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Library Meeting Room Reservation Request Form

Meeting Room Rental Rates (block of 4 Hours)



*Non-Profit                         Non-Profit                  For Profit       Government    Private          
Working for good of               i.e., Loyalist               
community;                           College; local
Committees of Council;          riding
Book Clubs etc.                    associations                         

*$25 fee waived                   $25.00                         $50.00             $25.00            $25.00
No charge but donations
accepted
*must apply for exemption

All groups ---- Fee for use of equipment:  $25.00

Tweed Public Library Meeting Room Policy

Meeting rooms in the library bring together the resources of the library and the activities of the community for educational, cultural, civic, recreational and charitable purposes. The library provides a forum for the expression of diverse ideas and opinions however, use of the meeting room shall not be interpreted to constitute endorsement by the Tweed Public Library Board of the policies and beliefs of groups or individuals.

The Tweed Public Library Board:

  • will not knowingly permit any individual or group to use its facilities in contravention of the Criminal Code of Canada. 
  • Federal, provincial and municipal legislation and regulations must be observed at all times.
  • reserves the right to accept or refuse a reservation, or to cancel any booking at its discretion 
  • will set and review rental fees

The Chief Executive Office (CEO) authorizes the use of the rooms.

Staff maintain the schedule and will make every effort to notify scheduled users of the unavailability of the meeting room in case of emergencies.

Room bookings will be guided by the following:

  • library programs and services, meetings, and events have first priority for scheduling, after which other applications are considered on a first-come, first-served basis
  • any municipal resident, group or business, may request to schedule a meeting room
  • meetings which disturb regular library functions, may not be scheduled
  • a “Request for Meeting Room” form must be complete and payment of the rental fee (if any) made to secure the booking.  Information about the intended use of the room, including the names and affiliations of any speakers must be provided on the form.
  • the rental fee will be returned if the booking is canceled by the individual, group or business 5 or more days prior to the event
  • approval from the CEO is required at the time of booking to sell goods and services

Room use will be guided by the following:

  • use of the room shall be subject to the supervision of the employees of the board (library staff)
  • damages to the meeting room, furnishings and equipment will be paid by the applicant
  • set up of the room will be by library staff, time permitting; users will re-set and clean up as required
  • use of materials or decorations on the walls requires prior approval
  • non-alcoholic refreshments and food may be served in the meeting room
    the maximum occupancy of the meeting room shall be obeyed
  • all users will agree to hold the library harmless for any loss, damage, liability, costs, and /or expenses that may arise during, or to be caused in any way by such use of the library facility

 

When submitting either the written form or the on-line form you agree to the "Tweed Public Library Meeting Room Policy" and the following "Policy Statements".

 

I understand that confirmation and acceptance of the application is subject to review by the Library CEO.  I have read the meeting room policy for use of the Tweed Public Library Meeting Rooms and will insure that I, or my organization if applicable, am in compliance.  I and my organization releases, indemnifies and will hold harmless the Tweed Public Library Board and the Municipality of Tweed, their officers, agents and employees, from any and all claims for injuries, damages or loss which may arise or which may be alleged to have arisen out of or in connection with the meeting.  I understand that I will be responsible for all damages resulting from the use of this facility.

I accept that I will be responsible for returning all equipment to designated Library personnel or specified location at the end of the scheduled program.  Failure to do so may result in charges or additional charges.  I also I understand that I am responsible for any and all damages to the equipment while it is in my custody. 

In the event of equipment malfunction, I will notify Library personnel.  However, I understand that the Library does not have media staff to instruct in proper hook-ups.  Instruction sheets have been provided to assist in proper hook-ups.  I understand that alternative hook-up arrangements may not yield proper results and may damage the equipment for which I will be held responsible.

There are two ways to submit a request

Click here to download a printable reservation request form or continue with our online form submittal below. The address for submitting the written form is

Tweed Public Library,
Attention:  Cathy Anderson
230 Metcalf Street,
Box 628,
Tweed ON
K0K 3J0 
Phone:  613-478-1066 
Email:  tweedlibrary@vianet.ca

pdfClick here to download the written meeting room request form

pdfClick here to download the meeting room policy

pdfClick here to download the meeting room set-up sheet

 

Online Meeting Room Reservation Request Form