Meeting Room Rental Fees Policy

1. Purpose

To establish the fees to use the Meeting rooms at the Fort Erie Public Library. This policy is to provide structure and consistency to charges for the rooms.

2. Scope

This policy applies to patrons, businesses, and community groups booking the rooms.

3. Policy Statement

The Fort Erie Public Library has rooms available for rental at the Centennial and Crystal Ridge Branches. Maximum occupancy for the different rooms are listed in the table below:

The Fort Erie Public Library’s current fee schedule for the rental of community room/meeting room facilities at the Centennial and Crystal Ridge Branches is as follows:

Applicants charging admission and/or registration fees to participants will be charged the Regular Rate. The Special Rate is for those not intending to make a profit from their activities. Community partners, Municipal groups, and patron usage (e.g., birthday parties) may request to have the fee waived.

The time required by the applicant to arrange the room before and after use is considered part of the rental time.

Kitchen facilities, tables, chairs, and use of the piano are included in the rental fee for the Community Rooms at Crystal Ridge and Centennial.

Kitchen facilities and use of the grand piano are not included in the rental fee for the Small Meeting Room at the Centennial Branch.

The applicant must pay all fees associated with extra work that may result from events running long or damage to the facilities, i.e. additional maintenance, custodial services or staff wages. These fees will be added to the normal room rental fee charges and are not eligible to be waived.

Any security services required by the applicant must be booked and paid for by the organizers. Fort Erie Public Library will not assume responsibility for directing or paying third parties.

All equipment that is located at each perspective branch is available at no charge and is included in the meeting community room rental fee.

The applicant must pay for all damages arising from the use of the facility, and/or equipment (including piano, digital piano and LCD projector).

4. Responsibilities

Board of Directors: Oversees compliance and reviews policy updates.

CEO: Ensures enforcement and provides necessary resources.

Managers/Supervisors: Communicates expectations and monitors adherence.

Community Engagement Librarian: Scheduling bookings, liaising with organisers, ensuring staff are aware of equipment required.

Employees/Volunteers: Follows policy guidelines, collects fees, and reports violations.

5. Compliance and Consequences

Groups who do not show up for bookings, refuse to pay, or damage equipment and/or the premises may be banned from further bookings.

6. Communication

This policy will be distributed to all applicable parties via Rise. An updated copy of the Policy Manual will be located in Sharepoint and at the circulation desk. Updates will be communicated in a timely manner.

7. Anticipated Review Date

This policy will be reviewed every three years to ensure relevance, effectiveness, and alignment with legal and organizational changes. The next scheduled review is October 2028.

8. References & Related Statements of Policy

Meeting Room Policy

Equipment Rental Policy

Public Libraries Act