Facility and Indoor Asset Naming

Purpose statement 

This procedure outlines the process for naming buildings and interior rooms in corporate facilities. 

Scope 

This procedure applies to all corporate facilities owned and/or operated by the Town of Oakville, including, but not limited to, recreation centres, administrative buildings, fire halls, and works yards. 

Procedure 

Standard building naming 

  1. When the Town constructs a new corporate building, the name will be based on geographical affiliation which includes, but is not limited to, the following references:  
    1. A neighbourhood, community, or subdivision  
    2. An adjacent street  
    3. A noteworthy physical, environmental or scenic quality 
    4. Proximity to a recognizable facility or area 
    5. Topographical or ecological characteristics
  2. The recommended name of a new corporate building is presented to Council through a staff report. 
  3. Certain buildings, such as fire halls and works yards, are given standard names and are exempt from a geographical naming convention. 
  4. In certain situations, naming of buildings or building features may be in recognition of significant financial gifts. The process for naming a building or building feature in recognition of a sponsorship or donation is identified in the Town’s Corporate Grants, Sponsorship, Naming Rights and Advertising Sales Policy.

Building renaming 

  1. Established names play an important role in community identity and pride. Requests to rename a corporate building will be considered only under exceptional circumstances, such as, the location’s geographical reference has changed.  
  2. If an exceptional circumstance arises, consideration must be given to the cost and impact of changing existing signage, rebuilding community recognition, and updating records such as databases, letterhead, promotional materials, etc.  
  3. If a name change for a building is deemed necessary due to exceptional circumstances, they should adhere to the same process and considerations for naming a new building as outlined in the section above with Council approving the final name.

Room naming 

  1. To support intuitive and accessible wayfinding for all building users, interior names shall: 
    1. Use function-based names (e.g., Meeting Room 1, Art Room 2); 
    2. Follow a logical organizational structure (e.g., zone identifiers, sequential numbering within each zone);  
    3. Ensure consistency across the facility;  
    4. Be short in length, easy to spell, and easy to pronounce; and 
    5. Support internal operational needs.
  2. If naming rights for specific interior rooms are solicited by the Town, the process for naming will follow the Town’s Corporate Grants, Sponsorship, Naming Rights and Advertising Sales Policy.

Joint ownership/operation 

  1. In cases where facilities are owned by the Town of Oakville but operated by another organization, the operating organization will consult with Town staff prior to naming or renaming any space to ensure alignment with this procedure. 

Commemorative room naming  

  1. The Town may recognize local citizens or organizations by introducing a commemorative room name, provided it remains subordinate to the formal room name used for wayfinding and operations.   
  2. The formal room name (e.g., Meeting Room 1) must remain the name used on building maps, emergency plans, booking systems and directional signage. The commemorative name may appear on a secondary sign adjacent to the room entry.    
  3. Commemorative designations will be granted for a ten-year period, after which they may be revised, or removed.   
  4. Commemorative names recognize individuals, groups, or organizations that have made meaningful contributions to the community. A request for a room name should demonstrate that the proposed individual, group, or organization meets the following criteria:   
    1. Meaningful contribution to the community such as exceptional service or dedication that significantly benefited Oakville or reflecting indigenous history or heritage of the community;   
    2. Clear evidence of achievements or legacy such as outstanding in the fields of art, culture, community engagement, athletics, etc.;   
    3. Alignment with municipal values;   
    4. No reputational or ethical risk;   
    5. Logical connection to the facility.   
  5. The Town reserves the right to remove any commemorative name at any time, should conditions arise that makes the use of the name no longer in the best interest of the Town.   
  6. The approval process is as follows:   
    1. Requests must be submitted to the Town Clerk in writing (townclerk@oakville.ca) and include a rationale addressing the criteria above, supporting documentation including a detailed biography of the individual, written explanation and evidence of volunteer or career achievements as they relate to the above criteria, consent from the family or next of kin, and three letters of support.   
    2. Upon receipt of a formal request, the Town Clerk will forward the request to the Director of Facility Services.   
    3. The Director of Facility Services, or their designate, reviews requests against the eligibility criteria and applicable Town policies.   
    4. Where a proposed commemorative name is intended to reflect Indigenous history, language, culture, or heritage, the Town shall undertake consultation with appropriate local Indigenous Nations prior to approval.   
    5. If requests meet the criteria, the Director of Facility Services or their designate shall undertake a 30-day public engagement period to allow comments on the proposed name. 
    6. Following the 30-day public engagement period, the Director of Facility Services or their designate shall present a report to Council with the proposed name, information about the supporting documentation, and public engagement.  
    7. Final approval rests with Town Council.   
    8. If a request is not approved, staff shall engage the requester to provide details about the rationale for the decision.
  7. A list of commemorative names shall be maintained by the Facility Services department.

References and related documents 

Recognition Policy
Town of Oakville Corporate Grants, Sponsorship, Naming Rights and Advertising Sales Policy 
Naming Rights Procedure

Definitions 

Building: Includes all facilities owned and/or operated by the Town of Oakville, including, but not limited to, recreation centres, administrative buildings, fire halls, and works yards. 

Room: Includes all substantial components of a building including meeting rooms, auditoriums, gymnasiums, lobby areas, and other like areas.  

Responsibilities 

Facility Services Department is responsible for building and room naming and ensuring compliance with this procedure. 

The Director of Facility Services, or designate, shall be responsible for ensuring that these procedures are followed.

This website uses cookies to enhance usability and provide you with a more personal experience. By using this website, you agree to our use of cookies as described on the Privacy & Legal page.