Facilities Rental Policy & Procedures
Policy Number: 15-36
Policy Approval Date: April 13, 2015
Policy Review Date: April 2018
All renters of the Huntsville Public Library facility must be familiar with the following policy and procedures that govern the use of the meeting spaces. Failure to comply with the policy and procedures may result in the cancellation of your booking.
- Activities conducted on the premises must conform to federal, provincial and municipal laws, by-laws, and fire regulations.
- Renters must complete the Huntsville Public Library Standard Rental Agreement Form approved by the Board April 13, 2015.
- Booking of space and advertising of the event shall in no way imply support or sponsorship of the organization or its activities by the Huntsville Public Library.
- Groups and organizations using the meeting rooms must not interfere with the regular on-going function of Library services.
- The Library reserves the right to refuse bookings at the discretion of the CEO/Chief Librarian.
- Application forms are available online at www.huntsvillelibrary.ca. Bookings will be tentative until payment is received. Payment must be made in person by cheque, debit, credit card or cash. In order to receive a refund, notification of the cancellation of an event must be given seven (7) days prior to the function. No refund will be given with fewer than seven (7) days' notice.
- The organization, group, or individual shall give notification of cancellation for meeting rooms at least 24 hours prior to the event to ensure a refund. If such prior notification is not given, the renter shall be responsible for full rental fee. Breach of contract by the user shall be considered to be notification of cancellation.
- In accordance the Town of Huntsville by-law #2010-45, smoking is not permitted in or on the Library property.
- The user shall not admit to the event more persons than the rooms posted seating capacity.
- The Library shall not be responsible for any loss of, or damage to, equipment, books, films or other materials belonging to or in the care of the organizer during transportation to, from, or within the Library, while in use in the Library or while stored within the Library, however caused.
- Rooms are booked "as is" with event organizers being responsible for both set up and clean up within the allotted time frame.
- Event organizers are responsible for set up and take down of tables, chairs, equipment.
- The rental space must be left in the same condition in which it was found.
- Any costs incurred by the Library to bring the rental space back to original condition will be the responsibility of the organizer.
- Rooms are available both during and after Library open hours. See Fee Schedule.
- Use of any alcoholic beverages on the premises must be approved in writing by the Library in advance and must conform to regulations set by the Alcohol and Gaming Commission of Ontario. The organizer is responsible for procuring the proper license.
- Facility rental rates are set by the Library Board (Appendix A). 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 CEO/Chief 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 HPL. In such instances, the Library will recover its costs associated with providing the space.
The following insurance and indemnity clauses will be included in any rental contract:
- Medium and High Risk Events: the lessee is required to obtain and provide confirmation of the proper insurance policy of general liability insurance to provide coverage to the minimum of 5 million ($5,000,000.00) dollars per occurrence against loss or damage resulting from bodily injury including death, personal injury, property damage including loss of use thereof and contractual liability in connection with or arising out of the function as a result of any negligence of the applicant group. If alcohol is being served, confirmation of insurance shall include Host Liquor Liability up to the full policy limits. The policy is to contain a cross liability/severability of insured clause. The Corporation of the Town of Huntsville is to be added as an additional insured
- Low Risk Events: as the renter of municipal facility, please be advised in the event of a loss resulting from your negligence or your invitee's negligence, you will not be afforded protection under the Town's insurance program. To protect your interests as the renter of the facility, it is recommended that you purchase/have in place general liability insurance for your rental. To assist, insurance can be purchased through the Town
In consideration of the Renter having rented the premises described earlier in this contract, the Lessee agrees to indemnify and save harmless the Corporation of the Town of Huntsville, Huntsville Public Library, it's staff, officers, or agents, from all manner of actions, causes or actions and demands whatsoever which may at any time be commenced by or on behalf of the lessee names above against any or all of them for or by reason of any cause or matter whatsoever arising from rental of these premises.
References & Related Documents
Library Code of Conduct
Safety, Security & Emergency Policy
Approved by the Huntsville Public Library Board, April 13, 2015 | Motion Number: 15-36.
Supersedes Policy 11-32; Approved June 11, 2012.