Meeting Rooms

The Okotoks Public Library has four meeting rooms available for public rental. Please remember to include time for set up and take down in your request.

Room bookings may begin no earlier and end no later than Library opening hours.

Library Hours

Meeting Room Details

RENTAL TERMS & CONDITIONS

1. Bookings must be received a minimum of 72 hours prior to the use of the room.
2. Charges for room rental will be for time booked; no refunds will be given for time not used by the renter. Payment must be received in full prior to accessing the meeting room. 
3. Bookings are considered confirmed once the renter has received a confirmation email with invoice and a copy of the rental contract.
4. Cancellations must be received within 48 hours in advance of meeting date. Cancellations received with less than 48 hours’ notice of the meeting date will be subject to a cancellation fee of 50% of the agreed upon fee outlined in this contract.
5. Please check in at the Library Customer Service desk immediately prior to booked event.
6. The room must be clean and left in the same condition as you found it. Furniture should be replaced to its original location. Any damages may be subject to additional charges. Set-up and take-down times MUST be included in rental time.
7. Alcohol and smoking are not permitted.
8. Users may not disrupt the use of the library by others. Persons using the meeting rooms are subject to OPL Public Use of Facilities. Rooms are available for outside rentals only during regular library hours. OPL is locked before and after open hours.
9. Rental is for meeting room space only. No other areas of OPL may be used for promotion or advertising.
10. OPL Meeting space cannot be rented by a business as its primary operating space.
11. Granting permission to use OPL facilities does not constitute an endorsement of the group or its beliefs by OPL.
12. OPL reserves the right to refuse or limit the use of the meeting rooms to any group.
13. OPL reserves the right to allow Library staff, maintenance, or custodians to enter the meeting room at any time.
14. OPL cannot be responsible for items left in the room. Equipment, supplies, or personal effects cannot be stored or left in the meeting room before or after use.
15. The lessee signing the contract must be eighteen (18) years of age or over and by signing this contract assume full responsibility and liability for the function and those involved in the function. Any vandalism, disruptive behaviour or extended use of allotted time may be subject to additional charges and/ or loss of privileges.
16. Lighted candles, flames, or incense are not to be used within OPL, including its meeting rooms.
17. The lessee agrees to indemnify and save harmless OPL and the Town of Okotoks from and against all claims, demands, losses, costs, damages, actions, suits, or proceedings arising out of, or in any way related to the rental of the facilities under this agreement. Without restricting the generality of the foregoing, the lessee shall be responsible for any loss or damage to the facility property or equipment, howsoever caused, arising out of the rental of the facility under this agreement.
18. Meeting room users should make the attendees aware that in case of emergency, the OPL muster point is at the picnic table area in the parking lot located to the West of the building.

If you have any questions, about our meeting rooms, please contact Sarah Lantry, Assistant Director, at 403-938-2220 ext. 2, or info@okotokslibrary.ca

Please complete the form below, to submit your request. We will respond within 2-3 business days.

Please note, completing this form, does not guarantee you a booking. The Meeting Room Coordinator, will check availability and contact you to confirm your booking.