Room Bookings + Rentals

Due to COVID-19 gathering limit restrictions, only two (2) people are allowed at a time in study spaces or classroom.  Time and occupancy limits are subject to change at any time. Masks must be worn in all rooms at all times.  

The organization’s physical spaces are community assets that exist to support the mission and strategic priorities of Idea Exchange.

The first priority for use of rooms is to support Idea Exchange programs and services. Rules around the use of spaces and meeting rooms exist to ensure equal access to individuals and groups and to effectively manage resources.

Rental of rooms encourages community use while at the same time providing the capacity for revenue generation. The rental of facilities constitutes a revenue source that contributes to the overall maintenance and operation of the organization’s facilities and services.

All Program Room and Meeting Room use is subject to the Room Booking Terms & Conditions and the Idea Exchange Code of Conduct.

Free Meeting Room Bookings

There is no charge for the use of an Idea Exchange Meeting Room when the purpose of the use is to provide an Idea Exchange program or service or to hold a meeting of City staff or City Councillors. Some meeting rooms and spaces are also made available free to the public.

The following meeting rooms are available free of charge and booked for public use by location staff on a first come, first served basis.

• Booking Duration: Maximum of two hours per day.
• Advance Bookings: Requests can be made up to one week in advance.
• Late Arrivals: Bookings will be held for only 15 minutes.

Queen’s Square Glass Study Room

Queen’s Square has a quiet study room available for booking by individuals or small groups up to two (2) people. To reserve this room, call Queen's Square at 519.621.0460 or email us.

Clemens Mill Meeting Rooms

Clemens Mill has two meeting rooms available for booking by individuals or small groups up to two (2) people. A valid teen or adult library card in good standing is required, as both rooms are equipped with digital equipment. Additional Guidelines for Room Use are posted at Clemens Mill. For more information or to reserve a room, call Clemens Mill at 519.740.6294 or email us.

Paid Meeting Room Bookings

The Old Post Office location is a premium venue situated on the Grand River with spectacular views of the surrounding area. It is an architecturally stunning building housing a digital library. The third floor classroom is primarily for the provision of Idea Exchange programs to support the digital library. When not in use by Idea Exchange, paid rentals are available to individuals and groups.

Old Post Office Third Floor Classroom

The Old Post Office has a classroom on the third floor available for paid bookings by individuals up to two (2) people. For more information or to reserve this room, call the Old Post Office at 226.533.2767 or email us.

• Rental Rates: $30.00 an hour plus HST without equipment ($15.00 an hour for additional time after two hours); $50.00 an hour plus HST with Smart TV equipment ($25.00 an hour for additional time after two hours) Up to a maximum of $250.00 a day. Rental rates are subject to change upon regular review.
• Booking Duration: Minimum rental of one hour. Available for morning bookings and bookings during hours of operation. Room rentals conclude 15 minutes before the facility closes. Extra charges apply if renters' departures delay the closure of the facility.
• Advance Bookings: Requests can be made up to one week in advance.
• Late Arrivals: Bookings will be held for only 15 minutes.

Due to COVID-19 and restrictions on public gatherings, no after-hours rentals are being accepted at this time. Please contact the Old Post Office for updated information when public gatherings are allowed in Ontario.

The City of Cambridge also offers rooms, halls and other spaces to rent for your events.