Room Use and Community Information Policy

 

Purpose

As a community hub, Waterloo Public Library provides access to information and spaces. This policy directs public use of meeting rooms, study rooms, and display of community information.

Policy

Activities held in Library spaces must comply with all applicable local, provincial and federal laws, including City of Waterloo By-laws, the Ontario Human Rights Code, the Criminal Code of Canada and all Library policies including the Library Code of Conduct Policy.

Individuals or groups using Library meeting space may not limit attendance based on race, ancestry, place of origin, colour, religion, ethnic origin, citizenship, creed, sex, age, sexual orientation, gender, gender identity, gender expression, marital status, family status, or mental or physical disability.

Waterloo Public Library endorses the Canadian Federation of Library Associations Statement on Intellectual Freedom and Libraries and believes that it is important to provide access to a wide range of news and views.

Rental of Library space does not indicate that Waterloo Public Library endorses, advocates or supports the activity, content or reliability of information presented by the renter.

Meeting Room Rentals

To create the greatest access to library spaces, the library offers rates for non-profit groups and commercial groups.

A “Non-Profit Organization” is an association, club or society that is operated exclusively for social welfare, civic improvement, pleasure, recreation or any other purpose besides profit. These organizations may or may not be a registered charity with a charitable registration number.

A “Commercial Group” is an individual, group or organization that operates to earn a profit.

Library facilities are available to rent, up to two months in advance of the booking date, on a non-discriminatory, equal access basis when these spaces are not needed to support Library operations. Booking requests can be made online, by phone or in person at any location.

General Terms

• Requests to rent Library meeting rooms will be declined if the activity does not comply with the law, codes and policies listed above or interferes with the operation of the Library.
• The occupancy limits of meeting rooms must always be observed.
• Renters must be 18 years of age or older.
• The Library reserves the right to attend any meeting held in its facilities.
• No admission fee or mandatory donation can be required onsite to attend meetings or events held in rented rooms.
• No products, services or memberships may be advertised, solicited, or sold during meetings or events held in rented spaces.
• Room rentals are not permitted for the purpose of fundraising.
• The Library does not advertise or promote events or activities held by renters.
• The Library reserves the right to re-schedule or cancel room bookings, with appropriate notice, to accommodate library operations.
• The Library reserves the right to limit the number of sequential bookings made by renters to ensure equitable access.
• Rental rates are subject to change.

Technology

• Only Library equipment can be connected to the library’s cabled network.
• Renters are responsible for arranging their own technology beyond what is included with the space they are renting. No additional technology or staff resources will be provided to renters.

Food and Drink

• Simple, ready-to-eat food served by renters must meet Region of Waterloo Public Health food guidelines.
• Requests to serve alcoholic beverages will be reviewed individually by the CEO. If approved, the renter must obtain and comply with all liquor license requirements.

Renters Responsibility and Liability

• The Library is not responsible for any loss, damage, injury, or misconduct arising from or related to the presence or actions of individuals during the room rental.
• Renters are responsible for their own set-up and take-down of tables and chairs.
• Failure to comply with the Waterloo Public Library’s Room Use & Community Information Policy and Library Code of Conduct Policy may result in denial of future rentals.
• Notification of cancellation is required 48 hours in advance of the booking date and time to receive a refund or reschedule the booking. Refunds will be provided for bookings that are cancelled or rescheduled 48 hours or more in advance. There will be no refunds for renter-initiated cancellations less than two days in advance.
• Renters must ensure adequate supervision of children during the rental period.
• The renter assumes full responsibility for the condition of the room after use including removal of food and beverage items, signs, posters, and garbage.
• Any damage identified will result in charges for the repair or replacement of room contents or structural components, including flooring, walls, ceilings, and all fixtures.

Study Rooms

Study rooms are available free of charge, up to two days in advance of the booking date for up to three hours per day, for non-commercial groups, individual study, English language learning and community-based literacy agencies.

Community Information

The library accepts community information for posting at all locations in a variety of formats, including posters, brochures, and newspapers. Materials will be evaluated and posted at the discretion of the library and as space permits. The Library will not return materials that have been provided for posting. Material posted for community information is not endorsed by the library.

Acceptable material includes:

• Public, educational, recreational, cultural, or community information of local interest, occurring in the City of Waterloo or surrounding area.
• Materials in support of non-profit organizations, charitable organizations or government-supported agencies.

Unacceptable material includes:

• Political campaign posters.
• Materials that contravene the Ontario Human Rights Code, the Canadian Charter of Rights and Freedoms, the Criminal Code of Canada, City of Waterloo By-laws. Waterloo Public Library policies or other applicable laws or regulations.
• Materials inappropriate in size or format.
• Petitions, unless approved by the Library Board.
• Materials not relevant to the local community.

In-Library Displays

Municipal partners, social agencies, or community-based non-profit, non-partisan groups may apply to host temporary information displays within Library locations:

• Requests will be considered individually, will be approved or declined at the discretion of the library and are subject to space availability.
• Display locations and exhibit duration will be agreed upon with Library staff and may not be set up without consent of the Library.

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Document Record

July 2026 – Initial Release