Town Hall Facility Rentals

Image of Oakville's Town Hall.

The Town of Oakville provides meeting rooms at town hall for non-profit, charitable and community organizations. The allocation policy for meeting rooms includes first priority rating for all Town of Oakville business operations.

Please note that Town Hall will be closed on all statutory holidays and between December 25 to January 1 each year.

Review the Town Hall User Guide (PDF, 176 kB), and/or the Town Hall Room Request Form (PDF, 90 kB) as applicable.

Click on the headings that follow or visit the Facility Rentals page for additional information and requirements.

Questions? Call Facility Booking at 905-815-5989 or email bookafacility@oakville.ca.

How do I request a Town Hall permit?

A timetable for request submissions and permit confirmation deadlines is set annually. Current clients, in good standing, will be contacted and requested to submit their requirements before each season's deadline.

Download the appropriate application and submit it according to the following timelines:

Fall/winter — September 1 to June 30
Submission deadline — March 30
Confirmation deadline — April 30

Spring/summer — July 1 to August 31
Submission deadline — November 15
Confirmation deadline — December 15

Completed request forms should be forwarded to:

Town of Oakville Recreation and Culture Department
ATTN: Booking Clerk
1225 Trafalgar Road
Oakville, ON  L6H 0H3
bookafacility@oakville.ca
Phone: 905-815-5989
Fax: 905-338-4188

Casual permits

Short-term, single use or spot bookings are available following the permit confirmation deadline date for each season, on a first-come, first-serve basis, in conjunction with the facility allocation policy. Permits are confirmed when signed by an authorized representative. Confirmed permits require full payment or approved monthly payment plan for the period of the scheduled bookings. Complete a facility request form and return to bookafacility@oakville.ca.

What else do I need to know?

  • All permits must be signed and paid in full at the time of booking to reserve location(s).
  • All meetings must be open to the public.
  • Room set up sheets must be completed and returned at least one week prior to booking date.
  • Bookings may require a damage deposit due at the town’s discretion.
  • Requests for technology can be accommodated for bookings on Tuesdays, Wednesdays and Thursdays. All requests for technology equipment including access to PA systems, projectors, screens, microphones, etc. must be requested at the time of booking, and may be dependent on amenities specific to the permitted room. ONSITE REQUESTS CANNOT BE ACCOMMODATED. Permit holders are responsible for bringing their own laptops/computer equipment.
  • Events with recorded or live music are required to pay legislated applicable music licensing fees. Visit www.socan.ca and www.resound.ca for details.
  • Public Wi-Fi is available throughout Town Hall.
  • White boards are available in some meeting rooms, markers not supplied.
  • Billing will occur for additional cleanup, damage, or overrun meetings.
  • No food or beverages of any kind can be brought into Town Hall. Any food or beverages must be arranged through the contracted Town Hall caterer operating Acorn Grill. For more information, please call 905-845-6601, ext. 3015.
  • All approved licensed functions are required to provide proof of valid liquor license, and copies of server’s Smart Serve certificate(s) at a ratio of 1:100 patrons. Visit www.smartserve.org for details.


Rates and fees (per hour)

Council approves rental fees annually based on current market trends, base rates/fees and current budget requirements. The rates are subject to change pending Council approval. All rates include applicable taxes and surcharge.

Rates will vary depending on the size of the room, length of the rental, the amenities available, the type of activity and the number of people.

The following rates are in effect as of September 1, 2016.

Rates and Fees

Meetings

Small: $27.75
Medium: $34
Large: $47

Commercial meetings

Small: $41
Medium: $47.49
Large: $62

Social

Small: $26
Medium: $55.51
Large: $62

Commercial social

Small: N/A
Medium: $81.50
Large: $89

Licensed

Small: $68
Medium: $68
Large: $88.75

Commercial licensed

Small: $95
Medium: $96
Large: $115.50

 

Other fees

Security: $44.47/hr
Building operator: $57.81/hr
Cleaners: $40.12/hr