About The Library
Policies
Meeting Room Rental Policy
1. Meeting rooms at the Kitchener Public Library are primarily for the provision of library programs and events. When not needed by the Library, meeting rooms will be available for rent to a third party on a first come, first served basis.
2. Kitchener Public Library supports the right of free expression by making available its meeting rooms to individuals, groups and organizations whose programs are consistent with the intent of the Canadian Charter of Rights and Freedoms, the Ontario Human Rights Code and all other applicable laws and statutes.
3. All activities, programs or meetings conducted in the Library are subject to the general rules and regulations of the Kitchener Public Library as reflected in the Library's Safe Use Code. Further, all renters agree not to contravene the Criminal Code of Canada and all other applicable laws and statutes during the course of their rental.
4. Permission to use library meeting rooms will be denied to an organization and/or for a meeting when its purpose is illegal, conduct may interfere with the proper functioning of the Library, or the activity does not have the sponsorship or presence of a legally responsible adult aged 18 years or older.
5. Use of library meeting rooms does not imply endorsement by the Kitchener Public Library of the organization or program content.
6. Due to limitations of space and adequate facilities, library meeting rooms may not be booked for private social or celebratory events such as, but not limited to, birthday parties, receptions, and weddings.
7. Renters are not permitted to have alcoholic beverages in any KPL meeting room.
8. Smoking is not permitted in any KPL meeting room.
9. Individuals or groups renting library facilities are responsible for ensuring that the number of people in attendance does not exceed the maximum fire code limit posted in each room.
10. Renters are liable for any damage to library equipment or furnishings. The Library is not responsible for damage, theft, or loss of articles or property belonging to persons renting library rooms and/or to program attendees.
11. The Library reserves the right to refuse an application and also cancel any reservation due to an emergency, or if, in the opinion of the Library, such reservation is in violation of our Meeting Room Rental Policy. If the Library cancels a reservation, the renter will receive a refund of all monies paid.
12. Renters are required to provide full payment prior to access to the library meeting rooms.
13. In the event of a cancellation by a renter, the full rental charge will be applicable if less than 48 hours notice has been given.
14. Room rental rates are set by the Library and are subject to change.
15. All organizations which apply for use of the library facilities will be required to indemnify the Kitchener Public Library Board against all claims of any nature and kind and costs which may arise out of or by reason of the granting of the application; and against damage, infringement of royalty right, A.S.C.A.P. charges, public performance or speeches, together with any cost which may arise in connection therewith.
16. Movies shown at KPL must have the appropriate public performance rights for screening. Obtaining the license and all applicable fees are the responsibility of the renter. Proof of public performance rights shall be provided to KPL prior to the event date.
17. SOCAN fees will apply to groups using music during the duration of the room rental at KPL. Music includes recorded, voice or instrument in both popular and classical categories. A minimum rate of $35.00 will be invoiced as part of the total cost of the room rental.
18. Renters agree to leave the room in a clean condition and to vacate the Library at the time specified on their rental contract. Renters are free to arrange catering or supply their group with food and non-alcoholic beverages. It is the renter's responsibility to remove all catering supplies and food from the room at the specified end time. Extra costs will be incurred for groups or catering which remain beyond the specified end time or delay the closing of the Library.
19. Access to meeting rooms for set up purposes is limited to a half hour prior to the rental starting time as indicated on the rental contract. If extra set up time is required, additional costs will apply. Early entry Monday to Friday is available from 9:00 am, but limited to the Main Library, for presenters only who wish to set up prior to the arrival of their participants and must be arranged ahead of time. All other attendees will be admitted when the Library opens to the general public.
20. Renters may charge admission to their events. Renters are responsible for registration, ticket sales and monitoring admission.
21. Publicity content should in no way imply that the Kitchener Public Library advocates or sponsors the event. The Library's logo is not to be used without the express written consent of the Library.