I, the authorized renter, have read and agree to the Room Code of Use | Respect for Community Space | Responsibility for Use and agree to comply with all requirements of this agreement: respect of any costs, losses, damages, injury or expenses arising by reason of my/our use of the rented facilities.

1. The Library retains the right to monitor all events conducted on Library premises to ensure compliance with Library policy. The full Facility Policy: Meeting Rooms 12 – 2 applies to all room use.

2. Note that the Library’s Code of Conduct | Respect for Others | Responsibility for Actions policy also applies to everyone using the meeting spaces. See Facility 12 – 1.

3. Brockville Public Library does not endorse the policies and beliefs of groups or individuals that use Library spaces.

4. All required information will be completed on the Room Rental Form. Payment of the rental fee will be made no later than 5 business days before the event in order to secure the booking. Unpaid reservations will be cancelled by the Library. Payment may be made by cash, cheque, debit or credit. NSF charges will be applied to returned cheques.

5. The Room Rental Form must be signed by an adult (individual or representative of an organization) who is 19 years of age or older. The person signing the form is legally and financially responsible for any loss or damage of property, including damage to the facility and excessive clean-up costs.

6. A primary contact must be named on the Agreement form and must be present during the entire meeting.

7. Reservations may not be transferred/assigned to another individual or group.

8. Changes to a reservation must be requested at least 48 business hours in advance of the rental time. Cancellations within 48 business hours prior to the scheduled rental time will result in forfeiture of the room rental fee.

9. The Library reserves the right to cancel any reservation due to unforeseen circumstances or to relocate a scheduled rental. In the event of a Library building or weather-related emergency the Library will cancel a reservation. See Facility 12 – 9.

10. Meetings/events/programs that are not suitable for the Library’s physical facilities will not be approved.

11. Room capacity limits will be honored.

12. Exit doors will be kept free from obstruction.

13. Set-up and cleanup is the responsibility of the renter. Time needed for this must be included within the paid reservation time slot.

14. Anyone who does not leave the Library promptly at the end of the reserved time and/or at closing will be charged per hour or a minimum fee past the booked time.

15. Library approval will be obtained before hanging items or decorations on the wall.

16. Storage space between repeat bookings is not available.

17. Non-alcoholic refreshments and food may be served in the meeting rooms.

18. The kitchen area must be left in a clean and orderly condition. Excessive garbage removal will result in an additional fee.

19. Smoking is not permitted in the Library. People smoking outside must remain 9 metres away from the Library entrances and exits.

20. Candles, incense, open flame and other hazardous materials are prohibited.

21. Room attendees may not leave children under 10 years of age unattended in the Library. Facility Policy 12 – 7.

22. Minors under the age of 18 must be under the direct and constant supervision of the primary contact and/or the individual signing the rental agreement.

23. Selling of goods and services as part of the event must be pre-approved by the Library Representative.

24. Soliciting library customers outside of the designated room is prohibited.

25. Promotional material for non-library events must include a contact person and telephone number other than the Library.

27. Groups must comply with the Accessibility for Ontarians with Disabilities Act and are responsible for providing qualified interpreters and/or auxiliary aids, upon request, for their programs.

28. The lessee shall indemnify and save harmless the Lessor from and against all claims, demands, loss, costs, damages, actions, suits and/or other proceedings by whomever may sustain, brought or prosecuted in any manner, based up on occasioned by, or attributable to, whether willful or otherwise for any injury or damage arising or resulting from any act or omission of the Lessee, its servants or agents in using or occupying the said premises.