- Reservations for the use of the meeting room must be made by an adult (18 years of age or older) representative. An adult supervisor must be in attendance at all times.
- The applicant assumes full responsibility for the proper supervision and conduct of any activities, and for any claims arising out of the improper supervision or conduct of activities. The applicant agrees to indemnify and save harmless the Board from all claims arising therefrom.
- The applicant agrees to accept full responsibility for any damage to the library building and equipment occurring during the occupancy, and further agrees to compensate the Board, in full, for any such damages.
- The Haldimand County Public Library Board is not responsible for personal injury or damage, or for the loss or theft of clothing, equipment, or personal property of anyone attending on the invitation of the applicant. This disclaimer also applies to the use of the parking lot.
- It is the applicant’s responsibility to inform all attendees at the meeting of emergency evacuation procedures as posted in the meeting room. Copies of this posting are available on request.
- Notification of room booking cancellation must be received by the Library a minimum of two hours prior to the commencement of the scheduled booking. Notification may be made by telephone, mail, or email. Failure by the renter to utilize the meeting room as booked without prior notification does not waive rental fees.
- Rental fees must be paid, in full, prior to use of the meeting room. Payment immediately preceding the booking will be accepted.
- The library is a smoke-free environment. No smoking is strictly enforced.
- Federal, provincial and municipal laws, by-laws and fire regulations must be observed at all times.
- The maximum occupancy of the meeting room shall not be exceeded.
- The use of candles or open flames is not permitted.
- Accidents must be reported immediately to staff.
- All organizations must clearly specify their official name, and provide a contact number, in all promotional materials for meetings at the library. Advertising must not give the impression that an event is sponsored by the Library, and must be approved by a member of the management team. No signs or decorations may be attached or posted within or without the premises without prior arrangement with a member of the management team.
- Use of any equipment and/or facilities must be requested at the time of application. Kitchen use, where available, is restricted to the serving of non-alcoholic beverages and light refreshments. No dishes or utensils are provided.
- When meetings are open to the public, applicants must follow Public Health guidelines regarding food service. (Please refer to Guidelines sheet attached to Meeting Room application form).
- The Board determines all charges and reserves the right to refuse or cancel any booking at its discretion. The Board will not accept any claims for compensation from the applicant for such refusal or cancellation. The Library Board, or its designate, reserves the right to cancel any meeting room booking without notice upon breach of any conditions or regulations associated with the rental of the said facility, or should the Library Board, or its designate, be of the opinion that the premises are not to be or are not being used for the purpose contained in the room booking application.
- The Library will not house the property of groups renting the meeting rooms. Any material left in the meeting room must be picked up within 24 hours or the Board may dispose of the items at its discretion.
Meeting Room Rentals
Need a location for your next birthday party or business meeting? We offer meeting rooms at our Caledonia, Cayuga, Dunnville, and Jarvis branches.
How to rent a room
There are two ways to get started on a room booking:
- Book online
- Visit your local branch to complete the booking form in person.
If you’d like to complete the form before going to the branch, please email us for a PDF copy.
All meeting room bookings are subject to availability. Online booking requests are reviewed within two business days of submission.
For more information on room rentals, contact us at 289-674-0400 to speak to a staff member.
Rental regulations
All renters are required to adhere to our regulations for the booking and use of library meeting rooms. Also, find information on rental restrictions and cancellations.
Meeting rooms and amenities
Gertrude Haller Meeting Place
Details:
- 84-person capacity
- Size: approximately 9x6 metres (30x20 feet)
- 6 tables, 54 chairs
- Mobile whiteboards and lectern
- Kitchenette with sink
- Digital projector and screen
- Flooring type: carpet
The room also features secondary entrances that open to the arena foyer, perfect for hockey, ringette, and figure skating parties or meetings.
During the summer, bookings are only available during regular library hours. In fall, winter and spring, the room can also be booked outside of regular hours.
Cayuga Library Meeting Room
Details
- 50-person capacity
- Size: approximately 8x6.5 metres (27x21 feet)
- 4 tables, 50 chairs
- 2 children’s tables, 10 children’s chairs
- Smart TV with WIFI and screen casting capabilities
- Kitchenette with sink, small refrigerator, and coffee maker (pod style)
- Flooring type: laminate
Bookings available during regular library hours only.
Garfield Disher Room
Details:
- 50-person capacity
- Size: approximately 9x6 metres (30x20 feet)
- 9 tables, 30 chairs
- Digital projector, large drop down screen or mobile screen
- Kitchenette with sink
- Flooring type: carpet
Bookings are available during and outside of regular library hours.
[callout] This room is not available for bookings between Victoria Day and Labour Day for the summer book sale [end callout]
2nd Floor Program Room
Details:
- 50-person capacity
- Size: approximately 10x5 metres (34x16.5 feet)
- 9 tables, 32 folding chairs
- 3 children’s tables, 24 children’s chairs
- Kitchenette with sink and refrigerator
- Flooring type: laminate
Bookings are available Thursdays and Saturdays only, during regular library hours.
Jarvis Library Meeting Room
Details:
- 50-person capacity
- Size: approximately 9x6 metres (30x20 feet)
- 10 tables (2 stationary, 8 foldable), 24 chairs
- Whiteboard, flipchart and lectern
- Digital projector and screen
- Kitchenette with sink and coffee maker (drip style)
- Flooring type: carpet
Bookings are available during and after regular library hours.
Room rental rates
Rental rates vary based on room use. All fees must be paid in full by cash or cheque prior to room use. Payment immediately before room use is accepted. Invoices and receipts can be provided on request.
Commercial
Applies to individuals and businesses whose intent is to sell a product or service, attract clients, or conduct other forms of business. Example: union negotiations
Rental rate: $30 per hour, 2 hour minimum
Private party
Applies to individuals or groups whose activities are private in nature, and are not receiving, or expecting to receive, financial compensation for any product or services. Example: birthday parties
Rental rate: $25 per hour, 2 hour minimum
Tutoring/proctoring
Applies to individuals or groups who act as tutors or exam proctors with fee-paying clients.
Rental rate: $25 per hour, 1 hour minimum
Not-for-Profit
Applies to community groups or organizations that do not aim to make a profit.
Rental rate: $15 per hour, 2 hour minimum
Rental fees may be waived in whole or in part at the Library’s discretion for event jointly sponsored by the Library and its partners, or for groups whose mission and goals closely reflect ours. This could include literacy, literary arts, and culture groups, as well as discussion forums on community issues. Contact us to confirm if you or your group are eligible for this exception.
Rental restrictions and cancellations
Restrictions on selling
Rental room use that includes any form of sales (such as Tupperware or Scentzy parties, craft markets, etc.) is only permitted at the Dunville and Cayuga branches to adhere to municipal zoning rules. Commercial use applications for rooms at any other branches will not be approved.
Booking cancellations
If you need to cancel your booking, you must provide notification at least two hours prior to the scheduled booking. Notification can be made by phone, mail or email. Missed bookings without notification will still be subject to fees.
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