Room Booking Terms and Conditions | Cambridge Public Library

The Terms and Conditions are:

Reservations: Reservations are accepted on a first-come, first-serve basis. Idea Exchange reserves the right to decline bookings for any reason whatsoever and in their sole and absolute discretion. Past approval for rentals does not constitute an ongoing commitment from Idea Exchange. Applications will be considered for both occasional and periodic use, but such use shall not restrict the freedom of Idea Exchange in planning and scheduling its own activities. When periodic rental arrangements are in place but changes are required, Idea Exchange will provide a minimum of 48 hours advance notice to the Renter in the event that the rental needs to be moved or cancelled by Idea Exchange.
Containment: Activities taking place in rooms at the Library must be contained to the reserved space and not flow into other areas of the Library. This includes any display or advertising material.
Operating Hours: The Facilities are available for use during open hours of operation and for after hours rentals at the discretion of Idea Exchange.
Payment and Room Rental Agreement: The Room Rental Agreement form must be completed at the time of booking in order to secure the reservation. Renter and guests or invitees agree to leave the Facilities at the agreed upon time. Failure to do so may result in additional fees for which the Renter will be responsible. 100% of the room rental fee is due no later than ten (10) business days prior to the date of the reservation of the Facilities for rentals which occur during Idea Exchange’s open hours of operation.
Decoration/Alteration of Facilities: The Renter agrees not to construct, erect, or attach any objects, fixtures, posters, decorations etc. to the floor, ceiling or walls of the Facilities or alter the Facilities in any way whatsoever without first obtaining the express written consent of Idea Exchange and, if such written consent is obtained, then the work or decorations shall be completed only in strict accordance with such consent. The Renter further agrees to remove all items brought into the Facilities by the Renter at the end of the rental period.
Equipment: Availability of equipment is specific to the room or space and on a case by case basis. Arrangements for equipment must be made a minimum of 72 hours in advance of the start of the rental period. Idea Exchange may provide assistance during open hours of operation for the usage of Idea Exchange equipment. Any additional equipment requirements are the responsibility of the renter, including connectivity of personal equipment to Idea Exchange equipment or technical assistance with personal equipment. If asked to provide technical assistance with renter’s equipment, it is agreed that Idea Exchange assumes no responsibility for the safety, security, damage or loss of files, information or data stored, or damage to a renter’s personal device, and it is agreed that Idea Exchange will have no liability for handling personal equipment of the Renter or its guests or invitees.
Public Performance Rights & Copyright: Any viewing of films or use of copyrighted material during rental of the Facilities must comply with all relevant laws, by-laws, and regulations and must have appropriate Public Performance Rights in place. Proof of the purchased film licence must be provided to Idea Exchange at least 48 hours prior to the start of the rental.
SOCAN Fees: Any applicable SOCAN music licence fees will be charged to the Renter if they use music during the rental period.
Non-endorsement by Idea Exchange: The use of Idea Exchange facilities by a group or organization does not constitute Idea Exchange’s endorsement of the group’s policies or beliefs, any particular program, event, position or purpose of any person or organization. Where an organization or group is using Idea Exchange facilities, promotional and other materials shall not imply that Idea Exchange is sponsoring the program, event, positions or purpose of any person or organization. The Contracting Party, upon request, must display the following 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 Idea Exchange”. Furthermore, no rental event will be promoted, unless such event is co-sponsored by Idea Exchange.
Rights of Staff to Observe and Attend: To ensure meetings, programs or events do not violate Idea Exchange policies, Idea Exchange reserves the right to observe in person any program, meeting or event held in its Facilities. Idea Exchange staff may attend any event free of charge, held in the Facilities for the purpose of auditing or reviewing compliance with Idea Exchange policies and these Terms and Conditions.
Damage to Facilities and Personal Property: Renters are liable for any damage to Idea Exchange equipment, furnishings, and Facilities. Idea Exchange is not responsible for damage, theft, or loss of articles or property belonging to persons renting Idea Exchange rooms and/or to program attendees.
Violations of Policy: Violation of the policies of Idea Exchange or of the Terms and Conditions herein will lead to cancellation of events or bookings and a future prohibition on booking the Facilities. Idea Exchange reserves the right to hold the Renter financially responsible for any violations.
Cancellation by Renter: In the event of a cancellation by the Renter for rentals during Idea Exchange’s open hours of operation no refund will be applicable if less than 48 hours’ notice prior to the start of the room rental period has been given. Fees and cancellations for bookings that are outside Idea Exchange’s open hours of operation will be included in the Room Rental Agreement for same.
Cancellation by Idea Exchange: Idea Exchange reserves the right to refuse an application for rent and also to cancel a room rental due either to an emergency, event beyond its reasonable control, or if, in the opinion of Idea Exchange, such reservation is in violation of Idea Exchange policies. If Idea Exchange cancels a reservation, the renter will receive a refund of all monies paid and Idea Exchange will have no further liability to the Renter.
Room Rental Rates: The rates are set by Idea Exchange and subject to change.
Insurance: All organizations which apply for use of Idea Exchange facilities after hours will be required to indemnify Idea Exchange, members of the Cambridge Public Library Board, and all Idea Exchange Staff against all claims of any nature and kind and costs which may arise out of or by reason of the granting of applications, and against damage, infringement of royalty right, copyright charges, public performances or speeches, together with any costs which may arise in connection therewith.
Safety: Renter agrees to notify Idea Exchange of any condition that may render the Facilities or property of Idea Exchange unsafe for use, and if Idea Exchange is unable to correct the condition it has the right to cancel the use of the Facilities until same is corrected.
Indemnity: The Renter and their organization agree to indemnify and save harmless Idea Exchange against all claims of any nature, kind and costs which may arise from such use.
Food and Beverage: Cooking or preparation of food is not allowed. Food and beverages may be brought into the space; however, they must be consumed in a responsible way, avoid excessive odors or debris, and all waste material must be cleared away. Alcohol is not permitted.
Amendments: All amendments and modifications to paid rentals will be with the written mutual consent of both parties and will form part of the written agreement.

Restrictions on Use: Idea Exchange strives to ensure the use of its Facilities to advance the priorities of Idea Exchange and the community. The following restrictions exist on the use of the Facilities:

Illegal or Improper Activity: Renter will not allow any individual or group to use the Facilities in contravention of any applicable laws, by-laws, rules or regulations.
Code of Conduct: Renter agrees that all activities, events, programs or meetings conducted at Idea Exchange must comply with the general rules and regulations of Idea Exchange’s Code of Conduct policy.
Fire Code and Building Code: Renter agrees to comply with all applicable laws, by-laws, rules and regulations respecting fire safety, building safety and other matters, and shall be responsible for the conduct of all of Renter’s guests/invitees in the Facilities.
Age Restriction: Paid rental of the Facilities fully or partially outside Idea Exchange’s open hours of operation must be made by a Renter who is 18 years or older and said Renter shall be present at any activities, events, programs or meetings conducted during the rental and shall take responsibility for supervision of same. Room bookings for free study room spaces are allowed for persons who are 13 years or older.
Discrimination: Renter agrees that no activities, events, programs or meetings will limit attendance on the basis of race, colour, religion, gender, age, sexual orientation, mental or physical disability as defined by the Human Rights Code, Constitution Act, Canadian Charter of Rights and Freedoms and will not limit public entry to their activities, events, programs or meeting if such limitations are contrary to law.
Attendance that exceeds the specified room capacities is not allowed.
Charging an entry/program fee to attend a program/event is not allowed unless discussed and agreed to in writing by Idea Exchange.
Partisan political events are not allowed.
Charitable fundraising is not permitted on Library property unless authorized by the CEO.
Gaming, including activities covered under the Ontario Lottery Gaming Act, is not permitted.
Hazardous Materials and Controlled Substances: Smoking or vaping of any substances is expressly prohibited. Idea Exchange reserves the right to refuse use of hazardous materials on premises.
No storage space is supplied by Idea Exchange.
Sales Promotion: Events promoting the purchase of specific brands/products/service are not allowed. General consumer education is not included in this category. Presenters may share business cards but any further promotion is prohibited without the express consent of Idea Exchange.
Press conferences are permitted only with the approval of the CEO.
Right of Refusal: Idea Exchange reserves the right to refuse or cancel the Renter’s use of Idea Exchange space for any reason, including but not limited to the following reasons, at the sole and absolute discretion of Idea Exchange:
- when the Renter has misrepresented its aims or intentions for the rental or event, activity or program being conducted therein;
- if the Renter’s primary purpose is to sell goods or services or recruit clients;
- if the Renter intends to provide bingo games, lotteries, or other games of chance;
- if the use by individuals, clubs, groups and organizations is intended to establish Idea Exchange as a permanent location for their activities, including establishing offices in Idea Exchange meeting rooms

Applicants who are denied permission to use these facilities may, upon written request, have the decision reviewed by the Chief Executive Officer of Idea Exchange and the decision of the Chief Executive Officer shall be final.