Meeting Room Policy

1. Purpose

This policy explains how the library’s meeting rooms can be rented and used. It sets clear, easy to follow rules, so everyone knows what is expected and how the rooms support the library’s mission.

2. Scope

The policy applies to anyone who books a meeting room at the Centennial or Crystal Ridge branches – individuals, community groups, charities, government agencies, and for-profit organisations. It also covers library staff, board members, volunteers and contractors who are involved in approving or managing bookings.

3. Definitions

Regular Rates - Standard fees for for-profit organisations or events and members of the general public.

Special Applicants - Groups or individuals the Board decides to waive or modify fees or other conditions for.

Special Rates - Reduced fees for charities, non-profits, and for municipal or regional agencies.

4. Policy Statement

The Library Board (or its designate) may approve rentals of the meeting rooms at the two branches. Rentals must follow the library’s Statement of Purpose and this policy.

Library programs and Board meetings get priority. All other bookings are accepted on a first come, first served basis, if space is available.

The library can cancel a reservation without notice if the renter breaks any rule or if the space is being used for a purpose that was not approved.

By booking a room, the renter agrees to follow every part of this policy, as well as the rules of conduct set out in other library policies.

All renters pay the fee listed in the library’s rental fee schedule. The Board reviews the schedule as needed and may waive or change fees for special applicants.

Rooms are not available for rent outside of operating hours.

Allowing a group to use a room does not mean the library endorses that group’s views or activities.

The CEO acts as the Board’s designate for all matters related to room use and rental.

5. Responsibilities

Board of Directors – Sets the policy, reviews fee schedules, and decides on any fee waivers or special approvals.

CEO - Ensures the policy is followed and handles any cancellations or disputes.

Community Engagement Librarian - Approves day to day rental requests, communicates policies to organizers, escalates issues outside of normal scope, ensures staff are aware of booking needs.

Staff - Provides information to renters, checks that rooms are set up correctly, and enforces the rules during use.

Renters - Arrange furniture and equipment, keep the room clean, follow all rules, and report any damage before leaving.

6. Compliance & Consequences

Only people 18 years or older may book a room, and the person named on the booking is the official contact.

Renters must give at least 24 hours’ notice to cancel. Cancellations with less notice will be charged the full fee.

If a booking extends beyond normal library hours an extra charge will be applied.

No smoking, vaping, alcohol, gambling, or illegal activity is allowed. The renter is responsible for the behaviour of all attendees.

Renters must leave the room in the same condition it was received, clean any kitchen equipment used, and report spills or damage immediately.

Exits must stay clear, fire capacity limits must be observed, and attendees must be informed of exit locations.

Only flame-resistant décor may be used, and it must not be attached to lights, outlets, or walls. All décor must be removed before the room is vacated.

The library is not liable for personal injury, loss, or theft of personal items.

Violations of this policy may result in loss of future booking privileges and could lead to further disciplinary action, depending on the seriousness of the breach.

7. Communication

• The policy is posted on the library website, in SharePoint, and at the circulation desk.
• All staff receive the policy via Rise.
• Patrons interested in booking the room may review a copy of the policy on the website or request a paper copy in-branch.

8. Related Documents:

Fire Safety Regulations (posted in each meeting room)

Meeting Room Rental Fee Policy

9. Anticipated Review Date

The policy is reviewed every three years. The next scheduled review is March 2028.