library’s Patron Use of Space Policy and all established meeting room procedures and guidelines. Violation of the Patron Use of Space Policy and/or the established meeting room procedures and guidelines may result in removal from the reserved room and/or the library premises, according to the severity of the offense. Violation may also result in restrictions on future use of meeting rooms.
- The public must be welcome at all public meetings for which no meeting fee was charged. If a meeting room fee has been paid, the group reserving the room may determine whether the gathering will be open to the public.
- Fundraising and/or sale of items, with the exception of approved library-sponsored or co-sponsored events and programs, is prohibited.
- The library is not responsible for lost or stolen personal items, or for any injury to persons or damage to personal property resulting from the use of library facilities, including meeting rooms.
- Cancellations must be made prior to the start of the reservation, and according to established procedures, to receive a refund. Failure to notify the library of a cancellation my jeopardize future reservations.
- Light refreshments may be served if requested and approved in the meeting room application, and if the kitchenette, where available, is left in an orderly condition. No alcoholic beverages may be served.
- Nothing may be hung on the walls or door without advance permission.
- No signs may be posted or brochures distributed on the door or outside of the reserved meeting room without approval by the library.
- No group or organization may use the library as a mailing list and the library phone may not be used for personal business.
- The library will not provide staff to assist with the loading or the unloading of materials and supplies brought by groups using a meeting room.
- Groups using WCFL meeting rooms for non-library events may arrange for photographers during their event. Photography is restricted to the space reserved by the group and may not take place in any other areas of the library, unless arrangements are made ahead of time.
- Groups may not book meeting rooms for the purposes of shooting promotional, informational, or commercial videos without prior approval of the Director of Operations.
- No personal equipment or other items belonging to a group or individual shall be left in the library between meetings.
- The provision of a meeting room to a group or individual will not be considered an endorsement of that group, its beliefs, or its speech. The library, its Board of Trustees, and staff do not endorse the actions, opinions, or points of view expressed by the groups or individuals that sponsor or host meetings at the library, or the individuals who attend meetings and events on library premises.
- The library reserves the right to cancel a reservation due to emergency situations, inclement weather, maintenance issues, or other unforeseen operational needs. Efforts will be made to provide advance notice to the contact person listed on the reservation.
- Any advertisement or promotion, whether in print, online, or through the media, must carry the name and phone number of the individual or organization sponsoring the meeting. The library logo, website, and phone number may not appear on any publicity and the library may not be identified or implied as a sponsor, unless authorized by the library. All publicity material must include the following disclaimer (or similar language): "Use of library meeting space does not constitute endorsement of this organization, the program, or its content by the Washington County Free Library."
- The continued good condition of the room during its use, including financial responsibility for any damage to library property, is the responsibility of the individual or group making the reservation. Specifically, individuals or groups reserving a library meeting room must pay the library for any and all physical loss or damage to the property (including the cost to repair or replace the property) caused by, arising out of, relating to, or associated with, the use of the library's meeting rooms by the user or by the user's members, employees, agents or invitees.
- The library reserves the right to request an ID during the reservation process and record the name of the individual reserving the room.
- The library reserves the right to apply an additional surcharge for the provision of extra Security personnel for any room reservation that has the potential for or the expectation of being an extra security risk.
- Individuals or groups may be required to submit a certificate of insurance listing the library as an additional insured.
See below for information on meeting room fees and payment information. For more information or questions, please call 301-739-3250.
Meeting Room Fees
The library reserves the right to determine if fees are warranted based on intended use. Meeting room rates are as follows:
- No Charge: Library-sponsored and co-sponsored programs or government-related meetings, including Washington County government, Washington County municipalities, the State of Maryland, and the federal government, as well as elected and appointed officials at any level of government, and the Washington County Public Schools may reserve meeting rooms free of charge.
- Nonprofit Rate: Nonprofit groups and organizations; valid tax determination letter required.
- Up to 4 hours - $35
- 4-8 hours: $70
- Education Rate: Other educational organizations, such as private schools, homeschoolers and homeschool organizations, and educators offering one-on-one or family sessions.
- Up to 4 hours - $35
- 4-8 hours: $70
- For-Profit Rate: Meetings and events by for-profit businesses and organizations, or any individual or group who does not fall into one of the other categories:
- Up to 4 hours - $125
- 4-8 hours: $250
- Private Social Event Rate: Private parties (ages 18+) for social purposes and prom, homecoming, and wedding photos. See the Private Parties and Events section for pricing.
Please be aware that the public is welcome at all public meetings for which no meeting fee was charged. If a meeting room fee has been paid, the group reserving the room may determine whether the gathering will be open to the public.
Payment Information
Payment for meeting room reservations may be made by check or PayPal.
By Check: Checks should be made out to the Washington County Free Library and reference the meeting date confirmation number and date of meeting on the memo line. Checks may be dropped off at Administration at the Fletcher Branch in Hagerstown or mailed to:
Washington County Free Library
Attention: Administration
100 South Potomac Street
Hagerstown, MD 21740
Through PayPal: Please see the instructions below to make sure your payment is credited to your reservation.
- Using the information found in your confirmation email, enter the confirmation number in the Confirmation Number box and select the appropriate room fee amount from the dropdown menu.
- Select Buy Now.
- Review the information entered.
- In the section titled, “Special Instructions to the Seller”, select Add and list the reservation date, the meeting time, library branch, and the room reserved to help us match the payment to your reservation.
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: $200 up to 4 hours (includes set-up and tear-down time); 4-8 hours, $400.
Retirement Parties: $200 up to 4 hours (includes set-up and tear-down time); 4-8 hours, $400.
18+ Birthday Parties: $200 up to 4 hours (includes set-up and tear-down time); 4-8 hours, $400. Parties for children and teens (ages 0 – 18) are not allowed at this time.
End of Life Celebrations: $200 up to 4 hours (includes set-up and tear-down time); 4-8 hours, $400.
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 5'x7' arch that includes white florals and vines
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Arch #2
This is a 6.5'x7.5' arch that includes vines with purple and white florals
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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 locations: Western Maryland Room and 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.