Conditions of Use for Meeting Rooms

  1. Community use to be permitted case-by-case, based on COVID-19 situation and usage. Applications to be reviewed and responded to by management team.
  2. Maximum accommodation is:
    • Gallery: 125 persons (standing), 110 persons (seated) for the Gallery room
    • Boardroom: 10 persons (seated) for the board room
    • Story Tower: 10 persons (seated) on banquets (does not include seating on the Story Tower floor which may be up to 20 for youth programs). 
  3. Any renter may require mask use as mandatory. Masks are no longer required in public buildings but are highly encouraged.
  4. Room set-up, tear-down and all clean-up is the responsibility of the Renter.
  5. Requests for library technology equipment and support instruction must be made in advance of the date of the booking. Staff will not be present during the program to operate tech or to provide tech support. Contact the Library prior to the program to arrange for instruction, if needed. As a Workplace Health & Safety program, staff may refuse to access a room at capacity when 2m physical distancing is not available. Please make arrangements for any tech set-up prior to participants intended arrival time.
  6. After-hours use: The key to the Library must be picked up by the applicant one day prior to the event. The key should be returned to the Library after the event is completed, or in the event that the Library is closed, must be deposited in the book drop after first checking that all doors and windows are secured.  The applicant must sign a form accepting responsibility for the key.
  7. A security code will be provided to After Hours renters. The L.E. Shore building must be locked and secured when leaving.
  8. Applicants using the Library after hours will also be given a copy of the FIRE SAFETY PLAN FOR AFTER HOURS USE and must sign the after-hours renter sign off sheet.
  9. Organizations conducting meetings will be held responsible for any damages to Library property or equipment and will be charged for the same. The room must be left in the same condition as it was found.  All garbage should be placed in the receptacles provided.  If a cleaner needs to be hired to clean up after a function, a bill will be submitted to the renter.
  10. The organization applying to use the meeting room agrees to indemnify the Blue Mountains Public Library against any and all claims of every nature and kind, the costs of which may arise out of or by reason of the granting of its application. The Library Board is not responsible for theft, damage or loss of property belonging to the group or anyone attending a meeting.
  11. Smoking is prohibited in the Library and within 9m away from any entry.
  12. Alcohol is not allowed without completing an additional BMPL form which includes meeting all provincial statutes, including: SOC license, Smart Serve servers, insurance, and waiver of liability for BMPL.
  13. All promotional material must include contact information for the Renter.
  14. A Library Staff or Board Member may attend any event, meeting or course held in the meeting rooms, free of charge, for the purpose of reviewing the group’s compliance with Library Board policy.
  15. The rental of a room does not imply that the Renter is also renting storage space. Renters should seek other arrangements in which to store their supplies.
  16. Payment must be received in full to confirm the booking. The applicant may cancel a reservation with written notification at least 2 weeks in advance of the event. Notice of less than 2 weeks will result in the forfeiture of all rental fees.
  17. Any damage to artwork in Gallery is the Renter’s responsibility and they will pay the purchase price in full.
  18. All events must conclude by 11:00 p.m.
  19. Continuous use of the room shall not exceed six months at which time application to renew the booking agreement will be reviewed by the management team. Payment must be made at the time the application is filled out or, in the case of long term rentals, on the first of each month.

Updated Summer 2022