Room and Space Rental Terms of Use

Procedure Number: OP-002-001
Procedure Category: Operations
Approved by: Director, Customer Experience
Accountability: Director, Customer Experience
Approval Date: June 1, 2025
Effective date: June 1, 2025
Next Review Date: June 2027

 

Library Spaces

The Oakville Public Library offers two types of spaces for the public to book. The first type of booking is a work or study space, free of charge. The second type of space is a room rental that can be booked for a fee.  

Complimentary work/study spaces can be reserved up to 1 day in advance. Same day bookings can be made on a first come first served basis subject to availability. Work/study spaces are booked for 30 minutes at a time and up to 2 hours maximum per day per customer/group. Room capacity varies between 4-8 people. If the requirements of your booking do not match the requirements for a work or study space, the other option is a paid room rental. More information on work and study spaces requirements can be found below.

Paid room rentals must be made at least 7 days before the requested date and no longer than 2.5 months in advance. Room rental options can accommodate larger groups and longer lengths of time.

Complimentary Work and Study Spaces

Requirements

  • Acceptance of the Library Space Booking Policy and Terms of Use
  • Valid Oakville Public Library card
  • 14 years of age or older
  • Work/Study spaces are to be used for the following purposes:
    • Small group or individual work or study sessions (i.e., 4-8 people maximum)
    • Virtual meeting/interview
    • Online exam
    • Meeting rooms are not to be used for events (i.e., birthday parties), fee based activities, or lunchrooms
  • Oakville Public Library’s Customer Code of Conduct applies to all work/study space bookings.

 Cancellations

  • Oakville Public Library reserves the right to cancel a work/study space booking if the client has not arrived within 10 minutes of the commencement of their booking time. The space will be made available to other customers on a first come first served basis.

 Conditions of Use

  • Maximum occupancy must be followed and is posted at the entrance of the room.
  • Lights must be kept on at all times.
  • Area must be left in an orderly and clean condition. Any issues must be reported to library staff.
  • Groups must leave the room once their time slot expires.
  • The time period includes set-up and clean up time.  
  • Only light refreshments (e.g. coffee, muffins) are permitted, no hot food (e.g. pizza, pasta) can be served.

Paid Room Rentals

Requirements

  • Acceptance of Library Space Booking Policy and Terms of Use
  • Full payment, upon approval
  • Proof of insurance, if applicable
  • Proof of non-profit status, if applicable

Fees

Oakville Public Library provides rooms for rent for profit and non-profit groups in designated library facilities. Rooms may be rented for a minimum of one hour between the hours of branch opening to a half hour before branch closing. Opening and closing times vary at each branch and it is responsibility of the customer to ensure their desired booking time can be accommodated by their preferred location. Fees are listed in the Fee Schedule.
Standard amenities such as tables, chairs, and public Wi-Fi are included with the room rental. Additional resources—including a video projector, retractable screen, HDTV or whiteboard—may vary by location and are currently available for no additional fee. Availability, included services, and booking conditions may vary by location and are subject to change.
 

Non-Profit Rates

Registered not-for-profits or charitable organizations will be charged a discounted rate for room rentals upon receipt of proof of status (i.e. current tax returns, constitution or registered charitable number). 
 

Cancellations

To cancel or change an approved paid room rental, a $15 administrative fee will apply. This administrative fee will be charged to the method of payment in which the room rental fee was paid.
No fees will be refunded if a room rental is cancelled within 48 hours prior to the scheduled booking.
Cancellations may be made through Manage My Reservations or by contacting the branch directly by phone or email.

Central Branch
CentralRoomBooking@oakville.ca
905-815-2042

Glen Abbey Branch
GlenAbbeyRoomBooking@oakville.ca
905-815-2039

Iroquois Ridge
IroquoisRidgeRoomBooking@oakville.ca
905-338-4247

White Oaks
WhiteOaksRoomBooking@oakville.ca
905-815-2038

Woodside
WoodsideRoomBooking@oakville.ca
905-815-2036

If the library cannot provide the room for the customer’s use due to matters beyond the library’s reasonable control (e.g., closure due to weather or building emergencies), the library reserves the right to cancel the booking and will reimburse the rental fee to the customer.

 

Insurance Requirements

General liability insurance in the amount of $2 million per occurrence, naming the Town of Oakville and Oakville Public Library as additional insured, is required to rent rooms when any of the following applies:
  • There are more than 30 people in attendance.
  • The meeting or event is over 4 hours in length.
  • The meeting or event is open to the public (when number of attendees is unknown).  If there is an RSVP system in place to monitor and limit attendance to 30, then this does not apply.
The client is responsible for arranging the insurance with an insurance company of their choosing.

 

Conditions of Use

  • All premises must be left in an orderly and clean condition.
  • The time period for use of the room must include the time required to prepare the room for use and to clean up the room after use.
  • The client is responsible for the set-up of the room unless pre-arranged with the library, which may result in additional fees. The client will be required to leave the room in the same condition it was in prior to use.
  • To protect copyright, only videos with public performance rights may be shown to groups.
  • Topics of discussion and the names of any speakers including any affiliations must be disclosed at the time of booking.
  • Unless approved in advance by the library in writing, the use of the library logo on publicity or marketing materials is not permitted. The use of the proper name of the library must be used for location details only.
  • Customers must refrain from solicitation activities, including selling or distributing goods or services, canvassing, distributing political or religious information or petitions, and proselytizing on religious beliefs.
  • The use of open flames, fires, smoke or odour produced by burning aromatic substances (e.g. candles) is prohibited. Smudging is permitted if pre-arranged with the library.
  • All decorations must be free-standing and nothing may be attached to any walls or doors or ceiling.
  • Storage for event related material prior to or following the event is not permitted.
  • Alcohol is not permitted.
  • Only light refreshments (e.g. coffee, muffins) are permitted, no hot food (e.g. pizza, pasta) can be served.

Personal information collected by Oakville Public Library (OPL), is collected under the authority of the Public Libraries Act, R.S.O 1990, Chapter P. 44 and will be used for the purpose(s) of account related activities. Please see our Customer Privacy Policy for more information. Questions about this collection should be directed to Director, Customer Experience at 905-815-2042.