The Collingwood Public Library offers three meeting rooms to service the public’s needs. Equipped with tables, chairs, and audio/visual equipment in select rooms, the Library’s meeting rooms are self-service. The Library offers limited room set-up and technology assistance as a courtesy to our customers.
The following meeting rooms are available for booking in half hour increments:
a) FREESCHOOLS WORLD LITERACY COMMUNITY ROOM: first floor, max. 58 people
b) MURRAY CLERKSON ROOM: second floor, max. 20 people
c) GRANT MARTIN EGAN TECHNOLOGY SUITE: second floor, max. 10 people
The subsequent policy enables the Library to serve our customers more effectively and fairly. The policy applies to both internal and external room booking requests.
Requests for room bookings are processed on a first-come, first-served basis. The Collingwood Public Library does not guarantee availability upon tentative booking. The Library reserves the right to assign a different room to a confirmed booking without prior consent.
A. Room Rate and Payment
|Commercial||$50.00 per hour plus HST|
|Not-for-Profit Discount||$15.00 per hour plus HST|
Accepted payment methods include cash, credit card (Visa or MasterCard) or cheque made payable to the Collingwood Public Library.
Please plan to leave the room at your pre-scheduled time. Customers will be charged a $50.00 late penalty for the first 15 minutes a booking exceeds the customer’s scheduled time, and $100.00 per hour (or part thereof) beyond the first 15 minutes. (In example, Group A is charged $50.00 when they exceed their booking by 15 minutes. When Group B exceeds their booking for 1 hour they are charged $150.00).
B. Definitions of Commercial and Not-for-Profit
An organization or individual’s status for room rate is not determined solely on the purpose of the room booking, but is based overall on the organization or individual’s function.
Commercial Rate: The commercial rate is applied to all room bookings by default. The commercial rate applies to organizations and individuals engaged in or concerned with commerce.
Not-for-Profit: The not-for-profit rate is applied to bookings by request. An individual or organization requesting the not-for-profit rate must not generate profit or have the intent to generate profit. The Collingwood Public Library reserves the right to ask for proof of not-for-profit status.
C. Hours of Service
Meeting rooms are available (including room set-up and take down) during the following hours:
|Monday to Thursday||9:00 a.m. to 9:00 p.m.|
|Friday||9:00 a.m. to 8:00 p.m.|
|Saturday||9:00 a.m. to 5:00 p.m.|
|Sunday||12:00 p.m. to 4:00 p.m.|
(Closed Sunday during July and August) (Hours subject to change)
Staff will admit customers for meetings before the Library opens.
D. Room Capacities
The maximum capacities of meeting rooms are predetermined by either the Building or Fire Department. It is the customer’s responsibility to ensure these capacities are not exceeded during the event.
To issue a refund for a cancelled room booking, the Library must receive three (3) days’ notice of the cancellation.
To re-schedule a room booking, customers must submit a new Room Booking Request. Three (3) days’ notice must be provided for re-scheduling a booking, otherwise full payment is due for the original and re-scheduled room booking. The Library does not guarantee availability to re-schedule.
Each meeting room has a standard set-up. (Please see Room Booking Request for diagrams.) If a customer desires a room set-up change, a request must be issued at the time of room booking. As a courtesy, the Library offers limited assistance with room set-up depending on availability of staff.
For assistance with room set-up, customers must book an additional 30 minutes prior to event time. Customers must arrive at the beginning of the 30 minutes to assist with set-up procedures. Another 30 minutes must be booked post-event for returning the room to default set-up.
Meeting rooms must be left in the state found, both in set-up and cleanliness. Art cannot be removed from the walls.
Extra charges will be incurred for misuse, damages and necessary clean-up by Library staff.
Technology requirements must be requested at time of booking. For assistance with technology, customers must book an additional 30 minutes prior to event time.
The Library is not responsible for providing additional technological equipment beyond booked room’s capabilities. Library staff will provide minimal assistance with equipment set-up. Assistance will occur during scheduled room booking. If customers require more time, this must be scheduled at the time of booking.
Customers are required to promptly pick up and return any additional technological equipment borrowed to the Public Services Desk at the beginning and end of their sessions.
Extra charges will be incurred for misuse, damaged or missing equipment.
I. Food and Beverage
Food and beverages are permitted in the Murray Clerkson Room and FreeSchools World Literacy Community Room. No food or beverages are permitted in the Grant Martin Egan Technology Suite.
FreeSchools World Literacy Community Room features a kitchen for customers’ use. Customers are responsible for providing food, beverages, cooking instruments and for cleaning-up.
The customer is responsible for securing a liquor license from the Liquor Control Board of Ontario. Customers must ensure rules of permit are followed, and permit is prominently posted.