Groups or individuals wishing to book any meeting room may do during the Library’s regular business hours. A rental agreement must be completed and signed by an individual or authorized representative of the organization booking the room. Payment in full must be made at the time of booking.

Room rental rates and fees are reviewed annually to ensure they align with Town room rental rates and support the operation and maintenance of the facility.

Definitions:

• Local - A group or organization that is comprised of at least 85% Halton Hills residents.
• Non-Local - A group or organization that is comprised of more than 15% of individuals/members who reside outside of the Town of Halton Hills.
• Registered - A group or organization that has met the criteria outlined in the Town of Halton Hills’ “Municipal   Assistance Policy” and has completed the required Registration Form (E.g. 85% of group/organization are local residents and activity is open to all members of the community).
• Commercial - A group or organization holding an event for personal gain.
• Internal - Only available for use by departments within the Corporation of the Town of Halton Hills.

Acton Branch: 

Georgetown Branch:

Chairs, tables, and access to public washrooms are provided. Sink and counter access is provided in limited spaces. Access to a screen and data projector can be provided upon request. Set up of a meeting room is not provided. Users of a meeting room are responsible for cleaning necessitated by serving food.

The meeting rooms must be left in the same condition as they were prior to use. Chairs and tables must be stacked and stored. Refuse must be removed. Surfaces and floors must be clean and free of debris.

The Library does not provide advertising for meetings or programs unless the library is a co-sponsor. Where the Library is not a co-sponsor, groups using any meeting room must not imply in any way in their advertising or publicity that the Library or Library Board endorses the group’s meeting, aims, policies or activities. The Library should only appear as the location of the meeting.

All organizations or individuals must clearly specify their names in advertisements of meetings being held in Library facilities. The phone number of the organization or individual representative should be listed as a source for further information.

Halton Hills Public Library must be notified in writing of all rental cancellations at least fourteen (14) business days in advance. A refund of up to 75 per cent, less any non-refundable deposits or administration fees charged, will be given with 14 days written notice. No refunds will be issued for cancellations requested past the required notification deadline. No charge will be made if an emergency closure occurs such as a snowstorm or loss of electrical power, requiring the facilities to be closed and meetings to be cancelled.

Any group, organization or individual who rents a meeting room must carry and provide proof of valid liability insurance coverage in the amount of 2 million dollars, naming the Town of Halton Hills as “Additional Insured”. Otherwise, an additional fee will be added to the room rate.