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Community and Event Space Rental

Effective Date: June 22, 2015

1. Purpose

Toronto Public Library meeting rooms, auditoriums, theatres and event spaces are made available to the general public for a fee when not being used for Library purposes. The purpose of this policy is to state the fees, the underlying principles for those fees, the priorities for use and the conditions of use for community and event spaces available for rent from the Library.

2. Authority under the Public Libraries Act

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.

3. Rental Categories

There are two main categories for Library space rentals: i) Community Space and ii) Event Space.

4. Community Space Rentals

The meeting rooms, auditoriums and theatres of Toronto Public Library designated for community space rental are made available to individuals and groups whose primary purpose is the promotion of cultural, educational and community activities. Community and commercial use will be permitted when the facilities are not required for the service or administrative functions of the Library.

  1. 4.1 Priority for the use of these facilities is as follows:

    1. a) Library programs, co-sponsored programs and other Library purposes;
    2. b) Library-related groups;
    3. c) non-profit community groups and organizations;
    4. d) City of Toronto departments, agencies, boards and commissions;
    5. e) charitable organizations;
    6. f) others, e.g. commercial groups.
  2. 4.2 Fees

    1. a) There are two fees categories:
      1. i. non-profit;
      2. ii. commercial;
    2. b) The fees for Community Space Rentals are specified in Appendix 1;
    3. c) Room rental fees are waived for:
      1. i. meetings involving members of the public convened and attended by City of Toronto Councilors, excluding election meetings;
      2. ii. departments of the City of Toronto at which City staff are always in attendance;
      3. iii. meetings of Toronto Public Library Workers' Union Local 4948 - CUPE;
      4. iv. meetings of agencies, boards and commissions of the City of Toronto;
      5. v. library associations;
      6. vi. the Ontario Ministry responsible for public library service;
      7. vii. Library co-sponsored programs;
    4. d) The schedule of fees will be reviewed regularly.
  3. 4.3 Conditions of Use

    1. a) Permission to use these facilities does not imply any endorsement of the aims, policies or activities of any group or individual;
    2. b) All meetings must be conducted in a manner consistent with the Board's Rules of Conduct, and according to the Regulations of Use, as they may be amended from time-to-time;
    3. c) No games of chance, including bingo and lotteries, are permitted;
    4. d) Charitable fundraising is not permitted on Library property unless authorized by the Board;
    5. e) Library staff must have access to facilities at all times and may attend free of charge any event, meeting or course held on Library premises for the purpose of auditing or reviewing compliance with Board policies;
    6. f) Birthday parties, receptions, weddings and similar social events may be accommodated in designated locations, subject to the Regulations of Use;
    7. g) Sales of goods are not permitted unless authorized by the Library except for
      1. i. food and non-alcoholic drink refreshments sold at theatres;
      2. ii. books sold at author readings or book signings.
  4. 4.4 Denial of Use

    1. a) The Library reserves the right to deny or cancel a booking as follows:
      1. i. use will be denied for a purpose or action, in the Library's opinion, that is contrary to the law or the Library's Rules of Conduct;
      2. ii. use will be denied when there is deemed to be a misrepresentation, a likelihood of physical hazard to participants or audiences or a misuse of premises or equipment. Past misuse or non-payment of fees is sufficient grounds for denial of an application;
      3. iii. use will be denied to individuals, clubs, groups and organizations intending to establish the Library as a permanent location for their activities, including establishing offices in Library meeting rooms;
    2. b) Applicants who are denied permission to use these facilities may, upon written request, have the decision reviewed by the City Librarian, whose decision shall be final.

5. Event Space Rentals, including the Bram & Bluma Appel Salon


  1. a) Designated Event Spaces, as identified in Appendix 2 and Appendix 3, are made available for rental to the public for the purpose of generating revenue for the Library;
  2. b) The Bram & Bluma Appel Salon (the Appel Salon) is an Event Space, but has a distinct mandate, priority of use and fee schedule;

    The Appel Salon's dual mandate is: to provide a large, central public space through which the Library can deliver accessible and rich cultural and literary programming and events that encourage civic discourse and community engagement; and, to generate revenue through private rentals that will support the Salon's operation and provide re-investment funds for the ongoing development and maintenance of the Toronto Reference Library;

  1. 5.1 Priority of use:

    1. a) Toronto Public Library and Toronto Public Library Foundation will have priority for use of Event Spaces for the purpose of providing Library service or conducting Library or Foundation business but such access must be balanced with revenue generating rentals.
  2. 5.2 Fees

    1. a) For Event Spaces fees are waived for the Toronto Public Library and the Toronto Public Library Foundation when space is used for the purpose of conducting Library or Foundation business;
    2. b) For Event Spaces, except the Appel Salon, fees are specified in Appendix 2;
    3. c) For the Appel Salon, there are two fee categories:
      1. i. Private/commercial;
      2. ii. Discounted: registered charitable organizations, incorporated non-profit organizations, and City of Toronto corporate events.
    4. d) The fees for the Appel Salon are specified in Appendix 3;
    5. e) The schedule of fees for Event Spaces, including the Appel Salon, will be reviewed regularly;
  3. 5.3 Conditions of Use

    1. a) Permission to use these facilities does not imply any endorsement of the aims, policies or activities of any group or individual;
    2. b) All meetings and events must be conducted in a manner consistent with the Board's Rules of Conduct, and according to the Terms and Conditions for the Use, as they may be amended from time-to-time;
    3. c) Library staff must have access to facilities at all times and may attend free of charge any event, meeting or course held on Library premises for the purpose of auditing or reviewing compliance with Board policies.
  4. 5.4 Denial of Use
  5. The Library reserves the right to deny or cancel a booking as follows:

    1. a) use will be denied for a purpose or action that, in the Library's opinion, is contrary to the law or any of the Library's policies;
    2. b) use will be denied when there is deemed to be a misrepresentation, a likelihood of physical hazard to participants or audiences or a misuse of premises or equipment. Past misuse or non-payment of fees is sufficient grounds for denial of an application;
    3. c) use will be denied to clubs, groups and organizations intending to establish the Library as a permanent location for their activities;
    4. d) use will be denied where the primary purpose of the event is gaming or games of chance.

Accountability

The Director, Branch Libraries and Director, Research and Reference Libraries are responsible for ensuring the policy is implemented and enforced.

Appendix 1

COMMUNITY SPACE RENTAL FEE SCHEDULE

Type of Facility Fee for Non-Profit Fee for Commercial
Meeting Rooms and Auditoriums $21.69/hr

North York Central Library Auditorium $75.95/hr
$40.00/hr

North York Central Library Auditorium $146.45/hr
Public Space in Branches $150.00/hr $150.00/hr
Theatres Fairview and York Woods $418.00/day

Palmerston $209.00/day
All locations $163.00/hr

Appendix 2

EVENT SPACES (EXCEPT FOR THE APPEL SALON) RENTAL FEE SCHEDULE

Event Space Rental Fee Rental Period
Fort York Branch $4,500 8hrs
Bloor Gladstone Branch $5,000 8hrs
Scarborough Civic Centre Branch $3,800 8hrs
TRL - First Floor $7,500 8hrs
TRL - Second Floor $4,500 8hrs
TRL - TD Gallery $1,200 8hrs
TRL - Fifth Floor $2,800 8hrs
TRL - Boardroom $950 8hrs
TRL - The Marilyn & Charles Baillie Special Collections Centre $1,500 5hrs
TRL - Meeting Room A2 $ 450 6hrs
TRL - Meeting Room A3 $ 450 6hrs
TRL - Beeton Auditorium $1,000 8hrs
NYCL - Boardroom $ 850 8hrs

Appendix 3

The Bram & Bluma Appel Salon Rental Fee Schedule

Private/Commercial Rental Fees Schedule 2009
SEPTEMBER 15TH - OCTOBER 31ST
Day Use Access Epic Hall + Prologue Novella Room Full Salon
Mon-Wed. 8 am-4 pm $1,400 $600 $1,700
Thurs-Sun 8 am-3 pm $1,600 $600 $1,900
Holiday 8 am-4 pm $2,700 $1,080 $3,240
Evening Use
Mon-Wed 4 pm-1 am $2,100 $750 $2,475
Thurs-Sat 3 pm-1 am $2,500 $750 $2,875
Sunday 3 pm-1 am $2,000 $750 $2,100
Holiday 4 pm-12 am $4,500 $1,350 $5,175
NOVEMBER & DECEMBER
Day Use Access Epic Hall + Prologue Novella Room Full Salon
Mon & Tues 8 am-4 pm $1,700 $600 $2,000
Wed-Sun 8 am-3 pm $1,900 $600 $2,200
Holiday 8 am-4 pm $3,500 $1,080 $4,040
Evening Use
Mon & Tues 4 pm-1 am $2,700 $750 $3,075
Wed-Sat 3 pm-1 am $3,100 $750 $3,475
Sunday 3 pm-1 am $2,600 $750 $2,975
Holiday 4 pm-12 am $5,700 $1,350 $6,375
JANUARY - MAY 14TH
Day Use Access Epic Hall + Prologue Novella Room Full Salon
Mon-Wed 8 am-4 pm $1,400 $600 $1,700
Thurs & Fri 8 am-3 pm $1,600 $600 $1,900
Sat & Sun 8 am-3 pm $1,400 $600 $1,700
Holiday 8 am-4 pm $2,700 $1,080 $3,240
Evening Use
Mon-Wed 4 pm-1 am $2,100 $750 $2,475
Thurs-Sat 3 pm-1 am $2,500 $750 $2,875
Sunday 3 pm-1 am $2,000 $750 $2,375
Holiday 4 pm-12 am $4,500 $1,350 $5,175
MAY 15TH - SEPTEMBER 14TH
Day Use Access Epic Hall + Prologue Novella Room Full Salon
Mon-Wed 8 am-4 pm $1,400 $600 $1,700
Thurs & Fri 8 am-3 pm $1,600 $600 $1,900
Saturday 8 am-3 pm $1,900 $600 $2,200
Sunday 8 am-3 pm $1,700 $600 $2,000
Holiday 8 am-4 pm $3,500 $1,080 $4,040
Evening Use
Mon-Wed 4 pm-1 am $2,100 $750 $2,475
Thurs & Fri 3 pm-1 am $2,700 $750 $3,075
Saturday 3 pm-1 am $3,100 $750 $3,475
Sunday 3 pm-1 am $2,600 $750 $2,975
Holiday 4 pm-12 am $5,700 $1,350 $6,375
Registered Not-for-Profit, Charities and City of Toronto Corporate Events Fee Schedule
SEPTEMBER 15TH - OCTOBER 31ST
Day Use Access Epic Hall & Prologue Novella Room Full Salon
Mon-Wed. 8 am-4 pm $900 $300 $900
Thurs-Sun 8 am-3 pm $900 $300 $950
Holiday 8 am-4 pm $1,350 $540 $1,620
Evening Use
Mon-Wed 4 pm-1 am $1,050 $375 $1,237.50
Thurs-Sat 3 pm-1 am $1,250 $375 $1,437.50
Sunday 3 pm-1 am $1,000 $375 $1,050.00
Holiday 4 pm-12 am $2,250 $675 $2,587.50
NOVEMBER & DECEMBER
Day Use Access Epic Hall & Prologue Novella Room Full Salon
Mon & Tues 8 am-4 pm $900 $300 $1,000
Wed-Sun 8 am-3 pm $950 $300 $1,100
Holiday 8 am-4 pm $1,750 $540 $2,020
Evening Use
Mon & Tues 4 pm-1 am $1,350 $375 $1,537.50
Wed-Sat 3 pm-1 am $1,550 $375 $1,737.50
Sunday 3 pm-1 am $1,300 $375 $1,487.50
Holiday 4 pm-12 am $2,850 $675 $3,187.50
JANUARY - MAY 14TH
Day Use Access Epic Hall & Prologue Novella Room Full Salon
Mon-Wed 8 am-4 pm $900 $300 $900
Thurs & Fri. 8 am-3 pm $900 $300 $950
Sat. & Sun. 8 am-3 pm $900 $300 $900
Holiday & New Year's Eve 8 am-4 pm $1,350 $540 $1,620
Evening Use
Mon-Wed 4 pm-1 am $1,050 $375 $1,237.50
Thurs-Sat 3 pm-1 am $1,250 $375 $1,437.50
Sunday 3 pm-1 am $1,000 $375 $1,187.50
Holiday 4 pm-12 am $2,250 $675 $2,587.50
MAY 15TH - SEPTEMBER 14TH
Day Use Access Epic Hall & Prologue Novella Room Full Salon
Mon-Wed 8 am-4 pm $900 $300 $900
Thurs & Fri 8 am-3 pm $900 $300 $950
Saturday 8 am-3 pm $950 $300 $1,100
Sunday 8 am-3 pm $900 $300 $1,000
Holiday 8 am-4 pm $1,750 $540 $2,020
Evening Use
Mon-Wed 4 pm-1 am $1,050 $375 $1,237.50
Thurs & Fri 3 pm-1 am $1,350 $375 $1,537.50
Saturday 3 pm-1 am $1,550 $375 $1,737.50
Sunday 3 pm-1 am $1,300 $375 $1,487.50
Holiday 4 pm-12 am $2,850 $675 $3,187.50