room rental agreement
ROOM RENTAL AGREEMENT Name:
Organization Name: (Must be name of person in charge of event)
Address w/ Postal Code: Phone: Alternate Contact: Phone: Rental Date(s):
(if applicable)
Cell Phone:
E-mail:
Cell Phone: Set-up Start Time: Rental Purpose/ Type of Event: # of attendees: Liquor Service:
E-mail: Event Start Time:
Event Finish Time:
Minors in attendance:
Please indicate specific facilities/ equipment required for event: Room(s): Kitchen Facilities: Studio Room Kitchen Rental Community Room (No Minors) Concession Run by BCA Main Hall Arena Concession (Chairs and tables are provided for all room rentals. The main hall includes up to a maximum of 95 tables and 750 chairs. Rental charges vary. Please call for quote.)
If you plan on decorating or bringing any equipment/furnishings in, please provide details here. Please also note here how many tables, chairs and garbage bins you will require for set up.
I __________________the undersigned have read and agree to be bound by this agreement and the terms and conditions for the rental of the Bowness Community Centre and Arena facility as attached hereto. If the applicant is acting on behalf of a group or organization, the undersigned applicant hereby warrants and represents that he/she executes this permit on behalf of the group or organization and has sufficient power, authority and capacity to bind the group or organization with his/her signature: Signature:
Damage Deposit Due: Proof of Security Due:
Witness:
Date:
Rental Fees Due: Liquor License Due: Proof of Insurance Due:
If you have any questions regarding your rental or your contract, please contact Sarah at (403) 288-8300.
7904 – 43 Avenue N.W. Calgary, AB T3B 4P9
www.mybowness.com Page 1
403-288-8300 [email protected]
ROOM RENTAL AGREEMENT TERMS & CONDITIONS: Payment and Cancellation Terms: Security deposit and signed contract are due in full within 7 days of booking your date. The security deposit will be refunded in full, less any charges applied for failure to meet the requirements of this contract, damage to the facility, and charges applied for extensive administrative work required for your event, within fourteen (14) days of the rental date. For multiple bookings in the same year, the security deposit may be paid forward rather than returned to renter after each rental. Rental fees are due thirty (30) days prior to the rental date. Effective September 1, 2014, payments for invoices over $1,000 must be made by cash, cheque or debit. Credit cards will not be accepted for payments over $1,000. Additionally, all past due invoices will incur a 1% per day late fee until they are paid, and a $25 fee will apply to all NSF Payments. Failure to make payment as stated herein will result in cancellation of the contract and the room rental. Rental requests on all statutory holidays and on long weekends in the months of May, June, July & August will incur an additional $300 charge. Cancellations must be done in writing to the Bowness Community Association thirty (30) days prior to the rental date. Cancellation without thirty (30) day notice will incur a 50% charge of the security deposit and cancellations without forty eight (48) hour notice will receive no refund of the security deposit. Renters Initial: General Terms & Conditions: The Bowness Community Association is a NON SMOKING FACILITY. The Bowness Community Association is not responsible for the event planning aspect of your rental ie: phone calls from caterers, decorators, rental companies, persons not listed on the contract, etc. The Bowness Community Association rents the space, deals with the renter regarding completing the contract, and rental costs and receipt of payment only, all other details are the responsibility of the renter. All renters and their guests must vacate the building by 1:00 am. Failure to do so will result in a charge of $100 for each hour that is gone past and may result in loss of security deposit. A $500 charge will be retained from the damage deposit if any false emergency calls or alarms are set off during the function including fire, medical, and police. ABSOLUTELY NO PERSONS WILL HAVE ACCESS TO THE STAGE OR BINGO EQUIPMENT. Evidence of being on the stage and using said equipment will result in the loss of the security deposit. We are unable to restrict parking for any event. No furniture or equipment is to be removed from the facility for any reason. st As of January 1 , 2014, set-up for your event is not included in the rental cost. Please ensure that your contract indicates the number of chairs, tables and garbage containers required for your event. Extra set up time will be billed at the room’s hourly rental rate, so if you require additional time to set up please ensure that you have arranged and paid for this in advance. Scotch tape, masking tape, nails, tacks are not permitted for decoration purposes. The use of any type of confetti, flower pedals, rice and candles is also prohibited. The presence of Alcohol or Gaming in the Community Centre requires that the renter comply with Alberta Gaming and Liquor Regulations. Please see section on Alberta Gaming and Liquor below. The Bowness Community Association reserves the right to cancel the event and/or retain the security deposit in the event that the renter is deceitful in any way regarding the terms of this contract including the number of attendees, presence of alcohol or purpose of the function, or in the event that the renter fails to meet any or all of the obligations within this contract. It is your responsibility as the contract signer to ensure you have met the requirements laid out in this contract. Fog machines and fireworks are not allowed in the facility or on the premises. All renters are responsible to adhere to the City of Calgary’s noise bylaws. If you do not do so, we have the right to shut your event down at any time. Failure to abide by the rules and regulations stated in this contract can result in the Bowness Community Associations on site staff calling the police to deal with issues beyond their control. Absolutely no outside furniture is to be brought into the main floor meeting room at any time. The furniture supplied with this room is the only furniture to be used in this room. Renters Initial:
7904 – 43 Avenue N.W. Calgary, AB T3B 4P9
www.mybowness.com Page 2
403-288-8300 [email protected]
ROOM RENTAL AGREEMENT
Bowness Community Association Responsibilities: Clean and maintain all public spaces and washroom facilities. Post all rules and regulations relating to patrons use in plain view of facility users. Maintain emergency telephone and first aid equipment. Provide on-site staff person that has access to all rental facilities. On site staff is responsible for opening rental areas, conducting inspections of facilities before and after function, and ensuring terms of this agreement are met. The Bowness Community Association reserves the right to terminate the event and clear the building by any means they feel appropriate including calling the City of Calgary Police department if the terms of this agreement are not met in any way or they deem the event to be out of control. The on-site staff person is NOT responsible for acting as security for the event, cleaning during the event or providing equipment for the function. The Bowness Community Association is not responsible for lost or stolen property. Renters Initial: Renter Responsibilities: Ensure the function and guests are under control at all times. Outside doors must remain closed to prevent noise from disturbing neighbours. Guests must remain inside the building unless smoking outside designated doors. Be responsible for and accept all liability for all damages caused by the function. Repairs required as a result of damages incurred at your event will be deducted from your damaged deposit at a rate of $50/hour for labour plus any costs associated with items purchased to do the repair. If damages incurred cost more than the security deposit, additional charges must be paid within thirty (30) days from the date of the event. Notify the Bowness Community Association staff of any hazardous condition or injury requiring medical attention. The renter agrees to leave the room in the same condition as it was upon arrival and to ensure the facilities are not damaged in any way. All garbage, recyclables and debris, must be removed from the event at the end of the function and placed in designated areas. The kitchen must be left in the condition it was found in when you arrived and cleaning is to be done using the cleaning supplies bucket and checklist provided. The use of cleaning supplies not provided can damage the equipment and can result in the loss of part or all of your damage deposit. The renter is responsible to obtain proof of liability insurance and provide the Bowness Community Association with a copy of this proof at least 7 days prior to the date of their event. Any renters who have booked the Bowness Community Association hall for a public event in which they will have food being served and/or prepared, must ensure that they have obtained the proper approval to do so from Alberta Health Services prior to holding their event. The renter accepts full responsibility and liability for any object or equipment brought into the building for the function including, but not limited to, third party rentals, audio/visual equipment, and all items must be removed by 1:00 am or a $100.00 a day storage fee will be charged. Report the use of illegal substances to the police. All Special arrangements must be in writing as an attachment to this document. Renters Initial:
7904 – 43 Avenue N.W. Calgary, AB T3B 4P9
www.mybowness.com Page 3
403-288-8300 [email protected]
ROOM RENTAL AGREEMENT Alberta Gaming and Liquor Commission (AGLC) Requirements: If you choose to have bar service for your event, a fee of $250 + GST and a damage deposit charge of $250 will apply along with the following stipulations: o The selling, serving and consumption of alcohol requires the proper licensing from AGLC. The renter is responsible to acquire the proper license and provide it to the Bowness Community Association forty eight (48) hours in advance for a private function and seven (7) days in advance for a public function. The original copy must be posted in the bar at all times during the event. THIS IS THE LAW AND YOU (THE RENTER) ARE RESPONSIBLE TO COMPLY WITH AGLC GUIDELINES AND POLICIES. PLEASE CALL AGLC WITH QUESTIONS REGARDING LIQUOR LICENSING. YOU WILL NOT BE ALLOWED TO HAVE LIQUOR ON THE PREMISES WITHOUT THE PROPER LICENSE!!! For all rentals involving liquor service, it is the renter’s responsibility to get the appropriate special events insurance and to provide proof of this insurance to the community centre (7) days prior to the event. Renters Initial: o Alcohol may be served up to 12:00 am and all patrons must vacate the premises by 1:00 am as per general terms and guidelines above. There are NO EXCEPTIONS to these time guidelines. o Alcohol is not to be consumed outside the rented space, especially in the hallway, public entrance, parking lot, arena or outside smoking area. o Security is required for all events with alcohol present at a ratio of one (1) security personal for every fifty (50) guests. Proof of professional security is required forty eight (48) hours prior to event. o If you are having a fundraising event with raffle tickets etc. you must acquire a license from the Alberta Gaming and Liquor Commission. Renters Initial: Hold harmless agreement: I (we) agree to indemnify and serve harmless the Bowness Community Association against all loss and damage, including damage to person or property arising from any act of negligence of ours or of any person acting on our behalf while engaged in the performance of the above rental contract with the Bowness Community Association or while in or about the Bowness Community Association buildings or premises, or arising from accident, or any injury not caused by an act of the Bowness Community Association its agents of employees, to anyone attending the event for which we have rented the facility or arising from liens or claims resulting from the performance of the contract. Renters Initial:
7904 – 43 Avenue N.W. Calgary, AB T3B 4P9
www.mybowness.com Page 4
403-288-8300 [email protected]
Organization Name: (Must be name of person in charge of event)
Address w/ Postal Code: Phone: Alternate Contact: Phone: Rental Date(s):
(if applicable)
Cell Phone:
E-mail:
Cell Phone: Set-up Start Time: Rental Purpose/ Type of Event: # of attendees: Liquor Service:
E-mail: Event Start Time:
Event Finish Time:
Minors in attendance:
Please indicate specific facilities/ equipment required for event: Room(s): Kitchen Facilities: Studio Room Kitchen Rental Community Room (No Minors) Concession Run by BCA Main Hall Arena Concession (Chairs and tables are provided for all room rentals. The main hall includes up to a maximum of 95 tables and 750 chairs. Rental charges vary. Please call for quote.)
If you plan on decorating or bringing any equipment/furnishings in, please provide details here. Please also note here how many tables, chairs and garbage bins you will require for set up.
I __________________the undersigned have read and agree to be bound by this agreement and the terms and conditions for the rental of the Bowness Community Centre and Arena facility as attached hereto. If the applicant is acting on behalf of a group or organization, the undersigned applicant hereby warrants and represents that he/she executes this permit on behalf of the group or organization and has sufficient power, authority and capacity to bind the group or organization with his/her signature: Signature:
Damage Deposit Due: Proof of Security Due:
Witness:
Date:
Rental Fees Due: Liquor License Due: Proof of Insurance Due:
If you have any questions regarding your rental or your contract, please contact Sarah at (403) 288-8300.
7904 – 43 Avenue N.W. Calgary, AB T3B 4P9
www.mybowness.com Page 1
403-288-8300 [email protected]
ROOM RENTAL AGREEMENT TERMS & CONDITIONS: Payment and Cancellation Terms: Security deposit and signed contract are due in full within 7 days of booking your date. The security deposit will be refunded in full, less any charges applied for failure to meet the requirements of this contract, damage to the facility, and charges applied for extensive administrative work required for your event, within fourteen (14) days of the rental date. For multiple bookings in the same year, the security deposit may be paid forward rather than returned to renter after each rental. Rental fees are due thirty (30) days prior to the rental date. Effective September 1, 2014, payments for invoices over $1,000 must be made by cash, cheque or debit. Credit cards will not be accepted for payments over $1,000. Additionally, all past due invoices will incur a 1% per day late fee until they are paid, and a $25 fee will apply to all NSF Payments. Failure to make payment as stated herein will result in cancellation of the contract and the room rental. Rental requests on all statutory holidays and on long weekends in the months of May, June, July & August will incur an additional $300 charge. Cancellations must be done in writing to the Bowness Community Association thirty (30) days prior to the rental date. Cancellation without thirty (30) day notice will incur a 50% charge of the security deposit and cancellations without forty eight (48) hour notice will receive no refund of the security deposit. Renters Initial: General Terms & Conditions: The Bowness Community Association is a NON SMOKING FACILITY. The Bowness Community Association is not responsible for the event planning aspect of your rental ie: phone calls from caterers, decorators, rental companies, persons not listed on the contract, etc. The Bowness Community Association rents the space, deals with the renter regarding completing the contract, and rental costs and receipt of payment only, all other details are the responsibility of the renter. All renters and their guests must vacate the building by 1:00 am. Failure to do so will result in a charge of $100 for each hour that is gone past and may result in loss of security deposit. A $500 charge will be retained from the damage deposit if any false emergency calls or alarms are set off during the function including fire, medical, and police. ABSOLUTELY NO PERSONS WILL HAVE ACCESS TO THE STAGE OR BINGO EQUIPMENT. Evidence of being on the stage and using said equipment will result in the loss of the security deposit. We are unable to restrict parking for any event. No furniture or equipment is to be removed from the facility for any reason. st As of January 1 , 2014, set-up for your event is not included in the rental cost. Please ensure that your contract indicates the number of chairs, tables and garbage containers required for your event. Extra set up time will be billed at the room’s hourly rental rate, so if you require additional time to set up please ensure that you have arranged and paid for this in advance. Scotch tape, masking tape, nails, tacks are not permitted for decoration purposes. The use of any type of confetti, flower pedals, rice and candles is also prohibited. The presence of Alcohol or Gaming in the Community Centre requires that the renter comply with Alberta Gaming and Liquor Regulations. Please see section on Alberta Gaming and Liquor below. The Bowness Community Association reserves the right to cancel the event and/or retain the security deposit in the event that the renter is deceitful in any way regarding the terms of this contract including the number of attendees, presence of alcohol or purpose of the function, or in the event that the renter fails to meet any or all of the obligations within this contract. It is your responsibility as the contract signer to ensure you have met the requirements laid out in this contract. Fog machines and fireworks are not allowed in the facility or on the premises. All renters are responsible to adhere to the City of Calgary’s noise bylaws. If you do not do so, we have the right to shut your event down at any time. Failure to abide by the rules and regulations stated in this contract can result in the Bowness Community Associations on site staff calling the police to deal with issues beyond their control. Absolutely no outside furniture is to be brought into the main floor meeting room at any time. The furniture supplied with this room is the only furniture to be used in this room. Renters Initial:
7904 – 43 Avenue N.W. Calgary, AB T3B 4P9
www.mybowness.com Page 2
403-288-8300 [email protected]
ROOM RENTAL AGREEMENT
Bowness Community Association Responsibilities: Clean and maintain all public spaces and washroom facilities. Post all rules and regulations relating to patrons use in plain view of facility users. Maintain emergency telephone and first aid equipment. Provide on-site staff person that has access to all rental facilities. On site staff is responsible for opening rental areas, conducting inspections of facilities before and after function, and ensuring terms of this agreement are met. The Bowness Community Association reserves the right to terminate the event and clear the building by any means they feel appropriate including calling the City of Calgary Police department if the terms of this agreement are not met in any way or they deem the event to be out of control. The on-site staff person is NOT responsible for acting as security for the event, cleaning during the event or providing equipment for the function. The Bowness Community Association is not responsible for lost or stolen property. Renters Initial: Renter Responsibilities: Ensure the function and guests are under control at all times. Outside doors must remain closed to prevent noise from disturbing neighbours. Guests must remain inside the building unless smoking outside designated doors. Be responsible for and accept all liability for all damages caused by the function. Repairs required as a result of damages incurred at your event will be deducted from your damaged deposit at a rate of $50/hour for labour plus any costs associated with items purchased to do the repair. If damages incurred cost more than the security deposit, additional charges must be paid within thirty (30) days from the date of the event. Notify the Bowness Community Association staff of any hazardous condition or injury requiring medical attention. The renter agrees to leave the room in the same condition as it was upon arrival and to ensure the facilities are not damaged in any way. All garbage, recyclables and debris, must be removed from the event at the end of the function and placed in designated areas. The kitchen must be left in the condition it was found in when you arrived and cleaning is to be done using the cleaning supplies bucket and checklist provided. The use of cleaning supplies not provided can damage the equipment and can result in the loss of part or all of your damage deposit. The renter is responsible to obtain proof of liability insurance and provide the Bowness Community Association with a copy of this proof at least 7 days prior to the date of their event. Any renters who have booked the Bowness Community Association hall for a public event in which they will have food being served and/or prepared, must ensure that they have obtained the proper approval to do so from Alberta Health Services prior to holding their event. The renter accepts full responsibility and liability for any object or equipment brought into the building for the function including, but not limited to, third party rentals, audio/visual equipment, and all items must be removed by 1:00 am or a $100.00 a day storage fee will be charged. Report the use of illegal substances to the police. All Special arrangements must be in writing as an attachment to this document. Renters Initial:
7904 – 43 Avenue N.W. Calgary, AB T3B 4P9
www.mybowness.com Page 3
403-288-8300 [email protected]
ROOM RENTAL AGREEMENT Alberta Gaming and Liquor Commission (AGLC) Requirements: If you choose to have bar service for your event, a fee of $250 + GST and a damage deposit charge of $250 will apply along with the following stipulations: o The selling, serving and consumption of alcohol requires the proper licensing from AGLC. The renter is responsible to acquire the proper license and provide it to the Bowness Community Association forty eight (48) hours in advance for a private function and seven (7) days in advance for a public function. The original copy must be posted in the bar at all times during the event. THIS IS THE LAW AND YOU (THE RENTER) ARE RESPONSIBLE TO COMPLY WITH AGLC GUIDELINES AND POLICIES. PLEASE CALL AGLC WITH QUESTIONS REGARDING LIQUOR LICENSING. YOU WILL NOT BE ALLOWED TO HAVE LIQUOR ON THE PREMISES WITHOUT THE PROPER LICENSE!!! For all rentals involving liquor service, it is the renter’s responsibility to get the appropriate special events insurance and to provide proof of this insurance to the community centre (7) days prior to the event. Renters Initial: o Alcohol may be served up to 12:00 am and all patrons must vacate the premises by 1:00 am as per general terms and guidelines above. There are NO EXCEPTIONS to these time guidelines. o Alcohol is not to be consumed outside the rented space, especially in the hallway, public entrance, parking lot, arena or outside smoking area. o Security is required for all events with alcohol present at a ratio of one (1) security personal for every fifty (50) guests. Proof of professional security is required forty eight (48) hours prior to event. o If you are having a fundraising event with raffle tickets etc. you must acquire a license from the Alberta Gaming and Liquor Commission. Renters Initial: Hold harmless agreement: I (we) agree to indemnify and serve harmless the Bowness Community Association against all loss and damage, including damage to person or property arising from any act of negligence of ours or of any person acting on our behalf while engaged in the performance of the above rental contract with the Bowness Community Association or while in or about the Bowness Community Association buildings or premises, or arising from accident, or any injury not caused by an act of the Bowness Community Association its agents of employees, to anyone attending the event for which we have rented the facility or arising from liens or claims resulting from the performance of the contract. Renters Initial:
7904 – 43 Avenue N.W. Calgary, AB T3B 4P9
www.mybowness.com Page 4
403-288-8300 [email protected]
