The South Shore Regional Library Board welcomes public use of meeting space in its facilities. The Board has endorsed the Atlantic Provinces Library Association’s Mission and Mandate and the Canadian Library Association Statement on Intellectual Freedom, which states, in part, “It is the responsibility of libraries to guarantee the right of free expression by making all of the library’s public facilities and services available to all individuals and groups who need them.” However, usage of the library’s public facilities will depend on a number of factors, discussed in the policy, below.

• The Public Libraries Act (R.S.O. 1990, c. P.44) authorizes public library boards to make rules regulating all matters connected with the management of the library and library property and authorizes a board to impose such fees as it considers proper for the use of parts of a building that are not being used for public library purposes.
• Library-sponsored or library co-sponsored programs and events will have priority for the use of library space.
• The Library Board does not necessarily support the views of individuals or organizations using its facilities.
• The Library will not knowingly permit any individual or group to use its facilities in contravention of the Criminal Code of Canada, or any statute, regulation, rule, law or policy of Canada, Nova Scotia and/or municipal unit in which the meeting is held.
• Advertising of programs, meetings or events taking place on library premises must not imply endorsement by the Library of the content of the program, meeting or event, unless it is sponsored or co-sponsored by the library.
• Signs announcing the event may be posted in the library, following the Library’s Gift and display policy.
• A Meeting Room Reservation form must be filed with the library before the event; this should be done two weeks ahead of the booking but may be done at any time up to the start of the event so long as the room is available and staff members are able to deal with the booking.
• When booking library-meeting rooms, groups or individuals must provide information on planned topics for discussion, general subjects of meetings, and names of speakers and their affiliations.
• The library reserves the right to refuse bookings or to cancel bookings.
• The Library may charge a fee for the use of Library space. Fees are based on costs such as cleaning and security, and may be waived for non-profit groups. Fees are set by the Library Board and reviewed annually.
• Rooms are usually available during Library open hours. It may be possible to arrange for meetings and events outside library hours, depending on availability of security acceptable to the library.
• Activities taking place in a library meeting room must not interfere with normal library operations.
• Users of library meeting rooms will set up chairs and tables and put them away as arranged with library staff.
• Users will be charged for any damage resulting from their use of library meeting space and equipment.
• Library equipment may be available if requested at the time of booking.
• All food and beverage arrangements, set-up, and clean-up are the responsibility of the person or organization booking the space. The intention to serve any food or beverage must be indicated when booking the space.
• Library facilities are scent-free and smoke-free.

Approved by Library Board
March 18, 2003; modified August 2018