Public Meeting Rooms & Facilities Use

4.  Public Use

When meeting rooms and facilities are not in use for Library programs and services, they may be made available for public use, typically by way of short-term rentals under Event License Agreements.

The Library’s values include diversity, respectful spaces, intellectual freedom and access for all. The Library believes that freedom of expression and access to ideas and information are essential to the health and development of a democratic society. We acknowledge that the Library’s spaces may be used by those who express ideas that may be contrary to the Library’s vision and values. By offering Library spaces for short-term rental by the public, the Library does not endorse or agree with any of the aims, policies or activities of any group or individual using the space, or of any of the ideas, messages or information they express.

There are necessary limits to how Library spaces may be used. The Library is committed to providing physically safe and respectful public and staff spaces, minimizing disruption of Library services, and maintaining the security of Library property. The use of Library spaces must not contravene Canadian laws, including the Criminal Code and the BC Human Rights Code.

The Library recognizes that individuals and groups may strongly disagree with ideas and views expressed within Library spaces and collections. In some instances they may, on a personal level, view them as offensive or harmful. However, in keeping with its value of intellectual freedom, the Library will not restrict freedom of expression beyond the limits prescribed by Canadian law.

5.  Prohibited Activities

The use of Library meeting rooms and facilities may not include or involve any of the activities listed below:

1)    any violation of the Criminal Code, including:
a)    the communication of statements that incite or willfully promote hatred against an identifiable group; or
b)    the advocacy or promotion of genocide;  

2)    any violation of the BC Human Rights Code, including:
a)    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;  

3)    any other unlawful activities, or activities that in any way violate applicable Library policies, rules or regulations;

4)    gaming, gambling or games of chance, including bingo or lotteries;

5)    activities requiring a permit and/or prior Library authorization, such as the service of alcohol, where the relevant permit or authorization has not been obtained;

6)    activities that are likely to pose a safety hazard to event attendees, Library staff or the public, or which are likely to cause misuse or damage to Library property;

7)    the use of Library space in a way that is intended to establish the space as a permanent location for the user’s activities and/or operations; or

8)    any other activities that may unreasonably disrupt Library operations or prevent the lawful use of Library space by other people, and that cannot be accommodated in an alternate Library space or by rescheduling.

The Library Board may deny or cancel a meeting room or facility booking when the Library, in consultation with legal counsel where appropriate, reasonably believes that the proposed use is likely to or will include any of the prohibited activities identified above. The Chief Librarian is authorized by the Library Board to deny or cancel a booking due to any of the prohibited activities identified in sections 5(3) to 5(8). If the Library discovers that any prohibited activity is occurring after the event has commenced, the Chief Librarian or delegate may terminate the event.

6.  Limitations on Use

In addition, the Chief Librarian may deny or cancel a meeting room or facility booking, or may terminate any event, in the following circumstances:

1)    the user has previously damaged or misused Library property, or failed to pay any required fees for use of Library meeting rooms or facilities;
2)    the user has contravened this Policy and/or the Meeting Room & Facilities Regulation in the past and the Library reasonably believes this will occur again; or
3)    the user has made a material misrepresentation regarding the user, the proposed use, or any participants or attendees.

7.  Protecting Safety and Security

The Library may deny or cancel a meeting room or facility booking, or may terminate any event, which is likely to cause a material risk of harm to the safety or security of Library staff, or to the public.

8.  Other Requirements of Use

1)    Where the Chief Librarian has reason to believe that the use of a Library meeting room or facility may unreasonably disrupt Library operations or prevent the lawful use of Library space by other people, the Library may:

a)    require that the event be moved to an alternate Library space where the disruption can be mitigated, and/or
b)    require that the event start not earlier than sixty minutes after the closing time of the Library, with access to the room only after the Library has closed.

2)    All uses of Library meeting rooms and facilities must be in accordance with the Public Meeting Rooms & Facilities Use Regulation.

Policy Administration Roles and Responsibilities

• Director, Corporate and Facilities - Oversees and recommends updates to the policy as required.
• CRPD - Reviews policy as required and recommends changes to the Board
• Library Board - Approves policy and revisions to the policy
• Chief Librarian - Administers the policy

Related Policies:

• Public Space
• Programming at Vancouver Public Library
• Political Use of Library Space
• Pre-Screening and Risk Assessment for Meeting Room and Facilities Rentals (see below)

Related Regulation:

• Meeting Rooms & Facilities Use Regulation (see below)

Objective

This policy and procedure is intended to assist staff in assessing whether an event is likely to or will include any prohibited activities under the Meeting Room and Facilities Use policy, and establishes a process to escalate decisions to the Chief Librarian and Library Board. The procedure is intended to limit the likelihood that prohibited activities, including hate speech (as defined by law), will take place on Library premises, and to assist the Library in identifying events that may require additional preparation by Library staff.

Scope

This policy applies to all meeting room and facilities rental requests received by the Library Square Conference Centre.

Policy Statements

The Library considers pre-rental screening and risk assessment necessary to limit the likelihood that prohibited activities, including hate speech (as defined by law), will take place on Library premises, or that other violations of the Criminal Code of Canada or BC Human Rights Code will occur.

Policy Procedures

When Library Square Conference Centre staff receive a rental request, the following steps will be undertaken before confirming a rental and issuing a license agreement.

1.    Library Square Conference Centre staff will consider the following:

•  Is the client new or an existing client?
•  If they have previously rented, have they complied with the Public Meeting Rooms and Facilities Use policy and Regulation in the past? Do they have a history of events that resulted in public questions,   complaints or protest?
•  What is the nature of the event – private or public? For example: public lecture or public film screening, private meeting, gala, wedding, filming, etc.
•  If the event is a public lecture, public film screening, or other publicly promoted event, requests for the following information will be sent to the rental applicant:

          o  Event title
          o  General description of topic and format
          o  Names of speakers and their significant/relevant affiliations/organizations

2.  Upon receiving the information, Library Square Conference Centre staff will review whether the topic is a frequently debated topic that is likely to require further investigation. In these cases, staff will conduct initial research, in consultation with the Director, Corporate Services and Facilities.

2.1  Staff may provide a preliminary rental price quote in response to the rental request prior to receiving the speaker names and details. They will not issue a license agreement without this information.
2.2  If speaker names are not received at least 6 weeks prior to the date of the event, the room will no longer be held for the event and a license will not be issued. This time is required for risk assessment and consultation with the Board if necessary.

3. If the Director, Corporate Services and Facilities believes that the event may violate or be perceived to violate the Meeting Room and Facilities Use policy, they will report the findings to the Chief Librarian.

4. The Chief Librarian will review the findings and may request further research and/or consult with legal counsel.

5. If the Chief Librarian has a reasonable belief that an event is likely to or will violate the Criminal Code or the BC Human Rights Code, or presents significant risk to the Library, the Chief Librarian will advise the Library Board and provide the risk assessment, per the Meeting Rooms and Facilities Use policy.

Policy Administration Roles and Responsibilities

Director, Corporate Services & Facilities - Oversees and recommends updates as required and oversees the implementation of the policy and procedures.
Directors Group - Approves the policy, delegates implementation and monitoring of adherence to this policy to the Director, Corporate Services and Facilities.

Approved by Directors Group: September 12, 2019

Meeting Room & Facilities Use Regulation

In these rules and regulations, the term “event” or “Event” means the use for which a meeting room or other Library facility is booked and the “user” or “User” means the person or organization using the room or facility, including but not limited to, use under an Event License Agreement.

Rental Rates & Payment of Fees

1.  The Library may require that the user enter into an Event License Agreement and pay all fees and other charges as the Library prescribes.

2.  In some circumstances, the Chief Librarian may allow reduced rental rates, as prescribed, or for free use of the Library’s meeting rooms or facilities by a not-for-profit, provided the not-for-profit will not charge an admission fee to attendees, require donations for admission, hold a media conference or hold a large private event.

3.  The Chief Librarian may waive all room or facility rental fees for organizations that are formally affiliated with the Library and provide significant resources or financial support to the Library, such as, for example, the City of Vancouver, the Vancouver Public Library Foundation, and the Friends of the Vancouver Public Library. In such circumstances, the Library will usually charge only for the Library’s costs associated with providing the space.

4.  No special privileges will be extended to organizations to which any staff members belong.

5.  Full payment of the rental fee and all other charges identified by the Library must be received by the Library two weeks prior to the event, or at time of booking if the event is to take place within two weeks of booking, failing which the Library will deem the event to be cancelled.

Security

6.  The User must, as soon as reasonably possible, advise the Library of any situation that may pose a risk to the public or Library property.

7. The Library will coordinate and implement risk assessment and additional security measures, at the User’s expense, when the Chief Librarian considers them advisable for the safety and/or security of persons and/or property. The User is not permitted to contract separately with security personnel for activities on Library property unless the Library gives its prior written consent and the User meets any and all conditions connected with that consent.

8.  Events where the Library may require additional security measures include, for example:

a. events at which alcohol is served;
b. events involving large numbers of attendees;
c. events to be held after regular Library hours (including where the Library has required that the event start after regular hours);
d. events in the Promenade area; or
e. events involving multiple access points to Library property or requiring extensive deliveries and/or access.

General Conditions of Use of Meeting Rooms and Facilities

9. All Events taking place in Library meeting rooms and facilities and all participants in those Events are subject to all applicable Library policies, rules and regulations. The Chief Librarian will determine the interpretation of Library policies, rules and regulations for Events.

10. The User:

a. is responsible for ensuring that all persons participating in the Event comply at all times with the Meeting Room Policy and Meeting Room and Facilities Use Regulation, and all applicable Library policies, rules and regulations.

b. is liable for the substance and content of all activities occurring at the Event and for all recorded material, publications, promotions or advertisements relating thereto;  must confirm in writing that their Event will not violate the Canadian Criminal Code (including hate propaganda laws) or the British Columbia Human Rights Code;

c. must comply, at their own cost, with all laws related to the use of the meeting room or facility and must obtain all necessary permits, authorizations and licences;

d. must provide an Event itinerary, estimated attendance, crowd management plans, site contact information and known risks to public or Library property upon request, at least two weeks in advance of the Event;

e. must comply with all safety and security measures as directed by the Library, City of Vancouver, and/or Vancouver Police Department personnel, and provide written confirmation of access and security protocols upon request;

f. must pay the Library, upon demand, any costs the Library may incur because of damage to any meeting room or facility as a result of the Event;

g. must not use the Library or Library Square Conference Centre’s logos without the prior written consent of the Chief Librarian;

h. must use Library Square Conference Centre and not Central Library or Vancouver Public Library as the Event venue on public material, unless prior written consent is provided by the Library; and

i. upon request, must display the follow statement conspicuously at the Event and/or on promotional material: “Statements being made or positions being taken during events do not necessarily reflect the opinions or values of the Vancouver Public Library”.

Equipment, Catering and Food Consumption

11. The User must not serve food or beverages during Events unless the Library gives its prior written permission and all conditions connected with that permission are met. The Library will apply a clean-up charge for all catered Events and Events where refreshments are served.

12. The Library does not provide catering services, but it can supply tables, chairs, and certain other Event-related equipment and supplies. Audiovisual and other similar equipment is available for a fee and must be booked and paid for in advance.

13. All Event caterers must hold valid business licences.  

14. The User must ensure that all catering and rental equipment is removed immediately at the conclusion of the Event. The Library is not responsible for dismantling any Event display or equipment.

15. If alcohol is to be served at an Event, the User must obtain a valid special event permit and provide a copy of it to the Library no later than 72 hours prior to the Event. If a permit is not provided to the Library, alcohol will not be permitted at the Event.

16. The User is responsible for obtaining and paying for any and all permits, licences and fees required by third parties. This includes (but is not limited to), special event permits and licences to perform or play music.

17. The User must remove all garbage and recyclables generated by the Event (including ice) immediately at the conclusion of the Event.

18. The User must notify Library security when an Event is completed. An Event organizer must stay in the room until Library security arrives to lock up. The Library will charge the user for any lost/stolen equipment belonging to the Library if losses occur.

19. The Library is not responsible or liable for equipment brought to or left in or on Library property. The Library will apply additional fees for storage of any equipment, supplies and/or other Event-related items intentionally left on Library property after expiry of the rental period.

Use and Care of Library Spaces

20. The smoking of tobacco or cannabis and any other smoking or vaping is NOT permitted anywhere in or on Library property except in designated exterior areas.

21. Smudging and ceremonial use of tobacco requires prior coordination with the Library to coordinate fire safety and building system measures, at the cost of the User.

22. The Library provides a sign holder for each room. The Library will inform the User of locations where the User may display a poster (8.5″ X 11″ only) to indicate where the Event is being held. The User must not display or affix any other signage or materials, unless the Library gives its prior written consent and the User meets any and all conditions connected with that consent.

23. No use that will cause or be likely to cause unreasonable annoyance or disturbance to the general public or release of toxic or hazardous materials or substances is permitted.

24. The User must not alter meeting rooms or facilities, or erect any structures, unless the Library gives its prior written consent and the User meets any and all conditions of that consent.

25. The User must not use chalk or marking devices on the paving stone of the Plazas or other surfaces.

26. The User must not admit more than the maximum permitted number of persons (as regulated by fire safety code) to the meeting room or facility. The User must keep all passageways to and from the meeting room or facility clear at all times.

27. The User must not conduct sales or commercial activity of any kind, or permit these to occur during the Event, unless the Library gives its prior written consent and the User meets any and all conditions of that consent.

28. Nothing may be done in the meeting room or facility that may increase the risk of fire or other hazard or liability, increase the rate of any insurance or invalidate any insurance policy in connection with the Library or its use.

Policy Administration Roles and Responsibilities

• Director, Corporate and Facilities - Oversees and recommends updates to the policy as required.
• CRPD - Reviews policy as required and recommends changes to the Board
• Libary Board - Approves policy and revisions to the policy
• Chief Librarian - Administers the policy

Approved by the Library Board: July 24, 2019