Meeting Rooms Policy
3. Purpose
The purpose of the Board is to make the facilities of the Library available to the community to the fullest possible extent, consistent with the Library’s Mission Statement:
Haldimand County Public Library provides high-quality, responsive library services and programs that enhance the cultural, educational, social and economic vitality of the community.
4. Scope
In permitting the applicant use of the meeting room facilities, the Library Board does not necessarily endorse the philosophies of any applicant or the purpose for which the room is being used. In addition to the regular rules respecting Library use, however, the Board prohibits the use of its meeting rooms for any purpose which would contravene any statute or government regulation, including but not limited to federal, provincial and municipal laws, by-laws and fire regulations.
5. Principles
The Library’s meeting rooms are available for rent by individuals, non-profit community groups, and private parties. Separate fee schedules have been established:
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|
Private Party - Individuals and groups whose activities are private in nature, and are not receiving or expecting to receive financial compensation for any product or service (e.g., birthday parties) |
Not For Profit - Community groups and organizations that do not have a profit-making mandate. |
|---|---|---|
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Rate per hour |
$25 |
$15 |
|
Minimum fee |
$50 |
$30 |
Rental fees may be waived in whole or in part at the discretion of a member of the Library Management Team for events jointly sponsored by the Library and its partners, or for groups whose mission and goals closely reflect those of the Library. These may include, but are not limited to, literacy, literary, arts and culture groups, as well as discussion forums on community issues. There is no charge for use of meeting rooms by the Friends of the Library, Haldimand County, or Library associations.
6. Roles & Responsibilities
6.1 Applicant
- Reservations for the use of the meeting room must be made by an adult (18 years of age or older) representative. An adult supervisor must be in attendance at all times;
- The applicant assumes full responsibility for the proper supervision and conduct of any activities, and for any claims arising out of the improper supervision or conduct of activities. The applicant agrees to indemnify and save harmless the Board from all claims arising therefrom;
- The applicant agrees to accept full responsibility for any damage to the library building and equipment occurring during the occupancy, and further agrees to compensate the Board, in full, for any such damages;
- It is the applicant’s responsibility to inform all attendees at the meeting of emergency evacuation procedures as posted in the meeting room. Copies of this posting are available on request;
- The library is a smoke-free environment. NO SMOKING OR VAPING is strictly enforced; federal, provincial and municipal laws, by-laws and fire regulations must be observed at all times;
- The maximum occupancy of the meeting room shall not be exceeded;
- The use of candles or open flames is not permitted;
- Accidents must be reported immediately to staff;
- Aall organizations must clearly specify their official name, and provide a contact number, in all promotional materials for meetings at the library. Advertising must not give the impression that an event is sponsored by the Library, and must be approved by a member of the management team. No signs or decorations may be attached or posted within or without the premises without prior arrangement with a member of the management team;
- Use of any equipment and/or facilities must be requested at the time of application. Kitchen use, where available, is restricted to the serving of non-alcoholic beverages and light refreshments. No dishes or utensils are provided;
- When meetings are open to the public, applicants must follow Public Health guidelines regarding food service.
6.2 Library Board
- The Haldimand County Public Library Board is not responsible for personal injury or damage, or for the loss or theft of clothing, equipment, or personal property of anyone attending on the invitation of the applicant. This disclaimer also applies to the use of the parking lot;
- The Board determines all charges and reserves the right to refuse or cancel any booking at its discretion.
- The Board will not accept any claims for compensation from the applicant for such refusal or cancellation.
- The Library Board, or its designate, reserves the right to cancel any meeting room booking without notice upon breach of any conditions or regulations associated with the rental of the said facility, or should the Library Board, or its designate, be of the opinion that the premises are not to be or are not being used for the purpose contained in the room booking application;
- The Library will not house the property of groups renting the meeting rooms. Any material left in the meeting room must be picked up within 24 hours or the Board may dispose of the items at its discretion.