Political Use of Library Space Policy

The public library is a foundational institution for informed and inclusive democracies and plays an important role in civic dialogue and debate, ensuring that everyone has access to the information and wide range of opinions on social and economic matters they need to make informed decisions. In playing this role, it is essential that the public library be viewed and experienced as neutral toward political parties at all times. This commitment to political neutrality does not preclude the library from taking positions on and issuing statements in support of core library values and in protection of Human, Charter, and other legislated rights.

As active and trusted public institutions, public libraries are often approached by politicians or political parties to use public library spaces or to have access to patrons. Such requests vary broadly and have included, for example, requests for permission to host press conferences or announcements, permission to leaflet in the library, or permission to leave campaign materials in the library during election periods.

Requests for use of public library space or access to public library patrons have the potential to impact a public library in several ways, including:

• Engagement of library financial and personnel resources
• Potential risks to or enhancement of the library’s reputation
• Effect on the  patron experience

This policy applies to any requests for use of Library space, access to patrons, or participation in events that are related to a political party or during an election period.

“Election period” is broadly defined as the time during which parties, candidates, or supporters are seeking to promote their political platforms leading up to the writ or announcement or during the actual campaign period until the election itself.

Requests can come from anyone, including politicians, political staff, party volunteers, community organizations, and governments. Library use requests covered by this policy include, but are not limited to, requests related to the following activities:

• Use of library space to hold an announcement or press conference
• Display or distribution of campaign materials in the library
• Interaction with patrons inside or outside of the library
• Participation in events at the library
• Posting of candidate information on the library website

1. The Library does not endorse political parties or candidates

2. Use of Library space to hold an announcement or press conference

As a general guideline, public library service spaces are not to be used by political candidates or parties to make policy announcements or hold press conferences. While such events may be space rentals, there is a high risk that the library will be seen to be endorsing the candidate or political party.

Exceptions may be made on occasion for rentals of meeting rooms provided that there are no identifying library logos or features in the meeting room, there is no attempt to engage library users in the event, and the event would not disrupt library services or operations. In such cases, the market rental rate will apply. Additional security charges may apply. The renter’s media advisory must clearly state that the siting of the announcement or press event at the library does not signify endorsement by VPL.

During the election period, no press conferences or announcements by political parties or candidates will be permitted in the library, library meeting rooms, or on library grounds.

3. Participation in library events

The library supports democratic dialogue and is welcoming of candidate participation in all candidates meetings to discuss issues of importance to the community. These all candidates meetings may be organized by the library or sited at the library by library partner or renting organizations.

During a government’s term, Councillors, MLAs, and MPs are often invited to library events as active participants or to bring greetings from the government. The library welcomes and appreciates this participation from government elected officials. Once a writ is dropped – or the equivalent signal in provincial or municipal elections – no elected official or candidate from that level of government will be invited to speak or present at library events, with the exception of all candidates meetings, until after the election has concluded.

4. Distribution of campaign materials

The Library will create a web resource that links visitors to information about local candidates in Local, Provincial, and Federal elections.

Some library branches may have the space to display materials about the candidates. Discretion as to availability of space is assigned to the Branch Head, with the provision that the library will not display the materials of only one party. The display must include materials from at least two parties at all times and must include a list of all candidates from that riding with links to their websites if available, with an invitation to candidates to display their material.

5. Active campaigning in the library

The library does not permit solicitation of any kind in its service areas as it interrupts their use of the space and library resources.

During elections, candidates are welcome to interact with patrons outside of the library’s exterior doors and – in non-co-located facilities – in an atrium or lobby area, excluding vestibules, outside of library security gates – provided such interaction does not impede access to the library, does not unduly disrupt people entering or exiting the library, and does not impact safe entrance or exit to the library. No furniture may be set-up in support of this activity.

• Code of Conduct
• Endorsement & Advocacy
• Public Meeting Rooms & Facilities Use
• Public Space