Meeting Room Rentals

Meeting Room Fee Schedule

Hamilton Public Library Fee Schedule for Meeting Rooms

Terms, Conditions, Booking Procedures

Meeting rooms are provided for library and library-related programs and meetings. After these needs are met, the meeting room facilities are available to groups and organizations in accordance with this policy as established by the Library Board.

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

Exclusion:

  • Private social events;
  • Business activities such as sales promotions;
  • Programs that are not suitable for the Library’s physical facilities.

Groups using the facilities may not limit attendance on the basis of race, colour, religion, sex, age, sexual orientation, mental or physical disability as defined by the Constitution Act, Canadian Charter of Rights and Freedom, 1982. The Library reserves the right to attend any meeting held in its facilities.

The Library may deny applications for use based on the availability of space, frequency of use, or requests for space by other groups and organizations.

Fees

Rooms are rented on a cost recovery basis. There is a basic rental rate per four hour period for each room. Additional fees are applied for custom room set-ups, security guard service, and equipment rental. Discounts apply for multiple bookings. Fees are established in the fee schedules. Payment should be made by credit card (MasterCard or VISA), Interact, cash, or cheque in advance.

Non–profit organizations will be given a 33% discount off the regular rate. Nonprofit organizations charging admission, advertising "admission by donation" or "donation suggested" or fund raising in library facilities will be charged the full rate.

Cancellation Fees

Cancellations must be reported at least seven (7) days in advance, freeing rooms for other bookings. Cancellations of less then seven (7) days' notice will result in a 100% charge. The Library may charge an additional fee of $25 for each room booking change, which requires an invoice to be reissued.

Damages

The organization is responsible for any damages to library property incurred while renting a meeting room.

Loss of Rental Privileges

Failure to follow this policy, the Hamilton Public Library Rules, or the terms described in the rental agreement, after one written warning, will result in the cancellation of future room booking privileges.

The Library will not accept new bookings and will cancel existing room bookings for groups that have invoices outstanding of 45 days or longer.

Room bookings are accepted from individuals on behalf of organizations. The Library accepts no responsibility if the individual in question does not have the authority to book a room; the invoice will be sent to the organization in all cases.

Liquor Licence

Alcohol consumption is restricted to hours that the Library is closed and confined to the meeting rooms. The renting group is responsible for obtaining the liquor licence and following its regulations. A liquor licence is required whenever liquor is served; a copy of the licence must be given to Security staff or Branch Library staff.

Publicity and Signage

Publicity and signs, provided by the organization, must not give the impression that the Library sponsors the event. All signs must be professional, placed in the display stand provided, and removed immediately after the program.

Smoking

Smoking is prohibited at all library locations.

Freedom of Information

Personal information required on Library forms is for statistical or registration purposes only. Such information is collected under the authority of the Ontario Public Libraries Act, 1984, and will be used to facilitate the daily activities of the Library.

Questions about the collection of this information should be directed to the Director, Public Service and Community Development, 55 York Blvd., Box 2700, Hamilton, ON L8N 4E4.

Central Library Restrictions

Only an outside caterer may serve food and beverage in the Auditorium (Hamilton-Wentworth Rooms). All food and equipment is to be removed within the booking period.

Rentals include only the meeting room and any equipment; the lobby may be neither booked nor used by a group as part of the meeting space. The loading dock are not available for public use.

Booking Information

The Hamilton Public Library provides affordable meeting rooms for rent to profit and non-profit groups at the Central Library and some branch libraries. However, Central Library is currently NOT renting rooms to the public.

How to Book a Room

  1. Call branches directly for branch bookings.
  2. Have date(s) and time ready so that the room availability can be checked.
  3. Your name, organization, billing address, phone number, room setup and audio requirements are needed to process your room rental.
  4. Payment should be made prior to your booking.
  5. Enjoy your room.

Responsibility

Groups are responsible for:

  • appointing a contact person (in all cases the organization will be sent the invoice);
  • leaving the rooms in good order;
  • any damages incurred;
  • any additional janitorial cleanup;
  • catering, food, dishes, utensils;
  • providing masking/scotch tape, scissors, markers, extension cords, etc.;
  • Security costs beyond normal library hours (at applicable locations).

Times and Schedules

Room bookings are scheduled in four (4) hour blocks. eg. Central Library: 9:00 a.m.-1:00 p.m., 1:00 p.m. - 5:00 p.m., 5:00 - 9:00 p.m. (contact branches for branch hours). Bookings spanning over four (4) hours are charged for two (2) bookings. Bookings spanning over eight (8) hours are charged for three (3).

Library bookings receive priority provided that they are booked in advance of the dates listed below. After the following dates, all bookings are on a first come, first served basis:

  • January, February and March bookings can be made starting October 1
  • April and May bookings can be made starting February 1
  • June, July and August bookings can be made starting April 1 (Branch rooms are generally not available in July and August)
  • September, October, November and December bookings can be made starting June 1

Multiple (consecutive) bookings may be made prior to the above specified dates (up to 12 months in advance). There is a 10% discount for three (3) or more bookings and a 20% discount for ten (10) or more bookings. All bookings must be made at the same time to be eligible for the discount.

Rental fees include only the meeting room and any equipment.

Rooms may not be booked for such fund raising events as silent auctions.

Branches

The public should contact branches directly for room bookings. The branch can provide details regarding equipment. Groups using meeting rooms in branch libraries are responsible for setting up the room and returning it to its original condition.

Central Library

Central Library is currently NOT renting rooms.

When Room Bookings are available they can be made Monday through Friday.

Both rooms (Hamilton-Wentworth) must be booked for concerts, recitals or when the piano is in use.

Custom Setups

  • Custom setups must be confirmed at the time of booking.
  • Custom setups may not be available for bookings made less than one (1) week in advance.
  • There is no guarantee that requested setup can be accommodated on last minute bookings.

Board Room

The Board Room is available after 5:00 p.m. and on weekends for a four (4) hour minimum.

A Security fee is included in the room rental cost.

Furnishings cannot be relocated.

These rooms can only be booked 60 days, or less, in advance.

Equipment

Audio Visual Equipment: Specific requirements for audio visual equipment must be confirmed at the time of booking. Equipment is picked up and returned to Security on the first floor. A valid library card or identification is required to pick up any audio visual equipment. The library does not rent LCD projectors.

Microphone: The microphone is set up in advance by CCD staff. Staff support for equipment is not available.

Grand Piano: The grand piano is available when booking both rooms (Hamilton-Wentworth). It may be booked for practice up to one week in advance, and only the hourly rental fee is charged. Piano tuning is scheduled every three (3) months. If a group wishes to have the piano tuned before their event, they may hire the Library’s tuner and pay him directly.

Note: Equipment does not include LCD projectors, scissors, tape (scotch/masking), markers, extension cords, power bars, etc.

Exhibits

Groups wishing to hold an Art Exhibit in the rooms must book them for an extended block of time and provide their own security.

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