Program Room Rental

  1. The Program Room is available free of charge for bookings by any non-profit group or individual not charging a fee or not selling goods or services.
  2. Bookings are on a first come, first served basis.
  3. Bookings can be made up to a maximum of 6 months into the future.
  4. Bookings are made either by calling the Library, visiting the Library or emailing the Library.
  5. Bookings are not guaranteed until confirmed by a Library Staff member.
  6. The name of the organization, the purpose of the Program Room usage, a contact name and contact phone number are required at the time of booking
  7. Any cancellation of a Program Room booking must be done at least 24 hours in advance
  8. Failure to cancel a booking at least 24 hours in advance or failure to show up for a booked event may result in future bookings for that group or individual being denied without notice.
  9. The program room can only be used during Library business hours.  Events cannot start before the Library opens and must be completed before the Library closes
  10. Scheduled library events such as Library Board meetings, summer reading program events, story times, etc. have priority and may result in the rescheduling, cancellation, or move of a non-library event
  11. It is the responsibility of the individual or organization booking the program room to set up the room prior to usage and return it to its original state after usage
  12. Any additional services or resources required are the sole responsibility of the individual or group booking the program room
  13. In accordance with the Canadian Copyright Act any viewing or exhibition of films must have Public Performance Rights.  Films may be shown if a license has been purchased by the organizer from a public performance rights holder.  The Library assumes no responsibility if a film is shown in non-compliance with the licensing requirements
  14. Where music is publicly performed or played, a SOCAN (Society of Composers, Authors and Music Publishers of Canada) license fee must be paid for by the organizer. For pre-recorded music, a Re-Sound license fee may also be required.  The Library assumes no responsibility if music is publicly performed or played in non-compliance with the licensing requirements.
  15. Food and drinks are prohibited unless special permission is granted at the time of booking.
  16. The serving or distribution of alcohol is strictly prohibited in the program room as well as the rest of the Library property.
  17. The Program Room must be left in an orderly state, e.g. coffee machine / cups cleaned, blackboard wiped, chairs and tables returned to their original place, all garbage picked up and removed, etc.  Failure to leave the Program Room in an orderly state will result in future bookings by that individual or group being denied.