Purpose
Hamilton Public Library (HPL) is launching a pilot program to test a new Partner Room Booking process. This brief provides staff with instructions on how to direct partner inquiries, outlines the scope of the pilot, and explains the moderation process.
Key Message
All partner room booking inquiries must be directed to the HPL website.
This pilot applies only to Central Library and Valley Park Branch.
Requests for partner bookings at all other branches must be referred to the Communications Department via email at communications@hpl.ca.
Staff Instructions
Direct partners to the HPL website:
Room booking information: Library Spaces and Room Rentals
Partner booking details: Room Bookings for Library Partners and City of Hamilton Departments
Remind partners of eligibility and guidelines:
Programs must be civic, cultural, or educational.
Events must be non-commercial and accessible.
Rooms must be left clean and reset to original setup.
Clarify pilot scope:
Partners may only book rooms at Central Library or Valley Park Branch.
Inquiries about bookings at all other branches must be directed to Communications.
How the Pilot Booking Process Works
Once directed to the website, partners will use the Communico portal to submit their room booking requests.
The partner selects HPL Partner as their category and enters the event details (date, time, attendance, setup style, technology, etc.).
All requests are automatically routed to the Communications Department for review and moderation.
Communications will:
Confirm the request meets partner booking criteria.
Approve eligible requests and assign them to the appropriate branch contact for coordination.
Decline ineligible requests and notify the partner.
For Central Library bookings, Communications assigns the request to a program manager or designated key contact.
For Valley Park bookings, Communications forwards the request to the Branch Manager for approval and coordination.
Staff Role
Branch staff: Do not process partner booking requests directly. Always refer partners to the website.
Communications Department: Reviews all booking requests through Communico, manages approvals, and coordinates with branches as needed.
Reminder
This is a pilot project. Outcomes and feedback will be reviewed to determine whether the program expands to additional branches in the future.