Booking a Branch Meeting Room
All users must comply with the Public Meeting Rooms and Facilities Use Policy and the Facilities and Meeting Room Use Regulation that govern the use of meeting spaces. Failure to do so may result in the cancellation of your booking.
Branch meeting rooms may only be booked for events and meetings with a local community or neighbourhood purpose or connection. All requests are also subject to availability and operational capacity.
Please review the booking information below before completing and submitting your online request.
Submitting a request does not guarantee your booking. Your request will be reviewed and you will be contacted by the branch.
To request a room, please submit an online request for the desired room.
| Britannia Champlain Heights Firehall Fraserview Hastings Kensington Kitsilano |
Mount Pleasant nə́c̓aʔmat ct Strathcona Renfrew South Hill Terry Salman West Point Grey |
General
General
- Requests must be submitted a minimum of two weeks and a maximum of sixty days prior to the event date.
- Bookings can be made for a minimum of two (2) people, with the maximum typically being the seated capacity of the room. The largest branch meeting room (at Fraserview) has a maximum booking capacity of sixty (60) people.
- Bookings may be made for up to 2.5 hours, including time for set up and take down.
Set up & Supplies
Set up & Supplies
- You will accept responsibility for any equipment brought to or left on the premises.
- You will set up the room as necessary and are expected to provide your own supplies. The branch can supply tables and chairs, but will not have staff available to move them.
- Please check with the branch to see if it can supply flip chart holders, podiums or whiteboards.
- Your meeting or event must end at least fifteen minutes before the branch closes.
- You must leave the meeting room in the condition that it was found.
Events with Food or Drinks
Events with Food or Drinks
- Food may be brought in or catered, but cooking and food preparation is not permitted.
- Alcohol is not permitted.
- When food or drinks are served, you are responsible for returning the space to the condition in which it was found. VPL provides recycling facilities, and encourages the use of environmentally sustainable products.
Events with Music or Film
Events with Music or Film
- You are responsible for any licences and fees required by third parties. This includes (but is not limited to) public performance rights to show films and licences to perform or play music.
- Amplified music is not permitted.
Ongoing Bookings
Ongoing Bookings
- Branch meeting rooms are not available for ongoing bookings.
- Individuals and organizations may make up to 6 meeting room bookings per calendar year at each branch.
Insurance
Insurance
- In most cases, VPL does not require insurance for group meetings or events held in branch meeting rooms where no high risk activities are involved.
- Depending on the risk level assessed for your booking, liability insurance may be required.
Publicity
Publicity
- The library logo is copyrighted, and may not be used without the express written consent of VPL.
- You must not imply that your event or meeting is sponsored by or endorsed by VPL.
Cancellation
Cancellation
- If you need to cancel your booking, please inform library staff at least 48 hours before the start time.