Expectations of Use

Canmore Public Library Cultural Space Rental Agreement 

The meeting room and Friends Program Room may be reserved for use, on a first come first served basis by groups or individuals.  Library programs and services take precedence over any other use.

With the exception of the meeting room and Friends Program Room, library public spaces are not available for rental or booking unless it is part of a Library sponsored event or program.

No display of information that is political or religious in nature will be permitted on the library premises.

Distribution of commercial information on the library premises is only allowed in conjunction with meeting room or Friends Program room rentals.  No commercial activity or fundraising aimed at library users is permitted within the Library unless it is a Library sponsored event or program.

Users of these rooms shall not charge admission fees.  A fee may be charged for materials used in conjunction with a workshop, or class.

In fairness to numerous groups in the community, reservations can be made on a month by month basis.

Bookings should be made with as much notice as possible.

Room bookings are only available to the public during regular library hours.   After hour use of the meeting room or Friends Program Room is only permitted for library meetings, programs and library sponsored programs.

Room Setup:

Any additional equipment and furniture requirements must be confirmed at the time of booking.

All equipment tests must be scheduled with a library staff member prior to presentation/program date at a mutually agreed time.  It is best to schedule the equipment test at the time of booking.

Renter is responsible for setting up furniture and for returning all library property to the designated location at the completion of the program.  The room must be left in a clean and orderly condition. 

If using the library projector, laptop or videoconferencing equipment, a library staff member will be able to assist with the setup, use and takedown of this equipment.

Room Use:

Renter is responsible for any expenses resulting from damage to the room, furniture or equipment that occurs during use of the space.

Renter must be considerate of other library users while using space in the library, excessive noise or disruptive behavior is not permitted.

Light refreshments and non-alcoholic beverages may be served in connection with a meeting or program. 

Alcoholic beverages are not permitted during library hours.  A liquor license is required if alcohol is served at an after-hours function.

Promotional Materials:

Renters are responsible for their own advertisements and promotion of programs/presentations that they hold on the library premises. 

Renters will not be permitted to post any commercial materials or materials that advocate a particular political or religious view.

Payment:

Rental fees will be determined at time of booking and confirmed on the rental form.

Payment of the rental fee and damage deposit is required one week prior to the event. Payment is by cash or cheque only.  Cheques can be made payable to the Canmore Public Library.

A damage deposit of $100 is required and should be a separate cheque that will be destroyed following an inspection of the space and/or equipment. 

If canceling your booking, you are required to give the Library 48 hours notice.  Bookings cancelled less than 48 hours before the event are subject to a cancellation fee of $50.

Fees may be waived for non-profit groups, the Town of Canmore, and other tenants in Elevation Place at the discretion of the Library Director.

Tutors belonging to the Bow Valley Literacy Program may use the meeting room free of charge.  Private tutors are required to pay a rental fee but will be charged a reduced rate of $5/hr.

Please note that future use of the library meeting room or Friends Program Room may be denied if adherence to the above expectations is not met.