Meeting room FAQs

Can I rent a Library Meeting Room if I do not have a library card?

All rentals require an adult library card in order to attach the booking to an account number. If you do not already have a card, you may register for a temporary library card online: Get a Library Card.  This will allow you to proceed with a booking.  To be able to view any of the details of your bookings you will need to arrange to get a permanent card.  Please visit any of the 33 branches or Bookmobiles to complete your library card registration. 

Are all Library Meeting Rooms booked through the OPL website?

No.  Cumberland, Greenboro, Ruth E. Dickinson and St-Laurent are booked separately through the City, via their Complex Administration.

What size and amenities are available with the Meeting Rooms?

Room capacity and amenities vary by location. Visit OPL’s Meeting Rooms for more information.

How far in advance may I book a Meeting Room?

You may book up to six (6) months in advance.

How can I check to see if a Meeting Room is available?

Log into the OPL website and go to Booking a Meeting Room.  You can view all Library Meeting Rooms available and book one you want to rent. 

When will I know that I have successfully rented a Meeting Room?

You will receive an email response within 48 hours from the Library branch. The email will let you know if staff has approved your request as is, approved your request with modifications, or declined your request. Once approved, you will need to submit payment. When the payment is received, the rental process is complete. You will receive a final email confirming your meeting room rental.

Do I have to pay for the Meeting Room at the time of my booking?

Payments can only be made when the branch has approved your meeting room booking. As described in question 6, you will receive an email letting you know the rental was approved and can now pay.  Payment can = be done online or in person at a Library branch, and must be done within seven (7) days or before the rental takes place.  If not paid, the booking will be cancelled.

What if I need to cancel my Meeting Room rental?

You must give the OPL two (2) business days’ notice, in writing, before the day of the event to cancel or request a modification to your rental contract.  Refunds will not be granted once the notification period has expired.  When cancelling a Meeting Room rental, you may contact either InfoService (InfoService@BiblioOttawaLibrary.ca) or the Library branch.

May I transfer my rental to another branch location or time?

No.  You may cancel your Meeting Room rental and then immediately rebook your choice of Meeting Rooms, online at the new hourly rate.  Refunds are a separate process.

How do I get a refund?

You can log in and cancel your reservation. The Library's InfoService staff will then be notified of your refund request and will contact you within 48 hours.

If you paid for your Meeting Room rental with your credit card online with Paymentus, refunds are done through OPL’s InfoService: 613-580-2940 or InfoService@BiblioOttawaLibrary.ca.

If you paid for your Meeting Room rental at a Library branch, please visit the same branch where you paid for your Meeting Room rental to obtain a refund.  You must show the original cash register/credit/debit receipt.

For Library Meeting Rooms booked through the City, you will need to contact the facility directly.  For City facilities, if you request a refund, you will be subject to a processing fee or you may ask to have your City account credited. Rentals are subject to cancellation penalties.  Please visit the City’s website for more information about City facility rentals.

Do I need insurance?

No, you do not need insurance. As per OPL’s Meeting Room General Terms and Conditions, contract holders or sponsoring organizations renting Library facilities/premises whose activities are considered medium or high-risk activities may be requested to have insurance but it would be at the discretion of the OPL.

Do I need to bring a copy of the rental confirmation/contract?

The contract holder must have a copy of the contract readily available at all times.  For more information, please review OPL’s Meeting Room General Terms and Conditions.

Who is responsible for set-up and clean-up?

The Contract Holder is responsible for setting up, taking down and putting away tables, chairs and/or any other equipment used. It is also the responsibility of the Contract Holder to ensure that the space and equipment used is left clean and tidy, including wiping off soiled tables, chairs and counters, placing all garbage in containers provided and ensuring all recyclables are disposed of in accordance to recycling practices.  For more information, please review OPL’s Meeting Room General Terms and Conditions.

May I access the Meeting Room before my rental time or stay after the agreed upon time?

The time you paid for is the time you have access to the room.  We expect customers utilizing our Meeting Room spaces will respect the actual times paid and confirmed with the rental agreement. Set-up and clean-up is to be included in your rental time, so if you require time to set up and take down, please take this into consideration when deciding how long you need the Meeting Room. 

What does it mean to be a Not-for-Profit Activity and Open to Everyone?

The definition now in place was specifically developed to align with the City of Ottawa Parks and Recreation’s definition for their Room/Facility Rentals. Please complete the meeting room booking form online, clearly and succinctly describing the nature of your event and how it complies with the Ottawa Public Library's vision, mission and core values. If unsure, proceed to book Meeting Room, add your question in the notes field and branch staff will follow up with your booking request.  OPL’s definitions are as follows:

  • Not-for-Profit: An activity that aligns with the Library’s Vision, Mission and Core Values, and is not intended to generate a profit. This activity must be open to everyone.
  • Private: A Not-for-Profit activity that does not align with the Library’s Vision, Mission and Core Values and/or is intended for select members of the community.

  • Commercial: An activity that has the intent of generating a profit. This activity may involve the sale of goods or services or may require a registration fee prior to participation.

May I put up signage for my event?

Permission to post notices of the event or program in the Library must be given by the branch manager, and conform to OPL’s Display Space and Bulletin Board Use Policy.  No use of the Library’s logo is permitted without explicit consent of the Library, and signage must meet OPL’s posting criteria.  Please note, advertising will not imply endorsement by the Library of the content of the meeting or event.   As OPL is a community meeting place and information source for customers, bulletin boards and display space are available only for postings and exhibits of community interest.

May I serve alcohol?

No.

For more information,  please go to:

City of Ottawa Recreation Facilities Rental Information

Customer Code of Conduct

Display space and bulletin board use policy

Meeting Room Booking Policy

Meeting Rooms

OPL Policies and Statements

OPL Room Rates

Terms and Conditions