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Library Terms and Conditions of Room Use

The use of Calgary Public Library space is governed by a principle of free and open access to the public.

As part of its contribution to the Calgary community, the Library provides use of its program rooms and the Central Library’s Patricia A. Whelan Performance Hall to groups under the following terms and conditions. Failure to adhere to the guidelines may result in withdrawal of room use privileges.

Room Use Guidelines

The following guidelines govern the use of Calgary Public Library (hereafter referred to as "the Library") program rooms, group meeting rooms, and short-use meeting rooms, and the Central Library’s Patricia A. Whelan Performance Hall and events spaces. The Library reserves the right to determine whether room use is in accordance with the Guidelines.

Booking Essentials 

  • Booking of program and meeting rooms requires a valid Library membership 
  • Room users must abide by all Library regulations and are responsible for any damage incurred due to the use of the room or event space 
  • Room bookings will be cancelled if the user is not present within 15 minutes of start time or if the room is unoccupied at any point during the room booking
  • No storage of material is provided prior to a room booking nor may personal items be left unattended in a room
  • Leave the space in the condition in which it was found; remove all waste 

Non-Commercial Use

  • You may not charge entrance or admission fees, sell products or services, or conduct fundraising activities without Executive Director approval.
  • You may not advertise that the event is sponsored or supported by the Library unless given written permission from the Library to do so
  • The Library is unable to promote private events and programs in meeting and event spaces

Room Setup and Technology

  • See room descriptions for included furniture and equipment; room setup is not provided
  • Audio-visual cables and adapters are not provided
  • In the event of technology issues, immediate solutions and technical support are not guaranteed 

Safe and Respectful Use

  • Alcohol, smoking, and vaping are NOT permitted 
  • Small appliances and open flames (including candles) are NOT permitted
  • Helium-filled balloons, helium tanks, and other helium-filled inflatables are NOT permitted 

Attendance Capacity and Time Limits

  • Most group meeting rooms and program rooms require a minimum of three attendees
  • Attendance at the event cannot exceed the maximum capacity for the room
  • Short-use meeting rooms allow a maximum booking of 3 hours per day
  • Bookings must end and rooms must be vacated 30 minutes prior to closing
  • Rooms may be booked up to 30 days in advance 

Cancellation 

  • Priority is given to Library programs and Library-partnered events
  • The Library reserves the right to review recurring use by any individual or group to ensure equitable access
  • The Library reserves the right to cancel a booking under special circumstances with reasonable notice 

Included in Program Room Rentals:

  • Wireless internet access with a free Calgary Public Library card

  • Table and chairs (booking group to set up and take down)

  • Whiteboard (you must provide your own markers)

Patricia A. Whelan Performance Hall (Central Library)

  • May be booked up to one year in advance; requires two weeks' notice for cancellation
  • Requires booking by a person of legal age
  • Requires a three-hour minimum booking and a maximum booking of one day; requests for booking longer than one day, or for recurring events, will be approved at the discretion of the Library based on operational considerations
  • Renters must agree to the Schedule of Fees
  • Payment of rental fees according to the Schedule of Fees is due in full at the time of booking; payment is by credit card only
  • Cancellation of Patricia A. Whelan Performance Hall bookings that involve payment of rental fees completed 30 days or more in advance of the event will receive 100% refund; cancellation less than 30 days in advance of the event will receive no refund
  • Some storage of materials is provided if arranged in advance

Included in Patricia A. Whelan Performance Hall rentals:

  • Security (one guard) during all hours of rental
  • Patricia A. Whelan Performance Hall Support person during all hours of rental; Calgary Public Library does not provide a sound or lighting technician
  • Orientation to the Patricia A. Whelan Performance Hall prior to booking
  • Wireless internet access with a free Calgary Public Library card
  • Sound system, including corded and wireless microphones
  • Audio and video feed from the stage area to adjacent spaces
  • Use of the servery (when available)
  • Integrated stage and house light system
  • Podium
  • Overhead data projector
  • 3 x 7.6 metre retractable screen
  • Laptop, Blu-ray player, and audio inputs
  • Tables, chairs, and stage furniture (coffee table, lamp, winged chairs)
  • Use of green room, dressing room/change room, and backstage area
  • Use of overflow seating/reception area (including eight cocktail-style tables and 16 stools)
  • Coat racks (available by request)

The Patricia A. Whelan Performance Hall and Level 0 Meeting Rooms rental package includes:

  • Security (one guard) during all hours of rental
  • Patricia A. Whelan Performance Hall support person during all hours of rental; Calgary Public Library does not provide a sound or lighting technician
  • Orientation to the Patricia A. Whelan Performance Hall and Level 0 meeting spaces prior to booking
  • Wireless internet access with a free Calgary Public Library card
  • Sound system, including corded and wireless microphones
  • Audio and video feed from the stage area to adjacent spaces
  • Integrated stage and house light system
  • Podium
  • Overhead data projector
  • 3 x 7.6 metre retractable screen
  • Laptop, Blu-ray player, and audio inputs
  • Tables, chairs, and stage furniture (coffee table, rug, lamp, winged chairs, stool chairs)
  • Use of green room, dressing room/change room, and backstage area
  • Use of overflow seating/reception area

After-Hour Rentals

After-hour rentals of the Shaikh Family Welcome Gallery, Patricia A. Whelan Performance Hall, BMO Financial Group Community Room and other event space at Central Library must adhere to the Calgary Public Library Terms and Conditions of Room Use. After-hour rentals include one security guard for rentals after regular hours at Central Library.

Additional fees may be charged for events that require additional staff support, specialized set up, or an additional security guard.

Definitions

Sales: any wholesale, retail, service or similar activity that could result in the exchange of money or that offer monetary gain to the person(s) distributing the product or service

Group: three or more people