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Rent a Meeting Room

Rent a Meeting Room

Looking for a comfortable location for your next birthday party or business meeting? The Haldimand County Public Library offers meeting rooms at its Caledonia, Cayuga, Dunnville and Jarvis Branches, each equipped with various amenities. The rental process is quick and easy and rental fees have been set by the Library Board at affordable rates, with reduced fees for non-profit organizations and community service agencies.

Meeting Rooms & Amenities

Gertrude Haller Meeting Place

  • 84-person capacity
  • Approximate measurements: 9 metres long, 6 metres wide (30 feet long, 20 feet wide)
  • 6 tables (approx. 6 feet each) , 54 chairs
  • Mobile whiteboards and lectern
  • Kitchenette with sink
  • TV, DVD/VHS player, overhead projector
  • Flooring type: carpet

Unique feature: Secondary entrance/exits opens to the Caledonia Arena foyer – great for hockey, ringette, figure skating parties and meetings. This meeting room is available for booking outside of regular library hours.

Cayuga Library Meeting Room

  • 50-person capacity
  • Approximate measurements: 8 metres long, 6.5 metres wide (approximately 27 feet long, 21 feet wide)
  • 10 children’s chairs, 2 children’s tables
  • 4 tables (approximately 6 feet each), 50 chairs
  • Smart TV with WIFI and screen casting capabilities
  • Kitchenette with sink and coffee maker
  • Flooring type: laminate

Unique feature: A large smart TV with WIFI and screen casting capabilities makes this the perfect space to rent for your next meeting or presentation.

Garfield Disher Room

  • 50-person capacity
  • Approximate measurements: 9 metres long, 6 metres wide (30 feet long, 20 feet wide)
  • 9 tables (approx. 6 feet each), 30 chairs
  • Large drop-down projector screen with overhead projector
  • Kitchenette with sink
  • Flooring type: carpet

Unique feature: The Garfield Disher Room is available for rent outside of library hours. Our staff are happy to coordinate a rental that fits your schedule.

Please note: The Garfield Disher Room is not available for rent between Victoria Day and Labour Day due to the Summer Book Sale. 

2nd Floor Program Room

  • 50-person capacity
  • Approximate measurements: 10 metres long, 5 metres wide (34 feet long, 16.5 feet wide)
  • 3 children’s sized tables, 24 children’s sized chairs, 32 adult folding chairs and access to 9 adult sized tables (approx. 6 feet each)
  • Kitchenette with sink and refrigerator
  • Available Thursdays and Saturdays during regular library hours
  • Flooring type: laminate

Unique Feature: Floor to ceiling windows on half the walls of this meeting room give it a bright and airy feel. The perfect space for an-easy-to-clean-up birthday party!

Jarvis Library Meeting Room

  • 50-person capacity
  • Approximate measurements: 9 metres long, 6 metres wide (30 feet long, 20 feet wide)
  • 10 tables –  2 stationary (approx. 5 feet) and 8 foldable (approx. 6 feet) , 24 chairs
  • Whiteboard, flipchart and lectern
  • Kitchenette with sink and coffee maker
  • Flooring type: carpet

Unique feature: This welcoming blue meeting room is available to rent after hours. Our staff are happy to coordinate a rental that fits your schedule.

Additional Technology Available to Borrow

LCD projectors with laptops may be borrowed for presentations. Housed at the Dunnville and Caledonia branches, this equipment can be made available at all other locations upon request. Requests for additional equipment must be made at least two weeks before the meeting room booking date to ensure availability.

All library meeting spaces have access to WIFI.

Room Rental Rates

Commercial: $30 per hour, minimum $60 charge

Commerical rates apply to individuals and businesses whose intent is to sell a product or service, attract clients, or conduct other forms of business (for example, union negotiations).

Private Party: $25 per hour, minimum $50 charge

Private party rates apply to individuals or groups whose activities are private in nature, and are not receiving or expecting to receive financial compensation for any product or service (for example, birthday parties).

Tutoring/Proctoring: $25 per hour, minimum $25 charge

Tutoring/proctoring rates apply to individuals or groups who act as tutors or examination proctors with fee-paying clients.

Not-For-Profit: $15 per hour, minimum $30 charge

Not-for-profit rates apply to community groups or organizations that do not have a profit-making mandate.

Fee Payment: Rental fees must be paid, in full by cash or cheque, prior to use of the meeting room. Payment immediately preceding the booking is accepted. Companies or institutions that require an invoice will be provided one upon request. Payment receipts will also be provided upon request.

Please note: Rental fees may be waived in whole or in part at the discretion of a member of the Library Management Team for events jointly sponsored by the Library and its partners, or for groups whose mission and goals closely reflect those of the Library. These may include, but are not limited to, literacy, literary arts, arts and culture groups, as well as discussion forums on community issues. If you feel you fall under this exception, please email us at . 

Please note: Library phone numbers and email accounts are monitored during regular library hours. Completed online form or emailed enquiries will receive responses within two business days. Thank-you!

Room Rental Procedure

All potential renters of meeting room spaces must read the Meeting Room Regulations and complete a Meeting Room Booking form.  You can initiate a meeting room booking by:

  • Completing this Online Meeting Room Booking Form after which you will be contacted by Library staff for next steps,
  • Printing the Meeting Room Booking Form (PDF), completing it and bringing it into your local branch, or
  • Visiting your local branch and completing a Meeting Room Booking Form in person.

All meeting room bookings are subject to availability.

Rental Restrictions & Cancellations

Restrictions on Selling in the Library: Haldimand County Public Library board prohibits any person from conducting private/commercial business anywhere in the Library with the exception of the designated meeting room spaces at the Dunnville and Cayuga branches in accordance with municipal zoning parameters. Therefore, we can only accept commercial meeting room applications which involving selling of a product (for example, Tupperware or Scentzy parties, craft sales etc.) at the Dunnville and Cayuga Branches.

Booking Cancellations: Notification of room booking cancellation must be received by the Library a minimum of two hours prior to the commencement of the scheduled booking. Notification can be made by phone, mail or email. Failure of the renter to utilize the meeting room as booked without prior notification does not wave rental fees.

There are currently no pandemic restrictions affecting the rental and use of meeting rooms.

Oxivir, a Covid-effective antiviral cleaning spray, and paper towels are available in each meeting room for cleaning table tops, kitchenettes and high touch surfaces by renters.

Please note that changes to pandemic restrictions could result in changes to meeting room availabilities, capacities, and rules of use with little to no notice. Library staff will reach out directly to any upcoming renters if this should become the case.

Tutoring at the Library

Tutoring is an activity that relates to the library’s role as an educational support centre. Free use of the Library’s public space, however, is permitted for non-profit tutoring only. Paid tutoring must take place in a library meeting room at the scheduled rates.

Non-profit tutors are welcome to contact the library to reserve use of the meeting room by completing the Non Profit Tutors Meeting Room Form (PDF).

For-profit tutors must complete the meeting room booking form as outlined above.

Exam Proctoring

Haldimand County Public Library offers exam proctoring services. Email to book this service.

If you have questions about booking our meeting rooms, please call the library directly at 289-674-0400 and our friendly staff would be happy to provide you with more information.

Click here for library branch telephone extensions, hours and locations.