Room Rental Policy

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Policy
Meeting rooms in Burlington Public Library locations are provided primarily to facilitate library related programs/meetings, to provide meeting rooms for community use and to generate revenue for the library.

Provided that the library’s meeting room needs are fulfilled, meeting rooms are also rented to community groups/organizations and members of the public in accordance with the library's desire to facilitate access to information and to recognize the tenets of intellectual freedom.

Providing meeting room space in library locations does not mean that the Library in any way endorses or recommends views, positions, programs or policies of the organizations or individuals renting the rooms.

Rooms may only be booked by non library groups during library open hours or when library staff are in the building.

Burlington Public Library reserves the right to have a Burlington Public Library staff member attend any meeting held on library premises.

Exclusions
Rooms may not be booked for private social events such as parties or weddings.
The Library reserves the right to refuse/cancel bookings.
Meetings disruptive to the normal operations of the Library are not permitted.

Accessibility
All Burlington Public Library locations are wheelchair accessible.

Smoking Policy
Smoking is not permitted by law at any library location and within nine metres (30 feet) of library entrances.

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 this collection should be directed to: Maureen Barry, 2331 New Street, Burlington, Ontario L7R 1J4. Telephone: 905.639.3611, extension 100. It is the responsibility of each group to inform the library whether details of the meeting are to be kept private or can be made public.

Fees
There is a basic rental rate per half day and full day for each room. Additional fees apply for equipment rentals, clean up, or damages if necessary. Please click the following for Room Rental Rates for rates and hours of availability for meeting rooms.

Central Library - fees and hours of availability at Central
Branches - fees and hours of availability at Aldershot, Brant Hills, New Appleby and Tansley Woods branches

To Book a Meeting Room
Burlington Public Library provides meeting rooms for rent for profit and non-profit groups in library facilities. Meeting rooms are available at Central Library, Aldershot Branch, Brant Hills Branch, New Appleby Branch and Tansley Woods Branch.

Please call Central Library at 905.639.3611, extension 110 to book any of the meeting rooms available. Please have the date and time of your meeting ready so that availability can be checked immediately. You will need to provide: the name of the organization, contact person, telephone number, billing address, custom room set up, and equipment required. The Room Rental Regulations form (2 page PDF) must be signed and returned with your payment to secure your room booking.

Equipment
Please see Equipment Rental Rates for available equipment and fees.

Room Setup
Custom room set-ups must be requested at the time of booking.

Audio Visual Equipment
Please identify your need for an overhead projector at the time of booking.

Sound System/Microphone
The sound system and microphone is set up in advance of the meeting by Building Services staff.

Piano (available in Centennial Hall only)
The piano is available for public use and requires that Centennial Hall be booked. Groups requesting the Piano tuned for their own use must arrange themselves and pay the tuner directly.

Flipcharts
Flipcharts can be provided upon request and are subject to availability. Please note that the Burlington Public Library will not provide masking tape, scissors, markets, extension cords, etc.

Payment
Rental fees and other charges are due in advance of the meeting. Payment is by cash/debit card or cheque. Payment must be made within five (5) business days of the booking request. The library accepts cheques made payable to the Burlington Public Library, Administration Department, 2331 New Street, Burlington, Ontario L7R 1J4. NSF (Not sufficient funds) cheques are subject to a $10 handling charge. Post-dated cheques are not accepted.

Cancellations
Rental fees will be refunded in full provided cancellation is made more than 48 hours in advance of the scheduled date/time. No refunds are available if cancellation is made after that time. This charge may be waived in the case of cancellation due to exceptional circumstances (i.e. snowstorms).

Signage/Advertising (Advertising Board)
All signage that is displayed at Burlington Public Library must be professionally produced and approved by the Marketing Communications Department at Central Library. An easel will be provided to display signs, as required. Each group is responsible for displaying and removing their own signs.

The organizing group must ensure that its advertising does not give the impression that the event is sponsored by the library.

Catering/Refreshments
Groups can provide their own refreshments. Each group is responsible for providing cups, utensils, etc.

Harmony Café is located inside of Central Library. Please call 905.631.0656 for hours of operation.

Updated March 5, 2010

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