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Room Rental Policy

Policy

1. When not required for Library use, meeting rooms are Available on an equitable basis regardless of the beliefs or affiliations of the individuals or groups requesting their use.
2. The views of individuals/organizations renting meeting room space are not necessarily endorsed by the Oakville Public Library.
3. Any advertising for meetings or events must not Imply endorsement by the Library of the content of the program or event.
4. The Library will not knowingly permit any individual or group to use its facilities in a manner contrary to the law. If the Library has a reasonable belief or concern that its facilities may be used in a manner or for a purpose contrary to law, it may refuse a booking to any group or individual. Any individual or group that has been refused a booking by the Library may apply for a review of the decision to refuse the booking to the Library's Chief Executive Officer.
5. Topics for discussion, and names of speakers with their affiliation, must be disclosed at the time of booking.
6. Meetings disruptive to the normal operations of the Library are not permitted. The Library has the right to terminate any use of its property or have any person removed, in accordance with the Library's RZone respect and responsibility procedure.
7. At the discretion of the Library CEO, rental charges may be waived when the activities of the group are closely related to those of the Library or when the group is partnering with the Library.
8. The Library may offer discounted rental rates to non-profit organizations.
9. The Library reserves the right to refuse/cancel bookings.
10. The Library may refuse bookings from individuals or groups that have:
    1. failed to disclose or have misrepresented any topic for discussion, or the name, identity, or affiliation of any speaker to the Library;
    2. failed to obtain Library approval at the time of booking for the sale of goods or services;
    3. failed to leave the meeting rooms or facilities in a clean and orderly condition;
    4. contravened any other requirement or regulation in the Library's Room Rental Policy
    in any previous booking of meeting rooms or facilities at any branch of the Oakville Public Library.
11. All individuals and designated members of groups must provide valid photographic identification at the time of booking Library meeting rooms or facilities.

Effective Date: October 23, 2008
Next Review Date: 2012
Supersedes Policy Dated: March 24, 2005