Purpose:
This document provides a clear step-by-step guide and checklist for Hamilton Public Library (HPL) staff managing room bookings for Partner Programs.
Partner Bookings – Overview
Definition:
Programs coordinated collaboratively by HPL staff and official partners.
Key Roles:
Requestor: HPL Partner
Moderator: Communications Department
Key Contact: Program Manager or Branch Staff
On-site Facilitator: Branch Staff and/or Programmer
Step 1: Direct Inquiries to the HPL Meeting Room Booking Page
Partner is directed to or visits the room booking page https://www.hpl.ca/articles/library-spaces-and-room-rentals.
Step 2: Review Booking Guidelines
Partner must follow HPL guidelines:
Event must serve civic, cultural, or educational purposes.
Event must be accessible and non-commercial.
Rooms must be left clean and returned to the original setup.
Step 3: Partner reviews Library Partners section and selects ‘Learn More’.
The ‘Room Bookings for Library Partners’ page (https://www.hpl.ca/articles/room-bookings-library-partners-and-city-hamilton-departments) outlines stipulations and eligibility information for booking rooms as a Library Partner. After reviewing, the partner selects ‘Explore Available Rooms’ to process to the Communico Booking Portal.
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Step 4: Booking via Communico Portal
Requests directed to HPL.ca room booking page.
Partner selects HPL Partner category from dropdown menu.
Partner selects the room, date, and time.
Library partners and City Councillors are entitled to free room bookings. City of Hamilton Departments may also book rooms, but standard room booking fees apply.
All reservations are accepted on a first-come, first-served basis and can only be made within the 90-day booking windows below. Longer-term bookings are not available to ensure priority is given to library programming and events.
Booking includes a four-hour block with built-in setup/reset time.
Chooses the required room configuration.
Step 5: Partner Submits Reservation Info
Partner provides:
Contact information.
Event title, description, expected attendance.
Technology, catering, and security info.
Step 6: Confirmation Message
On-screen confirmation appears.
Partner receives an email stating the request is under review.
Step 7: Moderator Review (Communications)
Communications receives daily booking reports.
Uses Communico Action Centre to access and review requests.
Evaluates whether the request meets booking policy. If it does not meet a partner's criteria, Communications rejects the request. If the request is from an official partner, Communications proceeds.
For Central Library: Communications approves and assigns to key contact.
For Branches: Communications forwards to Branch Manager; Branch Manager approves.
Step 8: If Request is Not Approved
Communications declines in the Action Centre, provides a reason for the decline. An automatic approval email is then sent to the requestor.
Step 9: If Request is Approved: Final Approval Email Sent
An automatic approval email is sent to the partner.
Includes arrival and event info.
Central Library: Communications assigns to key contact for coordination.
Branches: Branch Manager assigns to Staff.
Partner Room Booking Checklist
Use this checklist to prepare and coordinate approved partner room bookings.
1. Event Details
Confirm the event name for internal reference.
Confirm the branch and specific room.
Verify date and time of the event.
2. Attendance and Setup
Confirm final attendance count with the partner.
Ensure selected room accommodates the group size.
Confirm required setup style (e.g., theatre, boardroom).
Identify special furniture or accessibility needs.
3. Tech, Security, Catering*
Confirm any AV or technology requirements.
Confirm any catering plans and review clean-up expectations.
*Partner is responsible for their own room setup and running their event. The room is expected to be returned to its original configuration upon completion of the event.
4. Admin and Follow-Up
Reconfirm partner contact name, email, and phone.
Book DT or tech staff support if needed.
5. Internal Communication
Notify branch staff of booking and requirements.
Identify and share partner contact in case of emergencies or changes.
6. Post-Event
Check room condition and reset after the event.
Report any damage or issues.
Collect feedback from partner, if appropriate.