To make your room booking, please review the Terms & Conditions of Use below. When you click I Accept you’ll be taken to our room booking service to complete your online booking.
Meeting rooms are available for rent providing the public with a dedicated space to meet, hold information sessions, conduct business or information sessions or provide a service.
Renters fall into two groups:
Two corresponding rate categories have been established for the use of the spaces.
Business users are defined as a commercial enterprise, political party, governmental agency, an elected official or an election candidate; this category may host a meeting or an information session for a discrete group or for the general public. Charging for the sale of products, the provision of services, event registration and all other types of financial remuneration are not permitted. Election candidates are not permitted to lobby for votes.
Private and Non-Profit/Educational
Private users are defined as an individual or a group who is neither a commercial enterprise, nor a political party, governmental agency, an elected official or an election candidate, nor a non-profit nor an educational service provider; this category may host a meeting or an information session for a discrete group. Charging for event registration and membership fees is permitted. Charging for the sale of products and the provision of services is not permitted.
Non-Profit and Educational users are defined as an individual or a group who is a registered non-profit, a society or an educational service provider. Proof of non-profit status must be provided by non-profit organizations. This category may host a meeting or an information session, and/or provide a service for a discrete group or for the general public. Charging for event registration, membership fees and provision of services are permitted. Collecting donations is only permitted for a discrete group and not when the activity is open to the general public. Use of the room primarily for the sale of product(s) is not permitted.
Renters acknowledge that the Library reserves the right to update the user status to “Business” if it is determined that the Renter does not qualify for the Private and Non Profit/ Educational user rate category.
Fundraising events, direct solicitation of money and charging an admission fee at the door are not permitted in either category.
Renters acknowledge that the Library reserves the right to determine whether an event, the “Event”, interferes with the use of the Library or if the planned services or programmes replicate Library offerings. Booking approval for an Event that replicates Library offerings is subject to the sole and absolute discretion of the Library.
Please ensure your booking time includes time for your event set up and take down. Bookings are available from the time the Library opens until 30 minutes before closing time.
Renters cannot drop supplies or equipment off at the Library in advance of their booking.
The number of attendees for an Event will not exceed the posted room capacities and exits will be kept clear.
Alcoholic beverages, illegal substances and smoking or open flames are not permitted on Library premises. No group using the meeting rooms may engage in any unlawful or illegal behaviour under any law of the Province or the Country including those specified in the Criminal Code and under human rights legislation.
Renters are responsible for performing any vaccination checks and complying with Provincial and Federal health orders for themselves and all meeting participants.
Failure to abide by any of these conditions may result in the refusal or cancellation of a booking or being denied access to meeting room space at that time and in the future.
If, in the opinion of the Director or designate, the use of a room by any group presents, or potentially presents, a risk of significant disruption to Library users, Library staff or Library property, then the Director or designate shall have the discretion to refuse or cancel such a booking.
Fees, Cancellations, and Refunds
- Once a booking is confirmed, the Renter will be responsible for payment in full, 48 hours prior to the scheduled event. If payment is not received per the above, and/or the Renter does not show up for the event, this does not constitute a cancellation. The Renter is still responsible for full payment of the space that was reserved for them.
- If the Renter cancels the booking at least 48 hours prior to the Event then the Renter will be entitled to a full refund. No refunds are issued for bookings cancelled within 48 hours of the event, including last-minute bookings.
- In the case of a repeat/reoccurring booking (say, every Thursday), cancellation is only permitted prior to the first event.
- All instances of repeat/reoccurring bookings must be paid in full, 48 hours prior to the first event.
- The Renter will be held responsible for all fees, deposits and damages.
- If the Library cancels or refuses a booking, a full refund will be issued; failure to pay or other default by the Renter will not result in the issuance of a refund.
Renters who are charging for a service are to provide a Certificate of Insurance with evidence of not less than $2 million Commercial General Liability naming the Corporation of the District of West Vancouver as additional insured.
Food, beverage & catering
Caffination, the Library’s cafe, serves freshly brewed coffees, teas, baked goods, and sandwiches. Please contact them directly if you would like them to cater your meeting. A food and beverage fee of $20 will be added to your booking if you would like to bring in your own refreshments. This charge is waived if your food and beverages are purchased from Caffination.
The Library, by permitting the Renter to hold an Event at the Library, does not in any way endorse the Event. Any advertising or promotion of the Event may solely refer to the Library as being the venue for the Event and may in no way imply that the Library either sponsors or endorses the Renter or the Event.
The Renter is responsible for securing all applicable permissions and licenses for the user, publication, transmittal, distribution and display of all material used at the Event, whether written, audio, visual or audio-visual. The Renter is also responsible for the payment of all fees, royalties and other charges that are required to be paid in respect of copyright, trademark, industrial design or any other intellectual property of any kind.
The Library shall not be responsible for any loss or damage to the Renter’s materials or equipment.
The Renter shall indemnify and save harmless the District of West Vancouver and the West Vancouver Memorial Library, their trustees, officers, employees, agents, licensees and contractors (collectively, the “Indemnitees”) from and against all claims, demands, suits, actions, damages, fees, losses, liabilities, proceedings, costs and expenses, including without limitation legal fees and disbursements on a solicitor and own client basis, personal injury and/or illness including death and loss or damage to property (all of the foregoing, collectively, the “Claims”), by whosoever brought, incurred, or made and arising out of or in connection with or related to, whether directly or indirectly, the following, except to the extent that any damage, loss or injury is caused by the gross negligence of the District of West Vancouver or the West Vancouver Memorial Library:
The rental of the meeting room by the Renter;
The Renter’s breach of any of the provisions set out in these Terms and Conditions of Use; or
Any advertisements or promotions posted by the Renter or submitted by the Renter to the Library which the Library posts on its premises or on its website; or
The Renter’s violation of any third-party rights, including without limitation, any intellectual property, personal property or privacy right.
The Renter has read the above and accepts, understands and agrees to be legally bound by the terms and conditions of use with respect to renting a meeting room at the Library.
By accepting these terms, you represent and warrant that you are, or are an authorized representative of, the Renter.