The Thunder Bay Public Library (TBPL) is a community-based organization which exists to help facilitate community conversations, the expression of diverse ideas and opinions and community participation in educational, cultural, civic, recreational and charitable activities. We maintain a number of public meeting spaces and bookable rooms for that purpose.

The primary purpose of the Library's meeting rooms and facilities is to provide space for TBPL programs or services delivered by staff or in partnership with clients. The Library's public spaces are primarily intended to support TBPL's objective to:

• Provide a comprehensive and efficient public library service that reflects the community's unique needs;
• Inspire learning, spark curiosity, and connect people; and,
• Support community, inclusion, literacy, and intellectual freedom.

A secondary purpose is to provide accessible and affordable meeting spaces for use by the public. Rental or use of a TBPL meeting room does not imply approval or endorsement by the Library of the opinions or ideas expressed during the meeting or event. Any advertising of a meeting or event taking place in a TBPL public space must not imply endorsement by the TBPL of the content of the program or event. The TBPL will not knowingly permit any individual or group in contravention of the Criminal Code of Canada to use its facilities.

All individuals and organizations looking to utilize the Library's meeting rooms.

The booking of public meeting space in TBPL buildings is available to the community.

Fees will be charged to organizations or individuals, should the public space be used for commercial, revenue generation purposes, or if a program organizer is charging a registration fee.

TBPL programs, services, meetings, and events have first priority for scheduling. Partner programs are provided priority after TBPL programs have been scheduled. All other bookings may be considered at the discretion of the CEO or designate.

The TBPL reserves the right to accept, refuse, postpone or cancel a room booking at its sole discretion. All organizations or individuals must complete a booking application form and any payment, should it be incurred, is to be paid in full to secure the booking. All rooms must be cleaned and vacated by the scheduled end time..

The TBPL CEO or designate is authorized to make exceptions and interpret the policy as they see fit and is responsible for developing a procedure to determine the appropriate fee that is applied.

Publicity & Signage

 All written signage and posters for any event held in a TBPL meeting room must be approved by the TBPL CEO or designate prior to publication and distribution.

Approval will be exercised in a manner that:

• Respects applicable legislation, including the Charter, the Criminal Code, the Ontario Human Rights Code, the Occupational Health and Safety Act, and the Public Libraries Act;
• Aligns with the Library's mission and values; and
• Balances clients' rights to intellectual freedom (the free and open exchange of lawful information), TBPL's applicable statutory objectives, if any, other legal obligations, and the Library Code of Conduct.

In any advertising or promotional material, only the proper name of the Library shall be used, and any such material shall refer to the place of meeting as "Thunder Bay Public Library", name of branch, and shall designate its proper municipal address. No use of the Library's logo is permitted without explicit consent of the Library.

Signs may be posted outside all meeting rooms that are available for public use indicating that the opinions or ideas expressed during the meeting or event do not necessarily reflect the opinion of TBPL.

Medium or High-Risk Events

Organizers wishing to use a Library meeting room for events that may be deemed by TBPL to be potentially of risk may be asked for additional information. Risks may include a large crowd expected, potential for an organized protest to occur, or events for which security is expected or planned. The Library may require the presence of police officers or security guards during such events, and may require that the Applicant bear the applicable costs.

Challenges to Rentals

Patrons who have a concern about the Library's decision regarding use of a meeting room are encouraged to first speak with branch staff. If their concerns have not been addressed, they can put their concern in writing and address it to the Director of Community Development or the CEO.

TBPL will document and investigate concerns, prioritizing:

• Legal rights and obligations under the Charter, the Ontario Human Rights Code, and the Occupational Health and Safety Act
• Customers' responsibilities under the Patron Code of Conduct
• The requirements of the Criminal Code; and the Library's applicable statutory objectives, if any
• Due diligence and fairness
• An environment free from discrimination, bullying, and harassment.