FACILITIES USE

Purpose

The purpose of this policy is to provide direction for the appropriate use and rental of Library facilities for the community and to provide programs in partnership with the Library.

Scope

This policy applies to individuals, groups and organizations who rent meeting rooms at Elliot Lake Public Library.

Definitions

Non-profit group: any group or organization formed for the purpose of serving a public or mutual benefit other than the pursuit or accumulation of profits for owners or investors.

For-profit group: any group or organization formed for the purpose of creating a profit.

Policy Statement

Elliot Lake Public Library is a public facility, accessible to community members and organizations for personal or public meetings. The Library provides a meeting room for rent to individuals, groups, for-profit and non-profit organizations.

Terms of Responsibility

Elliot Lake Public Library is available for public gatherings by non-profit, cultural, educational or leisure groups when the Library is not being used for its primary purpose or library-related activities. Use of the Library must take place in a responsible manner, without cost to the Library or its Library Board and without interference to other patrons or Library activities. (See Code of Conduct)

 Terms of Use

Organizations/groups may use the Library during regularly scheduled hours as a public meeting space. Groups will have general access to tables and chairs, computers and community resources on a first-come, first-serve basis. Use of the general Library space is provided without charge. Organizations are encouraged to schedule their meeting with Library Staff as a courtesy to not compete with other community programs or Library services.

For group meetings that require more space or privacy, the Library can accommodate community groups through the rental of the Program Room.

Room Rentals

Library facilities are provided to the public as long as the public respects and operates within the policies of Elliot Lake Public Library, as well as all federal, provincial, and municipal regulations/laws.

Subject to the Library's needs, meeting rooms may be rented to community organizations, educational groups, or businesses, when available, in accordance with the fees established by the Library Board. Non-profit groups will benefit from a reduced rate.

Program partnerships with community organizations and corporate sponsorships of a program will be considered if the program serves to enhance the Library's profile within the community, benefits the Library, and/or supports the Library's mission.

Library Staff may book meeting rooms in advance for library and library-related business. Thereafter, all bookings shall be on a first come, first served basis. In the event that different meeting room applicants request the use of the same meeting room and time period, priority will be given to meeting room use as follows:

  • Community, educational, or cultural based non-profit individuals, groups, or organizations
  • Profit-making individuals, groups, or organizations

Use of meeting rooms by any group or organization does not constitute an endorsement by the Library Board of that group's policies or beliefs. The Library will not knowingly permit any individual or group to the use its facilities in contravention of Criminal Code of Canada.

The following uses are not permitted:

  • Private social events;
  • Business activities, such as sales promotions;
  • Programs which are not suitable for the Library's physical facilities;
  • Use by agencies or organizations seeking to limit attendance on the basis of discrimination as defined by the Ontario Human Rights Code R.S.O. 2012, c.7, s. 1.

The Library reserves the right to attend any meetings in its facilities.

Organizations or individuals renting the meeting room assumes all responsibility for any damages to the meeting rooms or other property of the Library Board caused by, or resulting from, their use of the facility. Rooms shall be left in a neat and orderly condition. Damages to the technology equipment including SMART Board, projector and screen, DVD player and surround sound system and all other equipment will be billed the actual cost to repair or replace.

No smoking is allowed. Food and beverages may be served, as long as reasonable care is taken. Request to serve food and beverages must be placed at the time of booking. All food and beverage arrangements, set up and clean-up are the responsibility of the renter.

Renters must sign a rental contract prior to the room usage. Payment must be made at the time of booking.

Cancellation of room rental must be reported to the Library five (5) business days in advance.

Cancellation notice of less than five (5) days shall result in a 100% charge of the room rental rate.

If the Library is unable to provide the meeting room due to matters beyond the Library's reasonable control, including, but not limited to, damage to the premises or labour disruption, then the booking shall be terminated and a full refund paid. 

The Library is not responsible for damage to, theft or loss of articles or property belonging to renters and/or to program attendees.

Organizations and groups are responsible for the set-up and clean-up of the room and leaving it in its original state.

The Library, including the Library's logo and brand, must be approved on all publicity and signage related to the use of the Library's Program Room by the renter.

Food and Alcohol Service

Food Service - Food Service is permitted at the Library. Groups and organizations should respect a nut-free environment and avoid foods that include peanut and/or nuts. This allows for the safe use of the facility by all community members.

Alcohol Service is not permitted at the Library.