Weldon Community Room Policy

Updated: May 2025

The Community Room is a multi-purpose space for hosting Western community events. Western Libraries reserves the right to cancel bookings or restrict groups from future bookings if requestors (the person contacting the library to book the space) do not adhere to this policy.

Eligibility

University faculty, university departments and Western Libraries staff are all eligible to book the space for a workshop, guest speaker, lecture, etc.

Terms and Conditions

The following Terms and Conditions must be acknowledged and accepted before the room is booked:

In booking the Community Room, the requestor agrees to:

  1. Abide by all University policies and regulations, all Provincial and Federal laws, and City bylaws;
  2. To only use the space for the purpose stated in the booking;
  3. Western Libraries is not responsible for damages or loss of any articles belonging to the requestor or the requestor’s guests;
  4. The use of the Libraries’ spaces does not constitute an endorsement of the content or purpose of the event;
  5. Must share this policy and terms of use with the event organizing team, volunteers, and/or participant.

 

Availability

Bookings operate on a first-come, first-served basis. One type of event or group is not prioritized over another. Bookings for the academic year (September – April) can be made no earlier than June 1. Exceptions may be made for conferences and select events.

Events must start when the Weldon Info Desk is open and finish at least 30 minutes prior to the building closing. Please consult the library’s hours for up-to-date opening and closing times.

Requests for recurring events may be considered at the discretion of library staff. Check Community Room availability prior to making your request.

Check Community Room availability prior to making your request.

Non-commercial Events Only

The selling of products and services for commercial purposes is not permitted in the Community Room. Fundraising events for recognized nonprofit organizations, and community causes are permissible, subject to prior approval.

Booking Information

Requests to book the Community Room can be made via the booking request form. The following information must be included in the booking request:

  • Requester’s name and contact information
  • Name of group
  • Purpose of event
  • Date of event
  • Start and end time of event
  • Estimated number of attendees
  • Equipment being brought in (in alignment with Equipment Policy)

Technology

The room comes equipped with the following:

  • One 180-inch TV screen
  • Two 80-inch accessory TV screens
  • Computer
  • Microphones (handheld and lapel)
  • Full hybrid or video-conferencing capabilities

A manual for operating the technology is available to consult in advance. A printed copy is also available on the podium in the room. Technology support is available by advance request.

Room Setup

The room includes flexible furnishings with multiple layout possibilities, including theatre, workshop, and boardroom styles. 100 chairs and 32 rectangular tables are available.

Requestors have the flexibility to configure the furniture according to your event needs. Access to the space is available 30 minutes prior to the start of the event to arrange the furniture.

Groups are responsible for furniture set-up and takedown. Library staff are not available to help with moving furniture.

Room Access

The room can be accessed at the start of a booking. If the room is locked, please connect with library staff at the Info Desk, who can provide access to the room and any requested technology.

Groups must arrive at the start of their booking, and promptly vacate the room at the end of their booking.

Cancellations and No-Shows

The library must receive notice of event cancellation at least one week prior to the event date. If a group fails to show up for their booking with no notice of cancellation, they will be restricted from future bookings.

Capacity

The room’s seated capacity is 120 people.

Equipment and Appliances

External appliances or equipment requiring a power source (kitchen appliances, lighting, electronics, etc.) are not permitted in the space. Equipment that does not require a power source is permitted at the discretion of library staff.

Affixing items to or hanging items from surfaces in the room (walls, windows, ceiling, furniture, etc.) is not permitted.

Helium balloons are not permitted in library spaces.

Food and Alcohol

Food is permitted in the room pending approval by Western Libraries. Catering must be contracted through or approved by Western Catering and Conference Services.

All food must remain in the room due to the no-food policy in other library spaces.

Alcohol is not permitted in the room as it is not a licensed venue. To find a licensed venue, please contact Conference Services.

Therapy Animals

In accordance with Western University Policy on Pets and Therapy Animals on Campus, events with therapy animals require the written approval of the Vice-Provost & Chief Librarian.

Burning of Indigenous Traditional Medicines (Smudging)

Western Libraries supports Indigenous peoples’ rights to practice their spirituality through smudging and pipe ceremonies. Please inform the library at least one week prior to your event if it will include a smudge, including the approximate start and end time of the ceremony. This will allow the library to sufficiently notify the Fire Safety Office and avoid false fire alarms.

Damages

The requestor is required to agree to the liability waiver on the booking request form. In doing so, they agree to make restitution for any damage to the space, its contents, furniture, or equipment. If the

Library incurs any expenses related to the requester’s use of the Community Room, the requester will reimburse Western Libraries for these expenses. If, through notice of the requester or staff review of the space, it is found necessary to impose charges, pictures will be taken of the damage and/or uncleanliness and provided to the associated group with the charge.

Western departments and faculties must provide their speedcode for any facilities management charges. Facilities management charges may include cleaning fees or fees for any damages incurred.

Cleanup

Groups booking the room are responsible for ensuring the space is left in clean condition and all participants promptly vacate the room at the end of the booking. Garbage and recycling bins are available in the room. Belongings left behind in the room will be handled according to the Libraries’ lost-and-found procedures.

Groups that do not leave the room in a state of cleanliness may be restricted from future bookings and/or may be required to reimburse Western Libraries for cleaning expenses.

Event Promotion

As appropriate and where resources permit, Western Libraries may help promote the event in the following ways:

  • Share social media posts that tag @westernulibs.
  • Hang posters in our libraries that are compliant with our poster guidelines and that the event organizer drops off at the Weldon Info Desk.
  • Forward promotional email to all Western Libraries staff.

Unless Western Libraries is a formal partner for the event, the Libraries’ name may be used only to designate the location of the function

We appreciate your cooperation in adhering to these policies to ensure a positive experience for all users of the Community Room.