Room Rentals

The Oakville Public Library has rooms that are used to conduct library business. When not required for library use, select rooms are available for rental to individuals, groups and organizations. Please note that our room rental process has recently changed. Starting on August 1, customers can now request to rent a meeting or event room online through the link below.

 

How to Rent a Room

Customers can now request to rent a room through one of the following options.

  1. Request to rent a room online through the link below if you are paying by credit card.
  2. Request to rent a room by contacting the branch directly if you are paying by cash or debit.

 

Reserve Now button

 

Requirements

 

Regular and Non-Profit Rates

Businesses, individual and unregistered associations and organizations will be charged the regular rate. Registered not-for-profits or charitable organizations will be charged the discounted rate upon receipt of proof (i.e. current tax returns, constitution or registered charitable number).

 

Service Provided                 2019 Fees(tax included)

Room Rentals:

Auditorium – Daily                                   $209.05
Regular
Auditorium – Daily                                   $135.60
Non-profit rate
Auditorium – Half day                              $120.91
Regular
Auditorium – Half day                              $79.10
Non-profit rate
Program & Meeting Rooms – Daily        $127.69
Regular
Program & Meeting Rooms – Daily         $82.49
Non-profit rate
Program & Meeting Rooms – Half day    $79.10
Regular
Program & Meeting Rooms – Half day    $51.98
Non-profit rate
After hours facilities coverage                  $27.12
(Central Branch only – Per half hour)
After hours facilities coverage                  $54.24
(Central Branch only – Per hour)
Equipment Rentals:                                $9.04

 

Insurance Requirement

General liability insurance in the amount of $2 million per occurrence, naming the Town of Oakville and Oakville Public Library as additional insured, is required to rent rooms when any of the following applies:

  • There are more than 30 people in attendance.
  • The meeting or event is over 4 hours in length.
  • The meeting or event is open to the public (when number of attendees is unknown). If there is an RSVP system in place to monitor and limit attendance to 30, then this does not apply.

 

The client is responsible for arranging the insurance with an insurance company of their choosing.

 

Cancellations

To cancel or change an approved booking a $15 administrative fee will apply. This fee will be charged to the method of payment in which the fee has been paid. No fees will be refunded if a booking is cancelled within 48 hours of the event.

 

Cancellations may be made through Manage My Reservations or by contacting the branch during opening hours.

 

If the library cannot provide the room for the client’s use due to matters beyond the library’s reasonable control (e.g. closure due to weather or building emergencies), the library reserves the right to cancel the booking and will reimburse the rental fee to the client.

 

Additional Information

  • The client is required to read and comply with the Customer Code of Conduct.
  • The client and attendees of the client’s event are expected to be respectful of the library environment and keep all noise to a minimum.
  • To avoid charges, the client will be required to leave the room in the same condition it was in prior to use. The client will be billed for any damages to the room and/or resources.
  • Customers and attendees must vacate the room no later than the contract end time.
  • Depending on availability, the library offers additional resources which must be arranged in advance. Resources such as tables, chairs and public Wi-Fi are included with the room rental fee. Resources that are available to book for an additional fee may include video projectors and flip chart.

 

 


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