Room Rental Policy

This policy governs any space, internal or external, designated by the Library as a Meeting Space or Community Display Space. This includes:

1. Community use rooms
2. Study rooms
3. Hillsburgh Branch commercial kitchen
4. Any ad hoc space

Community Display: means a display of information by a non-profit or public agency in an area(s) of the Library visible to the public (excluding bulletin boards), not of a selling or soliciting nature and not sponsored by the Library, that supports a programme or initiative.

Event: the purpose for which the Meeting Space is being used by the Applicant.

Meeting Space: any space identified by the Library as such.

Applicant: an organization or individual who has applies to rent Meeting Space from the Library.

Public libraries have a core responsibility to safeguard and foster free expression and the right to safe and welcoming places and conditions. To this end, the Library makes available public spaces and services to individuals and groups without discrimination. Granting permission to use Meeting Space or Community Display space does not imply endorsement by the Library of the aims, policies, or activities of any Applicant. The Library reserves the right to deny or cancel a booking when the Library reasonably believes that the Event will or is likely to include any of the prohibited activities identified below.

1. Meeting Space bookings will be guided by the following:
   1. Library programmes and services, meetings, and events have priority for scheduling, after which other applications are considered on a first-come, first-served basis. 
   2. Any individual, group, or business may request to rent a Meeting Space.
   3. Meeting Space use shall not disrupt regular library functions.
   4. Fees will be established and annually reviewed by the Library. This is in accordance with the Public Library Act (R.S.O. 1990, c. P.44, s. 23).
   5. As required, a Room rental agreement must be completed, and payment of any rental fee made to secure the booking. Information about the intended Event must be provided on the form. 
   6. Applicants must walk through the Meeting Space with staff prior to the rental time.
   7. The rental fee will be returned if the booking is cancelled by the Applicant five (5) or more days prior to the event. 
   8. Promotional materials must not include the Library logo or appear to be a Library sponsored event.
   9. Organizations renting space from the Library must: clearly specify their official name in all advertisements of meetings held in the Library, add the following disclaimer to all promotional materials: “This programme is not sponsored by the Wellington County Library and the Library carries no responsibility for its content.”
   10. The Library will not knowingly permit any individual or group in contravention of the Criminal Code of Canada to rent a Meeting Space.
   11. Laptops and other computer equipment are not provided by the Library and no direct links may be established to the Library’s dedicated computer network.

2. Meeting Space use will be guided by the following:
   1. Use of the room shall be subject to the supervision of Library employees. 
   2. Set up, take down and clean-up will be the sole responsibility of the Renter, and must be completed within the rental time. 
   3. Use of materials or decorations on the walls requires prior approval.
   4. Refreshments and food may be served in the meeting room. The Renter is responsible for any alcohol license required. 
   5. Smoking is not permitted. Use of open flames, smoke or odour produced by burning aromatic substances such as candles or incense is not permitted. Food preparation, cooking or re-heating is not permitted other than for the Hillsburgh Commercial Kitchen.
   6. The maximum occupancy of the meeting room shall be complied with.
   7. Study rooms are available for a maximum of two (2) hours. Hillsburgh Branch commercial kitchen is available for a minimum of four (4) hours. All other rentals are negotiable by the hour at the discretion of Library staff.
   8. Where after-hours events are permitted, all rentals must end by 11:59 pm. After-hours Applicants are responsible for all persons in the building. An emergency maintenance number will be provided.  
   9. Damages to the meeting room, furnishings and equipment will be paid by the Applicant.
   10. The Library is not responsible for damage to, theft, or loss of articles or property belonging to Applicants and attendees.
   11. All users will agree to hold the Library harmless for any loss, damage, liability, costs, and /or expenses that may arise during, or to be caused in any way by such use of a Library facility.

3. Wellington County Library reserves the right to refuse a booking, or to cancel any booking at its discretion, without liability to or against the Library for the following reasons:
   1. If the Library reasonably believes that the use of the Meeting Space or Community Display space, Event, and/or the Applicant’s aims break any laws, promote racist or obscene programs or contravene or are likely to contravene municipal, provincial, or federal legislation, including, but not limited to the following:
      1. the Canadian Charter of Rights and Freedoms, Part I of the Constitution Act, 1982, being Schedule B to the Canada Act 1982 (UK), 1982, c 11
      2. the Copyright Act (Canada), RSC 1985, c. C-42
      3. the Criminal Code (Canada), RSC 1985, c. C-46, including the sections that make it unlawful to advance or promote genocide, or to incite or willfully promote hatred against any identifiable group
      4. the Human Rights Code (Ontario), RSO 1990, c H.19, which prohibits discrimination on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, gender identity, gender expression, age, marital status, family status or disability; and, which confirms that it is a violation to publish or display any notice, sign, symbol, emblem, or other similar representation that indicates the intention of the person to discriminate or incite discrimination within the meaning of the Human Rights Code.
   2. If the Applicant has misrepresented its aims or intentions for the Event or Display.
   3. If there is a risk or likelihood of physical danger to participants or the audience or misuse of the property or equipment.
   4. If the Applicant’s primary intent is or appears to be running a for-profit business out of a Library Meeting Space. 
   5. The Library becomes aware that the premises are intended to be a permanent or long-term location for the Applicant’s activities.
   6. If the Applicant's activities directly compete with the activities of the Library, unless expressly approved by the Library.
   7. If the Applicant’s primary intent is or appears to be to provide bingo games, lotteries, or other games of chance, even in cases where money is being raised for a charitable cause.
   8. If the Applicant has failed to comply with the terms and conditions of previous use agreements with the Library or failed to pay any fees owing to the Library.
4. Acceptance or refusal of specific bookings shall be at the discretion of the Chief Librarian or designate.

5. If the Library is unable to provide the premises for the Applicant’s use due to matters beyond the Library’s reasonable control, including but not limited to damage to the premises or labour disruption, then the booking shall be terminated and the Applicant shall be entitled to a refund of fees it has paid the Library. The Applicant will waive any claims for damages or compensation on such account of such termination other than the refund referred to above,
6. Staff maintain the Meeting Space schedule and will make every effort to notify scheduled Applicants of any changes to availability or bookings in case of emergencies. 
7. It is the responsibility of the renting group to evacuate the room in case of fire alarm or another emergency and maintain a log to ensure that all participants have safely evacuated.