Library Meeting Room Policy

The use of Library meeting rooms is regulated by the Halifax Regional Library Board Meeting Room Policy. The Board reserves the right to reserve meeting rooms for staff use and Library sponsored or co-sponsored programs and events. The Board may refuse to accept bookings or rentals for times when the Library is closed or staff are not available. The Board also reserves the right to cancel bookings or rentals.

Meeting Room Use
Meeting Rooms are generally available for use during library open hours. Depending upon the availability of security staff (professional services or Library staff), special arrangements may be made to book rooms outside of regular hours.

Rooms are NOT available for:

• press conferences without the expressed permission of the CEO
• retail / sales transactions
• provate social functions
• functions requiring an admission or registration fee

Activities taking place in a library meeting room must not interfere with normal Library operations. They are to be contained to the meeting room and not flow into other areas of the Library.

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 rights holder such as Audio Cine Films or Criterion Pictures. The Library assumes no responsibility if a film is shown illegally.

Smoking is not permitted in library facilities.

Meeting Room Locations
Meeting rooms may be available for rental at branches located in facilities that already provide this service or at branches with no appropriate meeting space or available staff.

Branches where meeting rooms may be made available for rental are:

• Alderney Gate Public Library
• Bedford Public Library
• Cole Harbour Public Library
• Halifax North Memorial Public Library
• Keshen Goodman Public Library
• Musquodoboit Harbour Public Library
• Sackville Public Library
• Sheet Harbour Public Library
• Tantallon Public Library
• Woodlawn Public Library

Fee Structure (prices do not include 15% HST)

The fee structure for room rentals is structured according to whether an organization is Not-For-Profit or For-Profit.

• Halifax Regional Municipality may book rooms at no charge during Library open hours.
• Security charges for after hours use apply equally to all types of organizations.
• Rental fees and other costs will be paid one week prior to the rental date(s) and no later than the day of use.
• Federal and Provincial departments or agencies will be permitted to rent meeting rooms without paying in advance.
• The current fee structure is attached as an Appendix to this Policy.
• Groups whose meeting room use is co-sponsored by the Library will not be charged room rental fees. The decision to co-sponsor an event is made in consultation with the Branch Manager. Approval is based on whether the Library will have an active and appropriate role in the event. Rooms are booked for co-sponsored use by Library staff and not by the group/organization.

Definition:  "Not-For-Profit" organization
A Not-For-Profit organization is one whose purpose is service to the community rather than financial gain. It may be registered as a charitable organization which can issue tax receipts for contributions made to the organization. The Libraries' Clubs and Organizations database lists a wide range of Not-for-Profit groups in HRM.

Examples:

Churches and religious groups
Cultural organizations
Public educational institutions
Governments and government agencies (provincial, federal)
Multicultural groups and associations
Registered Political parties
Residents / Taxpayers associations
Service clubs and organizations
Youth groups

Definition:  "For-Profit" Organization
A For-Profit organization is one whose purpose is to conduct its operations in order to realize financial profit.

Bookings

• Branch meeting rooms are booked directly through the appropriate branch. Meeting rooms at Alderney Gate are booked through Administration.
• A meeting room contract must be completed when a booking is taken; a sample is included an as Appendix to this Policy.
• Bookings may be made up to six months in advance, subject to policy restrictions.
• Regular weekly meetings of organizations may be booked for no more than 4 consecutive weeks.
• More detailed information on meeting room bookings and payments is contained in the procedures.

Note: Library staff can put a hold on any meeting room for Library programs.

Food and Beverages
The serving of alcohol is prohibited. Any request for exemption must be approved by Library Administration and a special occasion permit (liquor licence) will be required. Policies regarding the serving of food and beverage vary by location depending on the availability of kitchen facilities and cleaning arrangements. Requests to serve food and beverages should be placed at time of booking. All food/beverage arrangements, set-up and clean-up are the responsibility of the organization booking the room.

• Food and beverages are not permitted in the Woodlawn Public Library Auditorium.
• Only covered beverages are permitted in the Woodlawn Public Library Study Rooms.

Note
For catered meetings booked at the Keshen Goodman Library, food and beverages must be purchased from our on-site vendor, Treats Café and Bakery, for any food/beverage items they provide.

Room Set-up
Organizations and groups are responsible for the set-up of the room. The Library will provide sufficient chairs and tables. Groups are responsible for leaving the room in its original state.

Audio Visual Equipment
Availability of A/V equipment may vary by location. AV equipment may be made available on request for a scheduled fee when the Library is open. Requests for equipment should be made at the time of booking. Organizations are responsible for the operation of such equipment, as well as, any damage or replacement costs.