Region of Waterloo Library - Finalizing your Meeting Room Booking

Next Steps: 

To complete the booking process, you must:

• Complete and submit to the 'Region of Waterloo Library Request for Room Reservation and Acknowledgement of Terms and Conditions' form. If you have included an email address while booking your room, this form will be sent to you via DocuSign. Otherwise, you can fill out a paper copy of the form in the branch.
• If applicable, you must pay for the room 48 hours prior to the booking or make a payment arrangement with staff. Staff will confirm with you if payment is required for room use.

Please contact the Region of Waterloo Library Branch where the booking has been placed if you have any questions. You can also contact our Ask a Librarian service for further assistance. 

Region of Waterloo Library Room Use Terms and Conditions

1. All Applicants must complete and sign the Region of Waterloo Library Request for Room Reservation Form.

2. All Room reservations require a minimum notice of three business days. Room reservation requests received less than 3 business days prior to the requested date are not guaranteed. No Room reservation is guaranteed, regardless of notice, until payment is received in full (Township Municipalities within the Region of Waterloo excepted). The Region of Waterloo Library reserves the right to refuse an application and also to cancel any reservation at its discretion, without any liability whatsoever to the Region of Waterloo Library.

3. A cancellation fee of 50% of this Agreement will be charged to an Applicant who cancels a scheduled rental period under this Agreement within 48 hours of the rental date.

4. All Rooms are to be cleared by a predetermined time set by library personnel according to group’s Agreement. The Applicant will be solely responsible to supervise and control all persons in attendance at the function, to restrict such persons to the Facility, and to abide by the capacities for persons posted or made known for the Facility, including the Room.

5. The Applicant will be required to indemnify the Region of Waterloo Library against all claims of any nature and kind, (including but not limited to, bodily injury, property damage, lost or stolen property, COVID-19 or any other communicable viruses claims), and costs which may arise out of or by reason of the granting of the use of facilities; and against damage, infringement of royalty rights, slander, sedition and subversion which may occur as a result of, but not limited to, public performances, written documents or speeches, together with any costs which may arise in connection therewith.

6. The Region of Waterloo Library guarantees the right of free expression by making available the Room to all individuals, groups and organizations whose programs are consistent with the intent of the Canadian Charter of Rights and Freedoms, the Ontario Human Rights Code, and the Ontario Anti-Racism Policy. The Region of Waterloo Library reserves the right to refuse rentals to groups who are not compliant with this legislation, Region of Waterloo Library Policies or any other applicable laws.

7. The Region of Waterloo Library does not necessarily endorse or recommend the positions, views, programs or policies of the Applicant who is using the Room, and does not necessarily support statements made during meetings in Room.

8. The Region of Waterloo Library reserves the right to request that the Applicant that is using the Library facility shall purchase and maintain liability insurance at their expense. Staff will advise if this is necessary. Such coverage shall consist of a comprehensive policy of public liability and property damage insurance in an amount of not less than $2,000,000 per occurrence. Such insurance shall name The Regional Municipality of Waterloo as an additional insured thereunder and shall be endorsed to include a Cross Liability Endorsement with a Severability of Interests Clause, and Blanket Contractual Liability. If required to purchase such insurance, the Organization shall forward a Certificate of Insurance evidencing this insurance prior to the use of the Library facility. This Certificate shall also state that coverage will not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail to the Region.

9. Applicants using Library facilities for display purposes shall enter into a separate agreement with the Region regarding such display purposes.

10. Applicants shall not undertake any action that would cause the Region of Waterloo Library’s insurance to be voided or voidable. Furthermore, the Applicant shall not engage in any activities or behaviors that would violate any policies of the Region of Waterloo Library

11. Rooms are only available during library hours and as approved by the Region of Waterloo Library.

12. Refreshments may be consumed in the Room space only, and such consumption must be in compliance with all applicable laws, including without limitation Provincial Public Health laws and requirements of the Region of Waterloo Public Health Unit. The Applicant will bring all necessary items e.g. cups, plates, food and beverages. Alcohol is forbidden to be brought on or consumed in the Facility. The Applicant shall not bring to the Room or use any cooking or electrical devices such as slow cookers or hot plates. The Applicant is responsible for setting up the Room according to the needs of the event and must restore the furniture and the Room to its original condition afterwards, at its sole cost.

13. The Applicant using the Room is responsible for its own publicity. The Region of Waterloo Library cannot be named as a sponsor if it is not co-sponsoring the event.

14. Goods may not be sold out of the Room without prior approval of the Manager, Library Services, Region of Waterloo Library. External vendors and other parties are prohibited from soliciting and canvassing on Regional premises, unless authorized by the Chief Administrative Officer.

15. Rooms come equipped with tables and chairs. Some have kitchen facilities and TVs. Public WiFi is available in all locations.

16. The Room is provided on an “as is” basis. The Applicant shall inspect the Room report any damage to the Region prior to its use. The Applicant is responsible for the repair of any damages to the Room equipment, Room furnishings or Facility, at its sole cost. No decorations or other objects shall be applied by the Applicant to any painted surface of the Room, including but not limited to walls and doors, using any fastening device, including but not limited to tape or nails. All decorations shall be removed from the Room and any tables, chairs and / or other furnishings will be repositioned as found or as otherwise directed by Region of Waterloo Library staff (if applicable). Where additional cleaning of the Facility or Room is deemed necessary by the Region, a clean-up charge will apply to the Applicant.

17. It is the responsibility of the Applicant to pay to Entandem any and all fees for any
    copyrighted music played or performed during the rental period. Entandem is the Canadian copyright collective that administers the performing rights of composer, author and music publishers by licensing the use of their music in Canada. Noise levels will not be allowed to the extent that they interfere with the enjoyment of other guests to the Region of Waterloo Library.

18. In addition to any rules and regulations that may be prescribed by the Region of Waterloo from time to time which the Applicant shall be bound by, the following activities are not permitted at or in the Facility or Room:
     Smoking;
     Provision or consumption of alcoholic beverages;
     Non-licensed gambling or gaming activities;
     Nudity including exotic dancers and performers;
     Pornographic materials of any sort;
     The posting / displaying or promotion of offensive material, the nature of which will be determined solely at the discretion of Regional staff;
     The use of copyright material without proper authorization, including but not limited to films, videos, DVDs, music, etc.;
     The use of confetti, helium balloons, fireworks, or candles on or in the Facility or property unless approved in writing by the Region in advance;
     The use of ceremonial fires on or in the Facility or property unless approved by the applicable Fire Department in advance, upon written application and approval for ceremonial burn; and
     Any other activity that, in the sole opinion of Regional staff is deemed inappropriate.

19. It is the sole responsibility of the Applicant as the event organizer, to ensure that all Applicant guests adhere to Regional and Provincial requirements related to any Public Health measures, currently in effect on the day of the Room use. These requirements include, but may not be limited to, the Region of Waterloo’s By-law 21-025 (face coverings required in enclosed public places), as well as the Region’s directive that all patrons accessing non-essential Region of Waterloo services, including the use of rooms, are required to provide proof of COVID-19 vaccination along with identification, as outlined in Section 2.1, Schedule 1, of O. Reg. 364/20 made under the Reopening Ontario (A Flexible Response to COVID-19) Act, 2020, and the Ministry of Health’s Proof of Vaccination Guidance for Businesses and Organizations under the Reopening Ontario Act.

20. The Applicant shall comply with all applicable federal, provincial and municipal laws, rules, orders, regulations, and by-laws in respect of the performance of this Agreement and shall furnish proof of such compliance as required by the Region from time to time.

21. This Agreement may be amended only by written agreement between the parties. No amendment of any of the terms or provisions of the Agreement shall be deemed valid unless it is in writing.

22. This Agreement shall be construed and enforced in accordance with, and the rights of the parties shall be governed by, the laws of the Province of Ontario and the laws of Canada applicable therein. All amounts of currency stated in this Agreement shall be deemed to be exercised in Canadian dollars unless otherwise indicated herein.

23. Each of the parties is an independent contractor retaining complete control over and complete responsibility for its own operations and employees. The Applicant is not and shall not hold itself out to be an agent, legal representative, partner, subsidiary, joint venturer or employee of the Region of Waterloo Library, and the Applicant shall have no right or power to and shall not bind or obligate the Region of Waterloo Library in any way, manner or thing whatsoever or represent that it has any right to do so.

24. In the event of any expiration or termination of this Agreement for any reason whatsoever, the provisions of this Agreement that by their nature extend beyond the expiration or termination of this Agreement will survive and remain in effect until all obligations are satisfied