Room Bookings + Rentals

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.

Program Rooms

The primary purpose of the Program Rooms is to provide space for Idea Exchange programs, meetings and events. These rooms are heavily used by Idea Exchange and a booking schedule for public users is not maintained. They may be made available at no charge to literacy groups, tutors, quiet study or other Idea Exchange members at the discretion of the location staff if the room is available.

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 3 hours per day.
• Advance Bookings: Requests can be made up to 4 weeks 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 6 people. To reserve this room, call Queen's Square at 519.621.0460 or email us.

Clemens Mill Meeting Rooms

Clemens Mill has 2 meeting rooms available for booking by individuals or small groups up to 5 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 or small groups up to 12 people. For more information or to reserve this room, call the Old Post Office at 226.533.2767 or email us.

• Rental Rates: $30/hour +HST without equipment ($15/hour for additional time after 2 hours); $50/hour +HST with Smart TV equipment ($25/hour for additional time after 2 hours) Up to a maximum of $250/day. Rental rates are subject to change upon regular review.
• Booking Duration: Minimum rental of 2 hours. 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 4 months 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 has many more rooms, halls and other spaces available to rent for your events.