MEETING ROOM POLICY

POLICY STATEMENT

Fraser Valley Regional Library (the “Library”) values open access to and use of its facilities and services, and is committed to maintaining an environment where freedom of expression is valued, where discrimination and harassment do not occur, and where all applicable laws are complied with.

While the Library allows the public to use its facilities for private meetings/events, this permission does not imply, and should not be represented as implying, the Library's endorsement of that private meeting or event.

PURPOSE

To allow the public to access and use the Library’s meeting rooms (the “Meeting Rooms”) while ensuring compliance with all applicable laws and while maintaining the safety of the public and staff and the security of the Library’s facilities and property.

SCOPE

This policy applies to the public’s access to and use of all Meeting Rooms administered by the Library.

MEETING ROOM POLICIES

  1. Meeting Room Booking Requests
    1. Library sponsored activities are given priority in scheduling the use of the Meeting Rooms. When Meeting Rooms are not in use for Library sponsored activities, they may be made available for public use, subject to this policy and the Library’s Code of Conduct.
    2. Meeting Room booking requests must be submitted in person by the individual or group making the booking (the “Booking Party”) to the Library at least 4 weeks in advance.
    3. The approval of Meeting Room booking requests will be determined at the sole discretion of the Library in accordance with this policy.
  2. Pre-Screening of Meeting Room Booking Requests
    1. The Library will pre-screen Meeting Room booking requests in order to assess the likelihood that prohibited activities will occur in the Library’s facilities or using Library property, including prohibited activities under the Criminal Code of Canada, under the Human Rights Code of British Columbia, under this policy, or under any of the Library’s applicable policies including the Library’s Code of Conduct.
    2. Anyone seeking to make a Meeting Room booking may be requested to provide the Library with information deemed necessary by the Library to make an assessment of these risks.
    3. If the Library determines that additional security measures are advisable for the safety and/or security of Library staff and the public or of the Library’s facilities or property, the Library will coordinate and implement additional security measures, at the Booking Party’s expense.
  3. Denial of Meeting Room Booking Requests
    1. The Library reserves the right to deny or cancel a Meeting Room booking when it reasonably believes that the purpose of the booking is contrary to applicable laws or to this policy and the Library’s other applicable policies including the Library’s Code of Conduct. Examples of possible reasons for denial of a Meeting Room booking include but are not limited to:
      1. any violation of the Criminal Code of Canada, including the advocacy or promotion of genocide, or the communication of statements that incite or willfully promote hatred against an identifiable group;
      2. any violation of the Human Rights Code of British Columbia, including the publication, issuing or display of any material that indicates discrimination or an intention to discriminate against a person or group, or is likely to expose a person or group to hatred or contempt, because of their race, colour, ancestry, place of origin, religion, marital status, family status, physical or mental disability, sex, sexual orientation, gender identity or expression, or age; or
      3. any activities that are likely to pose a safety hazard to Library staff or the public or a security risk to the Library’s facilities or property.
  4. Use of Meeting Rooms
    1. Public use of the Meeting Rooms is intended for use by groups for the purpose of gatherings of a civic, cultural or educational nature.
    2. Individuals and groups using the Meeting Rooms must comply with all applicable federal, provincial, and municipal legislation, including the Criminal Code of Canada and Human Rights Code of British Columbia.
    3. The Booking Party(ies) must clearly specify their own names in advertisements of meetings or events held in the Library’s facilities.
    4. The Booking Party is responsible for setting up, tidying and cleaning the Meeting Room, and will be held responsible for any and all damages arising out of or in connection with the use, or inability to use, the Meeting Rooms even if the Library was advised of the possibility of such damage. Storage facilities will not be provided.
    5. Adequate supervision of the Meeting Room is the responsibility of the Booking Party. Library staff must have access to the Meeting Room at all times for the purpose of reviewing compliance with Library policies.
    6. Use of the Meeting Room must be conducted in a manner consistent with the Library’s Code of Conduct, as amended from time-to-time.
NEWS
QUESTIONS?

Email your library now

FVRL NEWSLETTER

Subscribe now

Mobile Catalogue  Mobile Catalogue
FacebookFacebook TwitterTwitter YouTubeYouTube PinterestPinterest InstagramInstagram

Charitable/Business Reg #: 107403933RR0001

© Fraser Valley Regional Library, 2018