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Meeting Room Booking Policy

  • Rental charges must be paid at the time of the booking.
  • The booking fee covers only the space itself, plus tables and chairs. The inclusion of additional equipment is at the availability and discretion of each location.
  • A designated member of the group/organization making the booking shall be in charge at all times. This person shall be responsible for directing the evacuation of the meeting room in the event of an emergency.
  • Persons using library facilities are responsible for the set-up and arrangement of the room. The facilities are to be left in their original condition and room arrangement.
  • Persons booking library facilities shall pay for any loss or damage to property arising from its use.
  • Smoking is not permitted in the library or its meeting rooms. Alcoholic beverages may not be dispensed or consumed on library property.
  • Meeting room users are subject to rules of the Customer Conduct Position Statement and activities should not interfere with normal library operations.
  • Topics for discussion and names of speakers and their affiliation must be disclosed on the Meeting Room Rental Agreement.
  • In any advertising or promotional material, only the proper names of the Library and the Board may be used, and any material shall refer to the place of meeting as Ottawa Public Library, “name of location” and shall designate its proper municipal address. No advertising will imply endorsement by the Library of the content of the meeting or event.
  • Users renting the meeting room will not contravene the Criminal Code of Canada, the Ontario Human Rights Code, or the Fire Regulations. Contravention of these rules may result in the indefinite loss of meeting room privileges, or at the discretion of the Chief Executive Officer, if other elements of this policy or Rental Agreement have been contravened.
  • Permission to post notices of the event of program in the library must be given by the location’s manager or designate.
  • Please note that during public meetings, the views expressed are not those of the Ottawa Public Library (OPL). OPL makes no warranty as to the accuracy of information provided or advice given and therefore accepts no responsibility.
  • The Complete Ottawa Public Library Meeting Rooms policy, ADM-05-009-pol is available upon request.