Meeting Rooms Policy

OPL is a gathering place for clients and, as such, will make available meeting room space to the public in a fair and consistent manner that: 

• Respects applicable legislation, including the Canadian Charter of Rights and Freedoms (the “Charter”), the Criminal Code, the Ontario Human Rights Code, the Occupational Health and Safety Act, and the Public Libraries Act; 
• Aligns with the Library’s vision, mission, and values; and 
• Balances clients’ rights to intellectual freedom (the free and open exchange of lawful information), OPL’s applicable statutory objectives, if any, other legal obligations, and the Library Code of Conduct. 

The primary purpose of the Library’s meeting rooms and facilities is to provide space for OPL programs or services delivered by staff or in partnership with clients. The Library’s public spaces are primarily intended to support OPL’s statutory objective to: 

• Provide a comprehensive and efficient public library service that reflects the community’s unique needs; 
• Inspire learning, spark curiosity, and connect people; and,
• Support community, inclusion, literacy, and intellectual freedom. 

A secondary purpose is to provide accessible and affordable meeting spaces for use by the public. Rental or use of an OPL meeting room does not imply approval or endorsement by the Library of the opinions or ideas expressed during the meeting or event. 

The Library: 

• Promotes equitable access to a wide variety of expressive content and supports intellectual freedom as the prerequisite for an informed, democratic society;
• Supports meeting room use that is inclusive of Ottawa's equity-seeking groups;
• Recognizes the Algonquin Anishinābe Nation as Ottawa’s Indigenous Host Nation and is committed to supporting cultural activities that respond to the Calls to Action put forward in the Truth and Reconciliation Commission Report; and,
• Recognizes both official languages (English and French) as having equal rights, status, and privileges. 

Access to Library Meeting Rooms 

Meeting rooms are made available in the following order of priority: 

1. Library program: Priority for the use of Library meeting rooms is given to OPL meetings, programs, or events. 
2. Partner program or service: Subject to the Library’s program needs, OPL will consider requests from clients to partner with the Library to provide programming or services that aligns with OPL’s vision, mission, strategic priorities, and statutory objectives. 
3. Public use: Subject to the program needs of the Library and its partners, the Library will consider requests from the public, including:  
   1. For rental: Many large meeting rooms (generally with capacity for more than 10 people, with some exceptions) are available for rental. Clients must complete the online Meeting Room Booking Form to request to rent a Library meeting room or speak with branch staff to obtain their assistance in completing the booking form. The applicable fees may be waived in some circumstances; for more information, see Waiving Fees: below. 
   2. For free use: Small meeting rooms (generally suitable for four or fewer people) are available free of charge. Capacity is based on room size, which may vary from branch to branch. Small meeting rooms can be booked via a paper Small Meeting Rooms Form in the branch or via in person (walk in) access on the day itself. Rooms may be booked for one hour at a time, up to two (2) hours per day, and extended in one-hour increments if not requested by others after that time. Small meeting room bookings will be held for a 10-minute grace period, and then released to others who may be waiting. Advance booking may be available in some circumstances, as per the Waiving Fees section under Rentals. 
   3. For personal use: Meeting rooms may also available for personal use on an as-needed basis on the same day (e.g. for prayer, breastfeeding, or other personal activities for which users may prefer access to a private space), upon approval of the branch manager or designate. Availability of rooms for personal use cannot be guaranteed and will be dependent upon branch specifics.  

Rentals 

All bookings are subject to the Library General Terms and Conditions for Rentals and the Meeting Rooms Procedure. A list of available meeting rooms is provided on the OPL website.  

• Timelines: Due to the volume of requests received, and the information required to process and confirm rentals, it is recommended that rental requests be submitted a minimum of 30 days prior to the date(s) of intended use. All booking applications will be reviewed by the Library to ensure applications meet Policy and legal requirements. If a booking application does not meet Policy and legal requirements, OPL will follow up with the applicant as required. "The Library will only pre-empt a rental booking already paid for when emergencies or unforeseen library requirements for meeting rooms arise. Where reasonably possible, OPL will endeavour to provide sufficient advance notice (24 hours) of any such emergency or unforeseen need. Payment will be refunded, or another booking scheduled, at the preference of the client. 
• Fees: Fees include the use of the room’s basic equipment (as installed) and supplies as specified in the Library General Terms and Conditions for Rentals. A list of fees for meeting rooms available for online booking is available on the OPL website. Fees may differ based on the activity for which the booking is made; see Appendix A for definitions of not for profit, commercial, and private activities. Applicable taxes are included in the rental fees. Payment of bookings must be verified prior to the client using the room. For payments of $750 or more made online, a service fee will be included. 
• Waiving Fees: Fees for the use of Library meeting rooms may be waived at the discretion of OPL. Advanced booking of small meeting rooms may also be considered in these circumstances. Examples of uses for which fees may be waived include: Members of Ottawa City Council conducting City business; City of Ottawa employees conducting City business; or, City of Ottawa boards and committees. 
• Payments: Payment for meeting room applications may be done online at time of application approval, or in person at a Library branch within a maximum seven (7) business days of submitting the application for booking. If not paid within seven (7) business days, the application may be deemed abandoned and the tentative booking may be released. Clients may request an extension which will be considered by staff on a case-by-case basis. Payments cannot be made by phone. Receipts for online payments will be provided by email; printed receipts will be provided for payments made in-person. 
• Refunds: Clients with a confirmed meeting room rental must provide the Library with five (5) business days’ notice in writing, before the day of the event to cancel or request a modification to their rental. Refunds will not be granted once the notification period has expired. Refunds for online payments will be referred to InfoService. Refunds relating to payments made in a Library branch will require the client to provide the original cash register receipt. 

Publicity & Signage 

All written signage and posters for any event held in an OPL meeting room must be approved by the Library prior to publication and distribution. Approval will be exercised in a manner that: 

• Respects applicable legislation, including the Charter, the Criminal Code, the Ontario Human Rights Code, the Occupational Health and Safety Act, and the Public Libraries Act;
• Aligns with the Library’s mission and values; and 
• Balances clients’ rights to intellectual freedom (the free and open exchange of lawful information), OPL’s applicable statutory objectives, if any, other legal obligations, and the Library Code of Conduct. 

In any advertising or promotional material, only the proper name of the Library shall be used, and any such material shall refer to the place of meeting as “Ottawa Public Library”, name of branch, and shall designate its proper municipal address. No use of the Library’s logo is permitted without explicit consent of the Library. 

Permission to post publicity for an event or program in the Library will be given as per the Library’s Notice Boards Policy. 

Signs are posted outside all meeting rooms that are available for public use indicating that the opinions or ideas expressed during the meeting or event do not necessarily reflect the opinion of OPL. 

Medium or High-Risk Events 

Organizers wishing to rent a Library meeting room for events that may be deemed by the Library to be potentially of risk may be asked for additional information through the application process. The OPL Board, and other key stakeholders such as Library Security, will also be advised and kept apprised of medium or high-risk events. Risks may include a large crowd expected, intelligence regarding a potential protest, events with sexually explicit or violent content, or events for which security is expected or planned. The Library may require the presence of police officers or security guards during such events, and may require that the Applicant bear the applicable costs. 

Challenges to Rentals  

Clients who have a concern about the Library’s decision regarding use of a meeting room are encouraged to first speak with branch or InfoService employees. If their concerns have not been addressed, they can submit a Request for Reconsideration and Appeal Form. 

Staff will document and investigate concerns, prioritizing: 

• Legal rights and obligations under the Charter, the Ontario Human Rights Code, and the Occupational Health and Safety Act; customers' responsibilities under the Library Code of Conduct; the requirements of the Criminal Code; and the Library’s applicable statutory objectives, if any; 
• Due diligence and fairness; and,  
• An environment free from discrimination, bullying, and harassment.