Library Terms and Conditions of Room Use

Statement of Room Use Guidelines

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

• Rental of program and meeting rooms requires a valid Library membership
• Priority is given to Library programs and Library-partnered events
• Room bookings are on a first come, first-served basis
• The Library reserves the right to review recurring use by any group to ensure equitable access
• The Library reserves the right to cancel a booking under special circumstances with reasonable notice
• Renters 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
• Helium-filled balloons, helium tanks, and other helium-filled inflatables are not permitted in Central Library. This includes meeting spaces, event spaces, and open spaces
• Renters must abide by all Library regulations and are responsible for any damage incurred due to the use of the room or Patricia A. Whelan Performance Hall; the space must be left in the condition in which it was found
• Only adults of legal age, with a valid Calgary Public Library membership, may book the Central Library’s Patricia A. Whelan Performance Hall
• Attendance at the event cannot exceed the posted maximum for the room

The use of Library meeting rooms and facilities may not include or involve any activities that violate any federal, provincial, or municipal law/bylaw.  

The Library’s Administration may deny or cancel a meeting room or facility booking when they reasonably believe that the proposed use is likely to or will include any prohibited activities.

In addition, the Library may deny or cancel a booking, or may terminate any event, in the following circumstances:

• the Renter has previously damaged or misused the premises or Library property
• the Renter has contravened the Library Terms and Conditions of Room Use in the past and the Library reasonably believes this will occur again
• the Renter has made a material misrepresentation regarding the booking, the proposed use, or any participants, or attendees.

Program Rooms, Group Meeting Rooms, and Short-use Meeting Rooms  

• Group meeting rooms and program rooms require a minimum of three attendees; Short-use meeting rooms must have a minimum of one attendee. 
• May be booked up to 30 days in advance
• Require no minimum hours of booking
• Group meeting rooms and program rooms allow a maximum booking that does not exceed open hours of one day, up to 30 minutes prior to closing 
• Short-use meeting rooms allow a maximum booking of 3 hours per day 
• Booked rooms will be released for others to use after 15 minutes if the renter is not present 
• HDMI cables and adapters are not available
• No entrance or admission fees are charged 
• No products or services are sold; no direct income generation activities take place without director-level approval 
• No fundraising activities take place 
• No storage of material is provided 
• No alcohol is permitted 
• No small appliances are permitted 
• No open flames are permitted 

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