Who may rent

The Library Board will not knowingly permit any individual or group to use its facilities for any illegal purpose, including contravention of the Criminal Code of Canada, Canadian Charter of Rights and Freedoms, or if the Board has reason to fear a disturbance of the public peace.

Library meeting space cannot be rented by a business as their primary operating space.

Persons renting meeting space must be at least 18 years of age.

No special privileges are extended to organizations to which staff members belong.

Meetings may not be used for purely social or fund-raising functions unless the Library is a sponsor or cooperating agency.

Charges

Fees for room rental are set out in Schedule A.

Groups holding regular meetings at the Library must complete a Room Rental Form at the beginning of each year; however, either party has the right to terminate this agreement upon 30 days of written intent to do so.

There is no charge for the use of meeting rooms by groups presenting programs in which the Library is a sponsor or cooperating agency.

Reservations /cancellations

Bookings are not considered confirmed until payment and booking forms are received.

Organizations must notify the Library of any cancellation on their part at least one week in advance of the booking date. The Library reserves the right to apply full charges to renters who provide less notice.

The Library Board and/or staff reserve the right to reject a reservation request if the anticipated meeting is likely to be unreasonably disruptive to regular Library functions, too large for the applicable room capacity, disorderly, dangerous to person or property, or in any other way inconsistent with or in contravention of any of the terms and conditions of this policy. In determining whether such a likelihood exists, the Board and/or staff may take into consideration the contents of the application form, the history of the group’s meeting room use in the Library, the history of the group’s use of meeting facilities elsewhere, and such other information as they may deem appropriate.

Library meeting rooms may only be scheduled for use during regular Library operating hours and must conclude 30 minutes prior to the Library’s closing time.

Advertising / Endorsements

Permission to use the room does not constitute endorsement or sponsorship of any program or event by the Library. Groups may identify the Library and provide its address in their publicity for the meeting, but may not give out the library’s telephone number or invite potential attendees to contact the library for information on the event or program.

Food and Beverages

The Montrose Cultural Centre coffee house operator has the right of first refusal with respect to groups who plan to have their meeting or event catered. Self-catered events by non-profit groups are permitted if the food products used are only for consumption during the event. Beverages must be obtained from the Montrose Cultural Centre coffee house operator.

Damage

Programs or meetings may not disturb the use of the Library by other patrons.

The individual making the reservation, as well as the membership of the group as a whole, will be held responsible for any and all damages that may occur as a result of the use of the facilities.

Permission to use Library meeting rooms may be withheld from groups failing to comply with the Meeting Room Policy and from any group that damages the room, carpet, equipment or furniture, or causes a disturbance.

The Library staff is not responsible for the supervision of children while adults are attending meetings. A copy of the Library’s Policy on Unattended Children may be obtained from the Library.

Storage / supplies

The Library cannot be responsible for items left in the rooms.

Equipment, supplies, or personal effects cannot be stored or left in the Library meeting room before or after use.

Nothing may be attached to any surface of the room other than bulletin boards. Bulletin boards and dry erase boards must be cleaned at the close of the meeting.

Other

Smoking and alcoholic beverages are not permitted.

Lighted candles or flames, because of fire hazard, are not to be used within the meeting rooms.

Procedures for dealing with booking concerns

Room booking staff will discuss the concern with the designated department staff.

Dependent upon the nature of the problem, it may be brought forward to the Director and/or the Board.