Partnerships Policy

 

Purpose

Partnerships are integral to activating and realizing WPL’s vision and mission. This policy describes WPL’s approach to collaborating with organizations, community groups, agencies, companies, and individuals that wish to partner with the library in formal or informal arrangements.

Definitions

“Partnerships” are mutually beneficial collaborations between WPL and community groups, agencies, companies, or individuals. Partnerships provide community members with opportunities to access services, programs, and resources beyond what the library offers.

“Service Partnerships” are formal, ongoing partnerships with groups or organizations for the purpose of service delivery. In a service partnership, the library brings service to a partner space, OR the partner brings services to the library.

“Program Partnerships” enhance programming at the library. These relationships may or may not be collaborations that are co-presented with WPL staff.

“Project or Collaborative Partnerships” enhance community spaces, foster creativity, and address community needs. These partnerships typically focus on a defined initiative. They are focused on projects outside of programs or ongoing services and play a critical role in engaging the community and contributing to shared goals.

“Community Partnerships” are collectives, advisories and collective impact groups that the library is an official member of and contributor to. Community partnership work aligns with the values and strategic goals of the library. Participation in these partnerships ensures the library remains connected, engaged, and responsive to evolving community needs.

Limitations

This policy excludes paid performers, vendors, and consultants interested in working for the library for payment. Individuals or companies who wish to be contracted by the library should contact a relevant staff member listed on our website or submit an inquiry to hello@wpl.ca.

This policy also excludes associations, clubs, societies, individuals, groups, or organizations who rent Library spaces to provide activities that are not associated with the library through a formal or informal partnership arrangement.

No sales of goods or items may happen during programs except the sale of material by authors as part of a library co-sponsored event.

Partnership Framework

Initiating a New Partnership with WPL

Organizations, community groups, companies, agencies and individuals interested in partnering with WPL are invited to complete an inquiry form at wpl.ca.

Waterloo Public Library welcomes the opportunity to collaborate with a broad range of organizations, companies, agencies and individuals.

The library will consider partnerships with organizations, agencies, companies and individuals that are able to:

• Demonstrate alignment with WPL’s strategic priorities and organizational values.
• Apply an equity approach to their services and programs to support access for deserving and underserved groups.
• Extend and enrich WPL services, programs and community impact.
• Meet the needs and interests of our community.
• Deliver services to customers free of charge.
• Abide by the operational terms of a Memorandum of Understanding (MOU) or agreement.

These criteria will act as the partnership evaluation criteria for both partnership inquiries the library receives, and partnership relationships the library pursues.

Benefits of Partnering with WPL

Official partners of WPL may have access to:

• Space to provide programs or services at a WPL location.
• Support from WPL staff for co-facilitation, hosting, marketing and IT support.
• Cost coverage for program materials.
• Presenter honorariums when the presenter is not already being paid by their employer for this work.
• Access to technology and library resources.
• Support with marketing and promotions through official library channels.

Partnership Agreements and MOUs

WPL will work with partners to establish the key goals, expectations, and deliverables of their relationship.

A written agreement will be produced that will outline:

• The term and scope of the partnership.
• The goals and expected outcomes of collaboration.
• The responsibilities and work to be contributed by the library and the partner.
• Financial, material, and staff resource arrangements.
• Operational details (dates, marketing plans, registration, customer communications, etc.).
• A mechanism for ongoing partnership evaluation, renewal and termination.

In some circumstances, partner organizations may be required to show proof of liability insurance.

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Document Record

July 2026 – Initial Release