Free Community Boardroom Use Policy

The Boardroom is available as a free community meeting space to support local residents, community groups, clubs, and non-profit organizations. The intent of this program is to provide an accessible place for community-based meetings and activities that do not generate private or commercial revenue.

Use of the Boardroom is subject to the following rules and conditions.

1. Who May Use the Boardroom for Free

Free use of the Boardroom is available to:

• Community members organizing non-commercial community meetings or activities.

• Registered non-profit and charitable organizations.

• Informal community groups, clubs, committees, and volunteer organizations.

• Community initiatives that are not operated for private financial gain.

Approval of free use is at the discretion of facility management.

2. Organizations Not Eligible for Free Use

The following organizations and activities are not eligible for complimentary use of the Boardroom:

• For-profit businesses, companies, corporations, or commercial organizations.

• Individuals conducting business or commercial activities.

• Political parties, constituency associations, election campaigns, candidates, or political organizations.

• Municipal, provincial, or federal government departments, agencies, boards, or organizations.

• The City, Rural Municipality, or their departments, committees, agencies, or affiliated government bodies.

Organizations using the Boardroom as part of a larger paid rental elsewhere in the facility.

These organizations may still book the Boardroom, subject to availability, at the applicable rental rate.

3. No Paid Admission or Revenue-Generating Events

The free community Boardroom may not be used for an event or activity where attendees are required to pay to participate.

This includes:

• Admission or entrance fees.

• Registration fees.

• Tickets.

• Mandatory participation fees.

• Required purchases as a condition of attendance.

Events that are primarily commercial, promotional, sales-based, or intended to generate private profit are not eligible for free use.

Fundraising activities or meetings associated with fundraising initiatives must receive prior approval from facility management.

4. Boardroom Cannot Be Added Free to Another Rental

Complimentary Boardroom use is intended to support independent community meetings and is not included as a free additional room with other facility rentals. If an organization or individual is renting another room, hall, theatre, meeting space, or other area of the facility for an event, the Boardroom must be included as part of the rental agreement and applicable rental fees will apply.

The free Boardroom program cannot be used to avoid or reduce room rental charges associated with a larger event.

5. Booking and Availability

• The Boardroom must be reserved in advance.

• All bookings are subject to availability and approval.

• A responsible contact person must be identified for every booking.

• The person making the booking is responsible for ensuring everyone attending follows these rules.

• Bookings must include setup and cleanup time within the reserved period.

• Groups may only occupy the Boardroom during their approved booking time.

• Facility programming, previously confirmed rentals, maintenance requirements, and operational needs may take priority.

Management reserves the right to limit recurring bookings to ensure the space remains available to a broad range of community users.

6. Appropriate Use of the Space

Users must:

• Treat the room, furnishings, equipment, staff, volunteers, and other facility users respectfully.

• Keep activities contained within the Boardroom unless additional areas have been specifically booked.

• Follow the posted occupancy limit.

• Maintain reasonable noise levels.

• Ensure entrances, exits, corridors, and accessibility routes remain clear.

• Follow all applicable fire, health, safety, and facility regulations.

Activities that are dangerous, unlawful, disruptive, discriminatory, threatening, or likely to damage the facility are prohibited.

7. Room Setup and Cleanup

Groups are responsible for leaving the Boardroom in the same condition in which they found it.

At the end of the booking:

• Tables and chairs must be returned to their original arrangement unless otherwise directed.

• Garbage and recycling must be placed in the appropriate containers.

• Food, beverages, decorations, papers, and other materials brought into the room must be removed.

• Spills or other issues should be reported to staff.

• Nothing may be attached to walls, doors, windows, ceilings, furniture, or equipment without prior permission.

Additional cleaning or damage resulting from a booking may result in charges to the person or organization responsible.

8. Food and Beverages

Food and non-alcoholic beverages may be permitted subject to facility rules. Alcohol may not be brought into or consumed in the Boardroom unless specifically authorized in advance and all applicable licensing and facility requirements have been met.

9. Equipment and Facility Property

Facility furniture and equipment must remain in the Boardroom unless staff authorize otherwise. Users are responsible for any facility equipment made available to them during their booking and may be charged for damage, loss, or extraordinary cleaning. Personal belongings and equipment must be removed at the end of each booking.

The facility is not responsible for lost, stolen, or damaged personal property.

10. Children and Youth

Where children or youth are present, the booking organization or responsible adult is responsible for appropriate supervision. Children may not be left unattended in the Boardroom or elsewhere in the facility. Organizations working with children or vulnerable persons are responsible for ensuring they meet any legal, insurance, screening, or supervision requirements applicable to their activities.

11. Cancellations and No-Shows

Groups that no longer require their booking are expected to cancel as early as possible so the room can be made available to others. Repeated no-shows, late cancellations, misuse of the room, or failure to follow these rules may result in future booking privileges being limited or suspended.

12. Liability and Damages

Users are responsible for their own activities and for the conduct of participants attending their booking. The individual or organization booking the room may be held financially responsible for damage to the room, furniture, equipment, or other facility property resulting from their use.

Depending on the nature of the activity, proof of appropriate insurance may be required.

13. Misrepresentation of a Booking

Free Boardroom use is granted based on the information provided when the reservation is made.

A booking may be cancelled or charged the applicable rental rate if:

• The purpose of the booking was misrepresented.

• A commercial, political, governmental, or otherwise ineligible organization is determined to be the actual user of the room.

• Admission or participation fees are being collected contrary to this policy.

• The Boardroom is being used in conjunction with another facility rental without being included in that rental agreement.

14. Management Authority

Facility management reserves the right to:

• Approve or decline any request for complimentary Boardroom use.

• Determine whether an organization or activity qualifies under the free community meeting space program.

• Relocate or cancel a booking when required because of facility operations, safety concerns, emergencies, or exceptional circumstances.

• Charge the applicable rental rate where a booking does not meet the requirements for complimentary use.

• Suspend booking privileges where these rules are repeatedly or seriously violated.

• The availability of the Boardroom at no charge is a community service and does not create an entitlement to use the space.

Our Goal

The Free Community Boardroom is intended to provide residents, volunteers, clubs, and non-profit organizations with an accessible place to meet, organize, collaborate, and strengthen our community. We appreciate everyone helping us keep the space welcoming, affordable, clean, and available for the entire community.