Political Use of Space Policy

 

Purpose

Waterloo Public Library plays a vital role in our community’s democratic processes by ensuring equitable and inclusive access to information. As a publicly funded institution and local board of the City of Waterloo, the Library is non-partisan and will maintain political neutrality during election periods.

This policy establishes clear rules for the political use of Library space, resources and branding and ensures the Library complies with all applicable legislation including:

• the Municipal Elections Act, 1996 (MEA), as amended, in particular s. 88.8, which prohibits the Library Board from contributing to any election campaign
• the Elections Finances Act (Ontario)
• the Canada Election Finances Act with respect to federal elections
• the City of Waterloo’s Use of Corporate Resources and Election Campaign Activities Policy G-004, Sign and Nuisance By-laws
• the Public Libraries Act (Ontario). 

Scope

This policy applies to municipal (including school board), provincial, and federal elections and by-elections.

Policy Statement

During election periods, Waterloo Public Library will not support, endorse or advocate for any candidate, parties or partisan groups.

The Library will support democratic participation through activities including informational programming, voter awareness activities and all-candidate forums. The Library will also provide public access to general information related to the election. The Library may also act as a polling station.

The Library will provide all candidates with equal access to Library information and services in accordance with this policy.

General Library Areas

The following activities are not permitted in open Library spaces, including the exterior of the Library, at any time:

• Campaigning, canvassing, solicitation of votes or donations.
• Distribution of partisan or candidate campaign materials.
• Display of campaign signs, banners or election posters.
• Public statements or media events by candidates or political representatives unless they are part of a Library approved program or event.
• Petitions or political displays.
• Protests or demonstrations that contravene City of Waterloo by-laws or impede the use, safety or enjoyment of space or programs by other Library customers.

Meeting Rooms – Outside of Election Periods

Outside of election periods, political organizations may rent meeting rooms, subject to conditions outlined in the Room Use and Community Information Policy.

Materials related to the meeting may only be displayed within the rented room and for the duration of the booking period.

Presence of political meetings, events or materials at Waterloo Public Library does not indicate Library endorsement.

Meeting Rooms – During Election Periods

During an election period no campaign meetings, strategy sessions or partisan events relevant to that election can be held in library spaces. At the discretion of the CEO, existing bookings made prior to the commencement of the election period can be cancelled if the purpose of the booking is in conflict with this policy.

All-candidate meetings and non-partisan panels may continue to be booked as long as equitable access for all candidates is ensured.

Library Resources and Branding

The Library’s logo, slogans or other intellectual property may not be printed on or distributed with any campaign related materials without written approval from the CEO or their designate.

Outside of regular customer-facing access to such resources, Library equipment, supplies, technology (including email, websites and social media accounts) may not be used to produce or distribute campaign materials.

Library mailing lists, newsletters and data files may not be used for campaign purposes. The Library’s website or digital channels will not publish, link to or otherwise promote campaign materials or content specific to any candidate.

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Document Record

July 2026 – Initial Release