Community and Event Space Rental

• Purpose
• Authority under the Public Libraries Act
• Rental Categories
• Community Space Rentals
• Event Space Rentals, including the Bram & Bluma Appel Salon and NYCL Concourse Event Space
• Reconsideration of a Community and Event Space Rental
• Accountability
• Appendix 1
• Appendix 2
• Appendix 3
• Appendix 4

Effective Date: September 18, 2023

1. Purpose

Toronto Public Library community rooms, 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 promote the Library’s objectives of providing equitable access to services and maintaining a welcoming and supportive environment free from discrimination and harassment, and to outline 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 community rooms 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.

• 4.1 Priority for the use of these facilities is as follows:
  1. Library programs, collaborative programs and other Library purposes;
  2. Library-related groups;
  3. non-profit community groups and organizations;
  4. City of Toronto departments, agencies, boards and commissions;
  5. charitable organizations;
  6. others, e.g. commercial groups.
• 4.2 Fees
  1. There are two fees categories:
     1. non-profit;
     2. commercial;
  2. The fees for Community Space Rentals are specified in Appendix 1;
  3. Room rental fees are waived for:
     1. meetings involving members of the public convened and attended by City of Toronto Councilors, excluding election meetings;
     2. departments of the City of Toronto at which City staff are always in attendance;
     3. meetings of Toronto Public Library Workers' Union Local 4948 - CUPE;
     4. meetings of agencies, boards and commissions of the City of Toronto;
     5. library associations;
     6. the Ontario Ministry responsible for public library service;
     7. Library collaborative programs;
  4. The schedule of fees will be reviewed regularly.
• 4.3 Conditions of Use
  1. Permission to use these facilities does not imply any endorsement of the aims, policies or activities of any group or individual;
  2. All meetings must be conducted in a manner consistent with the Library's Rules of Conduct, and according to the Terms and Conditions, as they may be amended from time-to-time;
  3. No gaming or games of chance, including bingo and lotteries, are permitted¹;
  4. Charitable fundraising is not permitted on Library property unless authorized by the Board;
  5. 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 Library policies and the Terms and Conditions;
  6. Birthday parties, receptions, weddings and similar social events may be accommodated in designated locations, subject to the Terms and Conditions;
  7. Sales of goods are not permitted unless authorized by the Library except for
     1. food and non-alcoholic drink refreshments sold at theatres;
     2. books sold at author readings or book signings.
• 4.4 Denial of Use
• When making the Library’s Community Space Rentals available for use, the Library is committed to ensuring the dignity and safety of the public and staff without disruption to Library services, and to maintaining the security of Library property.
  1. The Library reserves the right to deny or cancel a booking when it reasonably believes:
     1. use by any individual or group will be for a purpose that is likely to promote, or would have the effect of promoting discrimination, contempt or hatred for any group or person on the basis of race, ethnic origin, place of origin, citizenship, colour, ancestry, language, creed (religion), age, sex, gender identity, gender expression, marital status, family status, sexual orientation, disability, political affiliation, membership in a union or staff association, receipt of public assistance, level of literacy or any other similar factor;
     2. use by any individual or group will be for a purpose or action, that is contrary to the law or any of the Library's policies or Rules of Conduct, including violent, threatening, abusive, harassing, disruptive or intrusive language or conduct;
     3. there is 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;
     4. use by individuals, clubs, groups and organizations is intended to establish the Library as a permanent location for their activities, including establishing offices in Library meeting rooms;
     5. use will include gaming or games of chance, including bingo and lotteries.
  2. The Library requires potential users of Community Space Rentals to confirm that they will not be conducting any business or activities that are in violation of 4.4(a)(i) of this policy, the Criminal Code of Canada (including hate propaganda laws) or the Ontario Human Rights Code.
  3. 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 and NYCL Concourse Event Space

1. Designated Event Spaces, as identified in Appendix 2, Appendix 3 and Appendix 4 are made available for rental to the public for the purpose of generating revenue for the Library;
2. 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. 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. 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. For Event Spaces, except the Appel Salon and the NYCL Concourse Event Space, fees are specified in Appendix 2;
   3. For all Event Spaces, there are two fee categories:
      1. Commercial;
      2. Not-for-Profit: registered charitable organizations, incorporated non-profit organizations, and City of Toronto corporate events.
   4. The fees for the Appel Salon are specified in Appendix 3;
   5. The fees for the NYCL Concourse Event Space are specified in Appendix 4;
   6. The schedule of fees for all Event Spaces will be reviewed regularly.
3. 5.3 Conditions of Use
   1. Permission to use these facilities does not imply any endorsement of the aims, policies or activities of any group or individual;
   2. All meetings and events must be conducted in a manner consistent with the Library's Rules of Conduct, and according to the Terms and Conditions, as they may be amended from time-to-time;
   3. The primary purpose of the event cannot be gaming or games of chance;
   4. 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 Library policies and the Terms and Conditions;
   5. Birthday parties, receptions, weddings and similar social events may be accommodated in designated locations, subject to the Terms and Conditions.
4. 5.4 Denial of Use
5. When making the Library’s Event Space Rentals available for use, the Library is committed to ensuring the dignity and safety of the public and staff without disruption to Library services, and to maintaining the security of Library property.
   1. The Library reserves the right to deny or cancel a booking when it reasonably believes:
      1. use by any individual or group will be for a purpose that is likely to promote, or would have the effect of promoting discrimination, contempt or hatred for any group or person on the basis of race, ethnic origin, place of origin, citizenship, colour, ancestry, language, creed (religion), age, sex, gender identity, gender expression, marital status, family status, sexual orientation, disability, political affiliation, membership in a union or staff association, receipt of public assistance, level of literacy or any other similar factor;
      2. use by any individual or group will be for a purpose or action that is contrary to the law or any of the Library’s policies or Rules of Conduct, including violent, threatening, abusive, harassing, disruptive or intrusive language or conduct;
      3. there is 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;
      4. use by individuals, clubs, groups and organizations is intended to establish the Library as a permanent location for their activities, including establishing offices in Library event space;
      5. the primary purpose of the event is gaming or games of chance.
   2. The Library requires potential users of Event Space Rentals to confirm that they will not be conducting any business or activities that are in violation of 5.4(a)(i) of this policy, the Criminal Code of Canada (including hate propaganda laws) or the Ontario Human Rights Code.
   3. 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.

6. Reconsideration of a Community and Event Space Rental

• 6.1 The Library believes that a vital society encourages members of its community to actively participate in an open exchange of ideas and opinions.
• 6.2 The content or manner of expressing ideas in community or event space rentals that meets the purpose of this policy, may, on occasion, be considered to be offensive by other Library customers. The Library recognizes the right of any individual or group to not attend at a community or event space rental, but does not accord to any individual or group the right to restrict the freedom of others to express their views or ideas during their community or event space rental.
• 6.3 TPL welcomes suggestions, compliments or feedback about library services in accordance with the Customer Service Feedback Standards & Practices.
• 6.4 Library customers who object to a specific community or event space rental may submit a written request for reconsideration, if they feel that the content of the community or event space rental is not consistent with the criteria outlined in this policy or with TPL's Intellectual Freedom and Equity Statements.
• 6.5 Requests for reconsideration will be considered by staff and a response communicated to the customer who submitted the request following completion of a staff review. The community or event space rental will proceed while the request is being reviewed.
• 6.6 If the customer who submitted the request is not satisfied with the response, they may submit a written request within seven days of the response, to have the response reviewed by the City Librarian, whose decision shall be final. This may occur after the event has taken place.
• 6.7 An annual report on intellectual freedom challenges to Library materials and services is provided to the Toronto Public Library Board.

Accountability

The Director, Service Development & Innovation is responsible for ensuring the policy is implemented and enforced.

Appendix 1

COMMUNITY SPACE RENTAL FEE SCHEDULE

• Fees are adjusted for inflation annually.
• Rental fees apply during open hours of the requested library.
• After hour fee of $28.41/hour will apply for all bookings outside open hours of the respective location.
• There may be an additional charge for security/custodial services.
• All fees exclude applicable taxes such as HST.
• Other equipment is available at some locations for an additional charge.

Appendix 2

Event Spaces Rental Fee Schedule (except Appel Salon and NYCL Concourse Event Space)

^*Rental fees are doubled on public holidays. Public Holidays include: New Year’s Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Simcoe Day, Labour Day, Thanksgiving Day, Christmas Day, Boxing Day

^**Not-for-Profit fees apply for Registered Not-for-Profit, Charities and City of Toronto Corporate events

• Rental fees are market-based and adjusted for inflation annually.
• Additional charges apply for set up and take down.
• All fees exclude applicable taxes such as HST.
• Rental fees include use of the inventory of tables and chairs at some event spaces.
• Extended access will be granted as needed and is subject to an hourly fee consistent with room rental + additional labour costs.
• Other equipment is available at some locations for an additional charge.
• There may be an additional charge for security/custodial services.

Appendix 3

The Bram & Bluma Appel Salon Rental Fee Schedule

^*all rental fees are doubled on public holidays. Public Holidays include: New Year’s Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Simcoe Day, Labour Day, Thanksgiving Day, Christmas Day, Boxing Day

^**Not-for-Profit fees apply for Registered Not-for-Profit, Charities and City of Toronto Corporate events

• Rental fees are market-based and adjusted for inflation annually.
• Additional charges apply for set up and take down.
• All rental fees exclude applicable taxes such as HST.
• Rental fees include use of the Appel Salon’s inventory of tables and chairs.
• Extended access will be granted as needed and is subject to an hourly fee consistent with room rental + additional labour costs.
• Other equipment is available for an additional charge.
• There may be an additional charge for security/custodial services.
• Noise restrictions apply on the outdoor terraces after 11 pm daily.

Appendix 4

NYCL Concourse Event Space Rental Fee Schedule

^** all rental fees are doubled on public holidays. Public Holidays include: New Year’s Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Simcoe Day, Labour Day, Thanksgiving Day, Christmas Day, Boxing Day

^**Not-for-Profit fees apply for Registered Not-for-Profit, Charities and City of Toronto Corporate events

• Rental fees are market-based and adjusted for inflation annually.
• Additional charges apply for set up and take down.
• All rental fees exclude applicable taxes such as HST.
• Rental fees include use of the NYCL Concourse Event Space’s inventory of table and chairs.
• Extended access will be granted as needed and is subject to an hourly fee consistent with room rental + additional labour costs.
• Other equipment is available for an additional charge.
• There may be an additional charge for security/custodial services.

¹Gaming in this policy refers to activities covered by the Ontario Gaming Control Act and sections 201 and 202 of the Criminal Code of Canada