1400 Queen Street East Toronto, ON, M4L 1C9 647-932-2177 |
[email protected] www.thevberghouse.ca
Event Space Rental Agreement APPLICANT INFORMATION First Name:
____________________________ Last Name: __________________________________
Group Name: _______________________________________ Address:
____________________________________ City/Prov:_____________ Postal: __________
Phone Number:
______________________
Email: _______________________________________
EVENT DETAILS Date of Event: ___________________________ Expected Number of Attendees: _________________ Type of Function: ☐ Art Gallery ☐ Bridal/Baby Shower ☐ Dining ☐ Film ☐ Meeting ☐ Pop-up ☐ Reception ☐ Seminar ☐ Workshop ☐ Other: ____________________________ AVAILABLE ROOMS
Weekday Rate
Meeting Room (2nd Floor) 2p - $15 | 3p - $20 | 4p - $25 | 6p - $35
Event Space (Main Floor) $65 (min 4 hr)
Weeknight Rate M - T (from 5pm)
2p - $20 | 3p - $25 | 4p - $30 | 6p - $45
$75
Weekend Rate Total Capacity Reception Dining Complimentary Kitchen Use
2p - $20 | 3p - $25 | 4p - $30 | 6p - $45 6 -
$75 - $100 50 50 25 Yes
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Event Start Time: _____________ am / pm (includes set-up time) Event End Time: ______________ am / pm (includes clean-up and guests cleared) COMPLIMENTARY EQUIPMENT REQUESTED Equipment Wooden Chairs Folding Chairs Wooden Table 5’x 3’ 4’ x 2’ Plastic Tables Sound System
Quantity Available 10 4 1 3 1
Quantity Requested
Equipment White Coffee Mugs Wine Glasses 4” Tasting Plates 8” Salad Plates Projector
Quantity Available 10 12 24 24 1
Quantity Requested
Note: Space comes with 8’ x 4’ rustic table and setti couch Requests:
My Event Check List (Please initial beside each bullet point)
☐ 50% deposit provided upon booking ☐ Balance will be processed to the credit on file 10 days prior to the event. ☐ Cancelation Policy: All deposits and balances paid are non refundable or transferable. ☐ I will be charged a late fee if I stay more then 10 minutes past my event end time. ☐ $ 250 security deposit on credit card on day of the event. This will be returned pending no damages and timely departure. Money order and cash is also accepted. ☐ LCBO special permit ( if applicable) ☐ Copy of receipt of alcohol purchased with permit (if applicable)
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Acknowledgement of Room Rental Agreement 1. 2. 3. 4. 5. 6. 7. 8.
All persons associated with the event must agree to leave the building at the times specified when the room booking arrangements are made. All premises must be left in an orderly and clean condition. Individuals / groups must abide by The VandenBerg House no smoking policy. A designated member of the group must be in charge at all times. In an emergency, such as a fire, this person will be responsible for directing the evacuation of the room The VandenBerg House is not responsible for damage, theft, or loss of articles or property belonging to the persons renting the event space. The organization of the group named on the Booking Form must agree to indemnify and save harmless the event space against all claims of any nature, kind, and costs which may arise from such use. No alcoholic beverages may be dispensed or consumed on the event space property, except on special permission of the Liquor Commission of Ontario, S.O.P. Any Freelancers and caterers working with the VandenBerg house are not employed by The VandenBerg House therefore The VandenBerg House is not responsible or reliable for any misrepresentation, miscommunication, unfinished results or any unforeseen circumstances, including cancelation relating to the client’s event. The VandenBerg House is committed to providing an excellent experience for all clientele.
Late Fee Charges:
Fees will be charged starting 10 minutes from agreed end time. $50 every 30 minutes charged in half hour increments. Please note that we have other events before and/or after the rental times which is why we have a strict late fee policy in place. I have booked access to the Event Space from ______ to ______. I understand this timeframe includes set up, take down and clean up of my event. I understand that a late fee will be charged if the Event Space has not been fully cleared and vacated by my agreed upon event end time.
Event Space Rental Policy The VandenBerg House provides a number of spaces for rent to the community for a variety of purposes. The purpose of the space rental is to: Provide educational, cultural, and leisure activities to the community beyond that which the VandenBerg House offers in order to deepen the VandenBerg House’s role as a community hub; ☐ Provide meeting and programming space as a service to the non-profit agency and the business community; ☐ Make revenue to benefit programs and services. ☐
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Regulations 1.
Rental of an Event Space does not constitute endorsement by The VandenBerg House of the renter’s beliefs or policies. Programs must not contravene the Criminal Code of Canada.
2.
The owner of The VandenBerg House reserves the right to accept or refuse a reservation or cancel any booking when in her sole discretion the event does not reflect appropriately on the VandenBerg House; and reserves the right to withdraw permission for any individual or agency for use of the rental space in the event that these regulations have been repeatedly breached.
3.
Space rental fees are approved by he owner of The VandenBerg House. Rates may be changed at her discretion.
4.
From time to time, the owner may authorize a waiver or reduction of rental fees for a specific renter in case were The VandenBerg House from a sponsorship, partnership or other relationship with an event or agency.
5.
If renter goes over event space capacity of 50 people, The VandenBerg reserves the right to terminate the contact during or/before the event. All deposits and monies paid will not be refunded.
6.
If alcohol is consumed when not permitted, The VandenBerg reserves the right to cancel the contract before or during the event. All deposits and monies paid will not be refunded.
7.
Illegal substances on the property are not permitted at any time.
8.
No booking will be confirmed until copies of the application form are returned, signed by an individual 18 years or older, accompanied by the rental fee.
By signing this agreem ent, I understand and agree:
☐ The VandenBerg House can book an event starting within 15 minutes of my event ending. ☐ The Event Space must be clear of all persons and personal effects by my booking time end. ☐ All contents of this agreement. I have read and understand the condition of the Event Space Rental Policy and Agreement. I am authorized to act on behalf of my organization or group in booking a space at The Vandenberg House. Name ______________________________ Signature ___________________________ Date _______________________________ The VandenBerg House
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The VandenBerg House thanks you in advance for your cooperation. We provide our space for our community. Staying past your event time impacts other events. We look forward to working with you to make your event a success. Parking is available on Queen Street. Free parking is available on side streets. Parking is not permitted on Vancouver Avenue.
Initials ______
Frequently Asked Questions 1.
How many bathrooms do you have? One
2.
Is your studio wheelchair accessible? Unfortunately no
3.
Can I tape decorations to the wall? Yes
4.
Can I bring food? Do you have a fridge? Yes you can bring food, but we will have to know in advance. Outside catering is allowed
5.
When can I start setting up for my event? When your rental begins. For example if you reserved from 3pm to 6pm, you would be given access to the space at 3pm.
6.
What can I expect when I show up? All of the equipment you requested will be set up in the space you have rented. There will be one dedicated staff member on hand to guide you in your set up, answer questions and ensure your event is amazing success.
7.
What does “event rental end time” mean? If your event rental end time is 5pm, for example, then this means at 5pm the space you have rented must be entirely clear of people and personal belongings. You will need to factor time into your event to ferry items to the car, pack up your food that you want to take home, take down decorations and see your guests off.
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