Use of the Meeting Room

The Library's Meeting Room is primarily used for Library purposes. These purposes include Board and Committee Meetings as well as programs for the public sponsored or presented by the Library and its staff.

However, in order to help meet community needs for meeting facilities, the Board welcomes the use of its facilities by community, cultural, and educational groups. Permission to use the Meeting Room is at the discretion of the Chief Librarian and the Library Board.

The Board has set the following priorities for community use of the Meeting Room:

  1. For meetings or programs co-sponsored by the Library;
  2. By community based volunteer or not for profit groups;
  3. By other groups.

Conditions of Use

The Meeting Room may not be used for:

  • Bingos, lotteries or games of chance;
  • By a commercial enterprise for meetings where the sole purpose is sale of products or services or recruitment of clients;
  • By groups whose aims contravene municipal, provincial or federal legislation.

The Meeting Room is not available for use on Sundays or holidays. Meeting Room use must commence during the Library's hours of operation.

Booking the Meeting Room

Groups or individuals wishing to book the Meeting Room may do so by contacting the Administrative Assistant at the Library, Monday through Friday between the hours of 9 am and 4 pm. A rental agreement must be completed and signed by an individual or authorized representative of the organization booking the facility. Payment must be made at the time of the booking.


Groups from outside Woodstock $82.50*
Groups whose purpose is financial gain $60.00*
Other groups $35.00*
*If admission is charged, the rate is doubled.

Equipment and Other Facilities

Chairs and tables, flip chart, sign and access to public washrooms are provided. No other equipment is provided as part of the rental use of the Meeting Room. Set up the Meeting Room is not provided. Users of the Meeting Room are responsible for cleaning necessitated by serving food.

Maximum Attendance

The capacity of the Meeting Room is 50 people.


Cancellation of a confirmed booking must be made 24 hours in advance in order to qualify for a refund of the booking fee.

pdfReview the Public Services policy for more details.