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November 19, 2018
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Library Board Policies - Meeting Room Policy

This policy outlines the criteria by which decisions regarding the allocation of available facility space will be made.  This policy applies to all facilities operated by the Halton Hills Public Library Board.

The Library’s meeting rooms are primarily used for library purposes.  These purposes include Board and committee meetings as well as programs for the public sponsored or presented by the library and its staff.

However, in order to address community needs, the Board welcomes the use of its meeting rooms by community, cultural, educational and commercial groups.  Permission to use the Library’s meeting rooms is at the discretion of the Chief Librarian and the Library Board.

The Board has set the following priorities for community use of the meeting rooms:

  1. for meetings or programs co-sponsored by the Library;
  2. by community based volunteer or not-for-profit groups;
  3. by other groups.

Conditions of Use:

Use of the meeting rooms may be denied where there is likelihood of physical danger to participants or audience, or misuse of premises or equipment, where there has been material misrepresentation of a group’s aim or when a group has misused premises or property in the past.

Granting of permission to use the meeting rooms does not imply endorsement by the Board of the aims, policies, or activities of any group.

Booking the Meeting Room:

Groups or individuals wishing to book any meeting room may do so at the library during regular business hours.  A rental agreement must be completed and signed by an individual or authorized representative of the organization booking the room.  Payment in full must be made at the time of booking.

Rates and Fees:

On an annual basis, the Halton Hills Public Library Board will establish a schedule of rates and fees to support the operation and maintenance of facilities. See Schedule “A”

Equipment and Other Facilities:

Chairs and tables, sink and counter and access to public washrooms are provided.  Access to a screen and data projector can be provided upon request.  Set up of a meeting room is not provided.  Users of a meeting room are responsible for cleaning necessitated by serving food.


The library does not provide advertising for meetings or programs unless the library is a co-sponsor.  Where the library is not a co-sponsor, groups using any meeting room must not imply in any way in their advertising or publicity that the library board endorses the group’s meeting, aims, policies or activities.  The library should only appear as the location of the meeting.

All organizations or individuals must clearly specify their names in advertisements of meetings being held in library facilities. The phone number of the organization or of an individual should be listed as a source for further information.

Conditions after Use:

The meeting rooms must be left in the same condition as they were prior to use.  Chairs and tables must be stacked and stored.  Refuse must be removed.  Surfaces and floors must be clean and free of debris.

Maximum Attendance:

The capacity of the Acton Branch Community Room is 65 people

The capacity of the Homecoming 2007 Room is 10 people

The capacity of each of the Partners’ Rooms is 4 people

The capacity of the Board Room is 15 people


Halton Hills Public Library must be notified in writing of all rental cancellations at least fourteen (14) business days in advance. A refund of up to 75 per cent, less any non-refundable deposits or administration fees charged, will be given with 14 days written notice.  No refunds will be issued for cancellations requested past the required notification deadline.  No charge will be made if an emergency closure occurs such as a snowstorm or loss of electrical power which requires the facilities to be closed and meetings to be cancelled.

Insurance Coverage:

Any group, organization or individual who rents a meeting room are required to carry and provide proof of valid liability insurance coverage in the amount of 2 million dollars, naming the Town of Halton Hills as “Additional Insured”.  Otherwise, an additional fee will be added to the room rate.

General Regulations:

  • No smoking is permitted in the library or any meeting room.
  • Alcoholic beverages may be served only at events sponsored or co-sponsored by the library and provided that all legal requirements are met.
  • The library is not responsible for equipment or personal articles belonging to any group or individual using a library meeting room or attending a program or meeting.
  • Groups or individuals booking a library meeting room are responsible for any charges resulting from furniture, building or equipment damage or loss.
  • Nothing is to be affixed to walls in such a way as to damage walls or remove paint.
  • Corridors must be kept clear for ease of passage in case of emergency.
  • Library personnel must be permitted access to the meeting rooms at all times.
  • The applicant must agree to indemnify and save harmless the library in regard to all claims, costs and damages in any way arising out of the application and/or use of the facilities by the applicant or anyone else in attendance there including without limitation, damage or destruction of property, personal injury, infringement of royalty rights, defamation and public disturbance.


Reviewed/Approved: November 8, 2017

Revised/Approved: September 11, 2013

Next Scheduled Review:  March 2022

Schedule “A”

Meeting Room Policy

2018/2019 Fee Schedule

Rates Effective July 1, 2018





(including 13% HST)

Acton Branch:



Community Room (capacity 65)















Non-Local Commercial






Georgetown Branch:



Homecoming 2007 Room (capacity 10)















Non-Local Commercial






Partners’ Room (capacity 4)



Local/Local Commercial



Local/Local Commercial

half day (3.5 hrs.)


Local/Local Commercial

full day (7 hrs.)


Non-Local/Non-Local Commercial



Non-Local/Non-Local Commercial

half day (3.5 hrs.)


Non-Local/Non-Local Commercial

full day (7 hrs.)





Board Room (capacity 12)









A group or organization that is comprised of at least 85% Halton Hills residents.



A group or organization that is comprised of more than 15% of individuals/members

 who reside outside of the Town of Halton Hills.


A group or organization that has met the criteria outlined in the Town of Halton Hills’ “Municipal   Assistance Policy” and has completed the required Registration Form.

(E.g. 85% of group/organization are local residents and activity is open to all members

of the community)


A group or organization holding an event for personal gain.


Only available for use by departments within the Corporation of the

Town of Halton Hills.

Reviewed/Approved:  June 25, 2018