Library Square Room Rental:
Policy and Regulations

All renters must be familiar with the following Policy and Regulations that govern the use of the meeting spaces. Failure to comply with the Regulations may result in the cancellation of your booking.

Policy

Use of Meeting Rooms and Facilities:

  1. Disclaimer Statement will be posted outside all meeting rooms regardless of occupant.
  2. "Statements being made or positions being taken during meetings do not necessarily reflect the opinions or values of the Vancouver Public Library Board."
  3. All activities and programs conducted in Library buildings and all persons using the meeting rooms are subject to the general rules and regulations of the Vancouver Public Library Board.
  4. Groups and organizations using the meeting rooms must not interfere with the regular on-going function of the Library service.
  5. Where the City Librarian has reason to believe that a meeting booking will result in a "disruption of the public peace", the City Librarian may require the booking to start not earlier than thirty minutes after the closing time of the library.
  6. The Library reserves the right to refuse bookings at the discretion of the City Librarian.
  7. The Library reserves the right to cancel bookings.
  8. The renter and/or the program presenter will agree not to contravene the Criminal Code of Canada and the Human Rights Act of British Columbia during the course of their rental/program, and this statement will be included in any rental contract.
  9. No smoking is allowed within any library building including the Promenade or in any of the Conference Level meeting rooms at Library Square.
  10. A damage deposit will be required as determined by the Director of Corporate Services.
  11. No special privileges are extended to organizations to which a staff member belongs.
  12. Charging for Library Facilities:

    • Facility rental rates are set by the Director of Corporate Services. Reduced rental rates are set for not for profit organizations. When a not for profit charges an admission fee or requires a donation for entry, the for profit room rental rate will be applied.
    • Upon request from the not for profit organization, the City Librarian may waive the rental fee when an admission fee is charged: e.g. a fund raiser for an organization which supports the Library, or where the organization provides significant in-kind services for VPL. In such instances, the Library will recover its costs associated with providing the space.

Regulations

  1. No chalk or marking devices may be used on the paving stone of the Plazas or other surfaces.
  2. No signage may be posted on the painted walls or doors. Straight pins may be used on the cloth walls. sign holder is provided for each room. A poster (8.5" x 11" only) may be posted in the 2 parking/conference elevators to indicate the room which the event is being held. Any cleaning of, or repairs to, the walls as a result of renter's actions will be charged against the damage deposit.
  3. All publicity for the event is the responsibility of the renter. The library's logo is copyrighted and may not be used without the express written consent from the Director or Director of Corporate Services.
  4. There is a clean up charge for all catered events.
  5. Renters may choose any caterer who holds a current business licence.
  6. All garbage generated by the event and all recyclables must be removed immediately following the event.
  7. All catering and rental equipment must be removed immediately following the event.
  8. No ice may be disposed of on the property.
  9. The Library can provide tables, chairs, stages and certain other conference supplies. Audiovisual and conference equipment is available for a fee and must be booked and paid for in advance. Please advise the Events Coordinator of your needs at time of booking.
  10. At the end of booking please notify Security (4060 on the room Intercom) that your event is over. Please stay in the room until a Security Guard arrives to lock up. Failure to do this will result in your being billed for any lost equipment.
  11. An authorized person from the group must be named to be responsible for the group and for reporting clearance of the room.
  12. Where cancellation is made by the Library, renters will be given one month's notice, unless an emergency arises. Payment will be refunded or in event of emergency closure, another date will be booked free of charge.
  13. Conference Centre space is available both during and after Library open hours. Additional security may be required at the discretion of the Library Square Conference Centre.
  14. If liquor is to be served at the event, a special occasion licence must be obtained and a copy provided to Vancouver Public Library in advance of the event. Security Guards will be required, at renter's expense at all events where alcohol is served.
  15. The Library accepts no responsibility or liability for equipment brought to or left on premises. There is a $25.00 charge for leaving equipment overnight, if space is available.
  16. The following example insurance and indemnity clauses will be included in any rental contract:

    INSURANCE. User, at its cost, will obtain public liability and property damage insurance, in connection with User's use of Space, and before User uses Space, will give Board proof of such insurance satisfactory to Board. The insurance must provide a minimum limit per occurrence of $3,000,000 for bodily injury and property damage combined or such higher limit as City may require, name Vancouver Public Library Board and City of Vancouver as additional insureds, include a cross liability clause, and have a deductibility that does not exceed $1,000.

    INDEMNITY. User will indemnify Board and City, and their respective officials, officers, employees and agents, against all loss, damage, expenses, proceedings, claims, demands or actions suffered or incurred by any of them arising out of or in connection with the grant of Licence, exercise by Board or City of its rights under this Licence, or the User's use of Space. This indemnity will survive expiry or earlier termination or cancellation of Licence.

    RELEASE. User will release Board and City, and their respective officials, officers, employees and agents from all claims against any of them for any loss, damage or injury suffered by User or its agents, employees or property arising out of or in connection with the grant of Licence exercise by Board or City of its rights under this Licence, or the User's use of Space, malfunction or failure of equipment, material, appliance, or furnishings owned by Board and supplied to User, or Board's handling, care, or custody of User's property. This release will survive expiry or early termination or cancellation of Licence.

  17. The renter is responsible for any licences and fees required, by third parties. This includes (but not limited to), special events permits, liquor licence, SOCAN licence to perform/play music.

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