Booking Space
To find out about booking space at St. Andrew's contact our property coordinator, Dan Ferguson, at the church office. dferguson@standrewsunited.com
The Trustees of St. Andrew’s Congregation of
The United Church of Canada at Toronto
USE OF SPACE AGREEMENT
PREAMBLE
It is the policy of the Trustees that the physical space and resources of the St. Andrew’s Church shall be used in a manner consistent with the Vision of the Congregation, namely:
To be a model for a successful, diverse, inclusive urban congregation.
To be achieved by:
· inspiring relevant worship;
· caring for each other;
· offering opportunities for learning;
· inviting participation;
· using our resources responsibly; and,
· engaging our surrounding community.
USE OF SPACE AGREEMENT
This is a Use of Space Agreement (“Agreement”) made between the Trustees of St. Andrew’s Congregation of the United Church of Canada at Toronto (“St. Andrew’s”) and the User designated in Schedule “A” to this Agreement (“User”).
In consideration of the payment to be paid by the User or other consideration as set out in Schedule “A”, St. Andrew’s gives the User the use of the premises described in Schedule “A” located at 117 Bloor Street East, Toronto, Ontario.
SPACE TO BE USED
1. The space to be used and dates and times of use by the User is described in Schedule “A”.
RENT AND PAYMENT OF RENT
2. The amount of room and space rental fees to be paid by the User, if applicable, is set out in Schedule “A”. Rehearsals, preparations and set-up/clean-up time must be included in the hours booked. Room rental rates may be subject to change without notice.
3. A room rental fee covers the use of the room(s) for the time(s) specified. Full payment, including damage deposit and proof of insurance, is required at least one week prior to an event.
4. Where a series of bookings for use of space have been arranged, the User may be invoiced on a quarterly basis.
5. Payment may be made by cash, cheque or credit card.
ADDITIONAL CHARGES
6. Requests for equipment, services or additional use or hours which have not been included in Schedule A cannot be guaranteed. When it is possible to meet additional requests, appropriate charges will apply for all use of space or services rendered.
CANCELLATIONS
7. Any booking cancelled after the issuance of the invoice is subject to a cancellation fee of 10%.
8. If a booking is cancelled on the day of the expected use or if the user fails to notify St. Andrew’s of its desire to cancel a booking, full payment will be due.
9. St. Andrew’s may cancel a booking without penalty should an unexpected congregational need arise.
EQUIPMEMENT RENTAL
10. Equipment available for rental includes:
· Microphones
· Overhead projectors
· Slide projector
· Flip Charts
· Easels
· Television
· VCR
11. Rented equipment must not be left unattended. A designated representative of the User must sign for and take responsibility for the return, in good condition, of the rental equipment.
LIQUOR LICENCE
12. Alcoholic beverages are allowed on church premises. A $300.00 damage deposit is required if serving alcoholic beverages. The User must obtain a Special Occasion Permit from the LLBO and to follow the specifications required. A copy of this permit must be submitted to the Office Secretary one week prior to the scheduled event. The User is responsible for ensuring that the service and consumption of alcohol is conducted responsibly. The consumption of alcoholic beverages is restricted exclusively to the room rented. 'Last call' must be 30 minutes before the end of the event.
DAMAGE DEPOSIT
13. A $300.00 damage deposit is required from any group where attendance is expected to exceed 100 persons.
CLOSING HOUR
14. The building does not stay open beyond 11:00 PM. By this hour, all functions must close and guests depart the premises in a manner respectful to the neighbours. Special permission must be obtained for any booking extended beyond 11:00 PM.
LIABILITY
15. St. Andrew’s makes efforts to ensure personal and property safety and security on the premises of St. Andrew’s, but users, individuals and groups must assume responsibility through their own insurance program for any accidents that may occur while using St. Andrew’s property. This applies to all areas of St. Andrew’s property including the parking lot. Special arrangements must be made at the time of booking if property is to be stored. If property is left without prior arrangement, a fee may be charged.
16. St. Andrew’s may require, as a condition of the use of space, that the User obtain event insurance in the amount of $2 million general commercial insurance. Event insurance may be obtained from Brokerforce (416-494-2696).
APPROPRIATE USE OF FACILITIES
17. Users are responsible for the set-up and clean-up of their own events. All rented rooms and adjacent facilities used by the rental group (i.e. hallways, washrooms, etc.) must be left in the same condition of repair and cleanliness as they were found upon arrival. All food, equipment and other materials belonging to the groups must be removed by the close of the rental period. This includes room decorations and party supplies. Failure to meet this latter requirement will result in additional clean-up charges and removal of materials. Special effects devices are not permitted.
18. The User must respect the capacity limits of the room or rooms used.
19. Smoking and gaming is not permitted in the building. Persons wishing to smoke must do so outside. Ash blocks are located at the entrances on Hayden Street and in St. Andrew’s courtyard.
20. Use of space does not constitute permission to use St. Andrew’s office equipment. Persons expecting deliveries of any type must be available to receive them at the church office.
21. St. Andrew’s custodial staff has authority to remove anyone for disorderly conduct. The User and the User’s guests are expected to comply with the instructions of the custodial staff in issues of rental policy and building security.
PARKING
22. Use of space does not include parking on St. Andrew’s property. Parking is available on Charles Street.
EVENT ADVERTISING AND INQUIRIES
23. Use of space does not constitute sponsorship of an event by St. Andrew’s. The phrase “sponsored by” may not be used in any promotional material unless approved by the Office Secretary. The User must provide contact information in their own advertising so that potential patrons may make inquiries directly to the User.
24. Rehearsals, preparations and set-up/clean-up time must be included in the hours booked. Rates are set out in Schedule “A” as the case may be and may be subject to change without notice.
This Use of Space Agreement is executed this _____ day of _______________, 20____ at the City of Toronto, in the Province of Ontario.
The Trustees of St. Andrew’s Congregation of The United Church of Canada at Toronto
By:
_______________________________________
_______________________________________
Print name of User / Representative of User
_______________________________________
Signature of User / Representative of User
SCHEDULE A
1. Name and address of User:
2. Business, corporate or other status of User:
3. Name and address of representative of place to be used:
4. Additional equipment to be used:
5. Rental payment:
6. Hours of use:
7. Special needs:
8. Special terms and conditions: