Room Reservations

There are three options for room reservations:

• Study Rooms: These are small areas meant for one or two people. They provide a quiet space to study or work. You can reserve same day and come into the library to use this space. These spaces are free to use.
• Meeting Rooms: These are larger spaces ideal for a group of people to meet. Some of these rooms include equipment and other resources you may use. Meeting room reservations require a minimum of 72 hours notice and completing some additional steps to finalize the room reservation.

• Memory Lab: This special space allows you to digitize old format items like photos, slides, cassettes, and video. Use the equipment available to convert your precious memories into formats accessible by modern technology. Up to two people can work in the space together at one time. Teens and children under 18 years of age can use the space but special conditions apply.

There are two ways to reserve a room:

1. Visiting our online Reserve a Room calendar

• Pick your Booking Type (see the FAQ on this page for more details)
• Search for options by selecting a date and location(s)
• Find your space, and click on the green squares to pick your time
• Once you are happy with your selection, click on Choose and complete the form
• Study Room reservations will be approved immediately. Staff will contact you with additional steps when you reserve a Meeting Room or the Memory Lab.

2. Contact any Region of Waterloo Library branch or Ask a Librarian

• Library staff will be happy to place a reservation for you, or guide you through the process if you require assistance

Anyone in the community over the age of 18 can reserve a library space! Please note teens and children under 18 years old have special conditions when reserving the Memory Lab:

• Individuals aged 16-17 may use the equipment independently, but a parent/guardian over 18 must sign the Use Agreement
• Children 15 and under may use the equipment, but must have the Use Agreement signed by a parent/ guardian over 18, and must be accompanied by the person who signed the Use Agreement

Booking Type is important because it determines what spaces are available for you to reserve, as well as the parameters around reserving (such as space rental cost). It is important that you pick the correct booking type.

Study Rooms and Memory Lab are always free to use. There is no charge for room reservations by Individual Use / First Nations, Metis and Inuit Community Groups / Region of Waterloo and Township Programs.

How can I pay for my room reservation?

Room reservations can be paid by cash or cheque in-person at any Region of Waterloo Library branch, or by credit card online from the link you will receive in your confirmation email.

Cheques should be made payable to the Region of Waterloo Library. 

Why do I have to fill out the Memory Lab Use Agreement when registering for the Memory Lab?

We have each person reserving the Memory Lab fill out this form for a few reasons:

1. To make sure they understand the Terms and Conditions required to be followed when using the space.
2. To ensure patrons are aware they are using Third Party equipment and software, and the resulting privacy limitations.
3. To confirm, the need for a parent/guardian to be responsible for teens and children under age 18 using the space
4. To ensure, a parent/guardian will accompany and assist children 15 years and younger with the Memory Lab

What is the room capacity for each space?

How can I track my room reservations? 

You can see a list of your Room Reservations in My Reservations. From here, you can easily see all of your reservations plus whether or not library staff have approved them.

Why do I have to pick a room layout when reserving a meeting room?

The room layout determines the capacity of the room. When you select a layout, our room reservation system will tell you how many people you can have in that room at one time.

Why do I have to fill out a ‘Region of Waterloo Library Request for Room Reservation and Acknowledgement of Terms and Conditions’ form when reserving a meeting room?

We have each person reserving a meeting room fill out this form for two reasons:

1. To make sure they understand the Terms and Conditions required to be followed when using the space.
2. To confirm the cost of renting the meeting room if a fee applies.

Why is the library using DocuSign for the ‘Region of Waterloo Library Request for Room Reservation and Acknowledgement of Terms and Conditions’ form?

What are the Terms and Conditions for reserving a room at the library?

Region of Waterloo Library Room Use Terms and Conditions

1. All Applicants must complete and sign the Region of Waterloo Library Request for Room Reservation Form.
2. All Room reservations require a minimum notice of two business days. Room reservation requests received less than 2 business days prior to the requested date are not guaranteed. No Room reservation is guaranteed, regardless of notice, until payment is received in full (Township Municipalities within the Region of Waterloo excepted). The Region of Waterloo Library reserves the right to refuse an application and also to cancel any reservation at its discretion, without any liability whatsoever to the Region of Waterloo Library.
3. In the event of a cancellation, the Applicant is required to notify the branch where the room is reserved as well as Library Headquarters (libhq@regionofwaterloo.ca) via email. 
   • Cancellation requests received more than 2 business days prior to the reservation date will be offered either a full refund, or the funds may be applied toward a future reservation date that is identified as mutually agreeable to both the Region and the Applicant, within the current calendar year.
   • Any cancellation request received less than 2 business days prior to the reservation date will not be refunded, but may be applied toward a mutually acceptable future reservation date, within the current calendar year.
   • Full refunds, or the application of paid room reservation fees toward a future date, shall be offered in the event that the Region initiates the cancellation, or may occur at the discretion of Library Management in the event of extenuating circumstances.
   • All approved cancellation refunds will be paid to the Applicant in the same format in which they were received. Please allow a minimum of one month for cheque refunds.
4. All Rooms are to be cleared by a predetermined time set by library personnel according to group’s Agreement. The Applicant will be solely responsible to supervise and control all persons in attendance at the function, to restrict such persons to the Facility, and to abide by the capacities for persons posted or made known for the Facility, including the Room.
5. The Applicant will be required to indemnify the Region of Waterloo Library against all claims of any nature and kind, (including but not limited to, bodily injury, property damage, lost or stolen property, COVID-19 or any other communicable viruses claims),  and costs which may arise out of or by reason of the granting of the use of facilities; and against damage, infringement of royalty rights, slander, sedition and subversion which may occur as a result of, but not limited to, public performances, written documents or speeches, together with any costs which may arise in connection therewith.
6. The Region of Waterloo Library guarantees the right of free expression by making available the Room to all individuals, groups and organizations whose programs are consistent with the intent of the Canadian Charter of Rights and Freedoms, the Ontario Human Rights Code, and the Ontario Anti-Racism Policy. The Region of Waterloo Library reserves the right to refuse rentals to groups who are not compliant with this legislation or policy, Region of Waterloo Library Policies or any other applicable laws.
7. The Region of Waterloo Library does not necessarily endorse or recommend the positions, views, programs or policies of the Applicant who is using the Room, and does not necessarily support statements made during meetings in Room.
8. The Region of Waterloo Library reserves the right to request that the Applicant that is using the Library facility shall purchase and maintain liability insurance at their expense. Staff will advise if this is necessary. Such coverage shall consist of a comprehensive policy of public liability and property damage insurance in an amount of not less than $2,000,000 per occurrence. Such insurance shall name The Regional Municipality of Waterloo as an additional insured thereunder and shall be endorsed to include a Cross Liability Endorsement with a Severability of Interests Clause, and Blanket Contractual Liability. If required to purchase such insurance, the Organization shall forward a Certificate of Insurance evidencing this insurance prior to the use of the Library facility. This Certificate shall also state that coverage will not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail to the Region.
9. Applicants using Library facilities for display purposes shall enter into a separate agreement with the Region regarding such display purposes.
10. Applicants shall not undertake any action that would cause the Region of Waterloo Library’s insurance to be voided or voidable. Furthermore, the Applicant shall not engage in any activities or behaviors that would violate any policies of the  Region of Waterloo Library.
11. Rooms are only available during library hours and as approved by the Region of Waterloo Library.
12. Refreshments may be consumed in the Room space only, and such consumption must be in compliance with all applicable laws, including without limitation Provincial Public Health laws and requirements of the Region of Waterloo Public Health Unit.  The Applicant will bring all necessary items e.g. cups, plates, food and beverages. Alcohol is forbidden to be brought on or consumed in the Facility. The Applicant shall not bring to the Room or use any cooking or electrical devices such as slow cookers or hot plates.  The Applicant is responsible for setting up the Room according to the needs of the event and must restore the furniture and the Room to its original condition afterwards, at its sole cost.
13. The Applicant using the Room is responsible for its own publicity. The Region of Waterloo Library cannot be named as a sponsor if it is not co-sponsoring the event. The word “Library” shall not appear in any publicity for an event, whether digital, verbal, or printed so as to imply that the Region of Waterloo Library is promoting, endorsing or sponsoring the event, unless the Library is a co-sponsor. This includes, but is not limited to, the use of the word “Library” for the purpose of location identification in any and all event publicity.
14. Goods may not be sold out of the Room without prior approval of the Manager, Library Services, Region of Waterloo Library. External vendors and other parties are prohibited from soliciting and canvassing on Regional premises, unless authorized by the Chief Administrative Officer.
15. Rooms come equipped with tables and chairs. Some have kitchen facilities and TVs. Public WiFi is available in all locations. 
16. The Room is provided on an “as is” basis. The Applicant shall inspect the Room report any damage to the Region prior to its use. The Applicant is responsible for the repair of any damages to the Room equipment, Room furnishings or Facility, at its sole cost. No decorations or other objects shall be applied by the Applicant to any painted surface of the Room, including but not limited to walls and doors, using any fastening device, including but not limited to tape or nails. All decorations shall be removed from the Room and any tables, chairs and / or other furnishings will be repositioned as found or as otherwise directed by Region of Waterloo Library staff (if applicable). Where additional cleaning of the Facility or Room is deemed necessary by the Region, a clean-up charge will apply to the Applicant.
17. It is the responsibility of the Applicant to pay to Entandem any and all fees for any copyrighted music played or performed during the rental period. Entandem is the Canadian copyright collective that administers the performing rights of composer, author and music publishers by licensing the use of their music in Canada. Noise levels will not be allowed to the extent that they interfere with the enjoyment of other guests to the Region of Waterloo Library.
18. In addition to any rules and regulations that may be prescribed by the Region of Waterloo from time to time which the Applicant shall be bound by, the following activities are not permitted at or in the Facility or Room:

• Smoking;
• Provision or consumption of alcoholic beverages;
• Non-licensed gambling or gaming activities;
• Nudity including exotic dancers and performers;
• Pornographic materials of any sort;
• The posting / displaying or promotion of offensive material, the nature of which will be determined solely at the discretion of Regional staff;
• The use of copyright material without proper authorization, including but not limited to films, videos, DVDs, music, etc.;
• The use of confetti, helium balloons, fireworks, or candles on or in the Facility or property unless approved in writing by the Region in advance;
• The use of ceremonial fires on or in the Facility or property unless approved by the applicable Fire Department in advance, upon written application and approval for ceremonial burn; and
• Any other activity that, in the sole opinion of Regional staff is deemed inappropriate.

19. It is the sole responsibility of the Applicant as the event organizer, to ensure that all Applicant guests adhere to Regional and Provincial requirements related to any Public Health measures, currently in effect on the day of the Room use.

20. The Applicant shall comply with all applicable federal, provincial and municipal laws, rules, orders, regulations, and by-laws in respect of the performance of this Agreement and shall furnish proof of such compliance as required by the Region from time to time.

21. This Agreement may be amended only by written agreement between the parties.  No amendment of any of the terms or provisions of the Agreement shall be deemed valid unless it is in writing.

22. This Agreement shall be construed and enforced in accordance with, and the rights of the parties shall be governed by, the laws of the Province of Ontario and the laws of Canada applicable therein.  All amounts of currency stated in this Agreement shall be deemed to be exercised in Canadian dollars unless otherwise indicated herein.

23. Each of the parties is an independent contractor retaining complete control over and complete responsibility for its own operations and employees.  The Applicant is not and shall not hold itself out to be an agent, legal representative, partner, subsidiary, joint venturer or employee of the Region of Waterloo Library, and the Applicant shall have no right or power to and shall not bind or obligate the Region of Waterloo Library in any way, manner or thing whatsoever or represent that it has any right to do so.

24. In the event of any expiration or termination of this Agreement for any reason whatsoever, the provisions of this Agreement that by their nature extend beyond the expiration or termination of this Agreement will survive and remain in effect until all obligations are satisfied.

25. By signing this Agreement the Applicant represents and warrants that it is at least 18 years of age if signing as an individual, or if signing on behalf of a corporation that the authorized signatory(s) is/are at least 18 years of age .