Rental Contract
Old Town Hall Association (OTHA)
Box 1361
76 Main Street South, Waterford, ON N0E 1Y0
Phone: (519)443-0113
Email: otha@oldtownhall.org
A. Rental Contract for the WATERFORD OLD TOWN HALL
Name of Renting Party/Contact Person:____________________________________________________________
Address: ______________________________________________________________________________
Business and Home Tel: ____________________________________________________________________ Fax:____________________________
Email:___________________________
Name of Event: _______________________________________________________ Date(s) of Event(s):___________________________________________________________ Time a.m./p.m.: ___________ to ____________
Name & Phone # of Caterer:____________________________________________________
Live Entertainment: Yes:___ No:___ Facility Space: Upper Hall _______ Foyer________ Both________ Anticipated Attendance:___________ # of Tables Required________ # of Chairs Required________
Maximum Attendance by law: 200 Upper hall (including performers, musicians) Will alcohol be served: ____ yes ____no. Special Occasion Permit (SOP) #______________ Party Alcohol Liability (PAL) Insurance Certificate #____________
CONTRACT REGULATIONS:
* The facility is to be used only on the date or dates and hours and for the purposes as stated on the Rental Contract (Hours as specified include set-up and clean-up to the time the building is locked). Access at any other time must be prearranged. If we can accommodate your request, a staffing fee will be charged.
* SOCAN (Society of Composers, Authors and Music Publishers of Canada) Tariffs & Concert Presenters: Concert presenters are responsible for meeting SOCAN requirements. This entails a fee of 3% (popular music) and 1.56% (classical music) of gross ticket sales. The presenter must remit this amount to OTHA. As a SOCAN licensee, OTHA will in turn remit the fees to SOCAN. If there are any questions regarding these tariffs, please email: otha@oldtownhall.org.
* Should OTHA personnel be required to stay past the hours specified on the contract, an overtime fee will be charged.
*The Contract is not transferable.
*The Renter is responsible for any infractions of rules and regulations.
*The Renter is responsible for any damage done to the building or contents during rental of the facility and agrees to pay for any such damages as billed by OTHA in excess of the damage deposit.
*Aisles and exits must be kept free from obstruction.
*The Renter is responsible for the behaviour of those associated with the event.
*It is mutually agreed that in the event it shall at any time become impossible, through weather conditions, breakdowns of equipment or any other cause, to carry out a scheduled event(s) in the facility; OTHA will notify the authorized representative signing the agreement, or their appointee. The applicant will, upon receipt of such notification, inform all concerned with the event(s).
*The entire facility is non-smoking, and we request, and will enforce, strict observance of this regulation. Smoking will be allowed outside the facility in designated areas.
*Displays, floral arrangements, decorations, musical equipment, and so on, must be of a free-standing type that will not damage or deface the premises (no nails, tape, glue or other type of adhesive may be used. No item may rest against of touch woodwork, walls, or stage front.)
*No open flames (e.g. candles, oil lamps) are allowed.
*Refrain from handling or moving any artwork on display in the building.
Alcohol
*If alcohol is served, a Special Occasion Permit (SOP) is required as well as PAL (Party Alcohol Liability) Insurance. Copies of both must be on premises during event.
*Liquor service must end one hour prior to end of contract time.
* Alcohol must be removed from premises at the end of the event.
Safety and Fire Evacuation Procedures
*All rental groups using the facility will receive a building tour and a fire safety handout on Fire Safety and Evacuation Procedures. Ensure the audience knows where the exits are.
*First aid kit is located in kitchen.
Sound Equipment
* Renter must arrange for own sound equipment and/or loud speaker.
Caterer
*It is the responsibility of the Renter and Caterer to ensure the kitchen is left clean at the end of their event. All counter-tops, cabinet and appliance surfaces are to be wiped down, garbage bagged and recycling put in the containers provided. All leftover food and beverages must be removed from the facility at the end of the event.
* "Sterno" is the only open flame product approved for use with chafing trays. "Sterno" must be brought in and removed off site, by the caterer. Do not dispose of any used, or partially used,” Sterno” containers at the Hall.
Clean-Up
* At the end of the event the Renter shall remove leftover food, beverages, dishes, or any other equipment brought in for temporary use.
Ticket or Admission Events
*The Renter is responsible for providing security at the facility entrance at all times.
Advertising and Promotional Materials
*No advertising in connection with the use of the premises under the Contract to be displayed on or affixed to any part of OTHA property without previous approval.
Rental Fees
Hall: full day event (9am – midnight) $350
Hall: ½ day event (2pm – midnight) $300
Foyer $100
Meeting Room: north or south room $25/hour to a maximum of $75
Non-profit/community groups:
Hall: full day event $250
Hall: ½ day event $200
Meeting Room: north or south room $15 per meeting
Art Gallery: Foyer 15% commission on all sales
Personnel overtime fee $25/hour or any part of. Minimum charge of $25
Damage Deposit: $100
Full payment – rental fee and damage deposit - is required to confirm booking and is due at time of booking. The damage deposit will be refunded after the function providing no damage has been incurred. Payments are non-refundable except for the damage deposit.
Amount now due:
Rental fee __________________. Damage Deposit_________________ TOTAL ___________________ *Please make cheques payable to “Old Town Hall Association." Please provide 2 cheques. One for the rental fee; one for the damage deposit. *Payments and documentation may be mailed or delivered in person to: Old Town Hall Association, Box 1361, 76 Main St. S., Waterford ON N0E 1Y0
B. OLD TOWN HALL ASSOCIATION FACILITY PROTECTION AGREEMENT
Facility Protection Agreement
*The Renter acknowledges receipt of their copy of the Old Town Hall Association FACILITY PROTECTION AGREEMENT and agrees to adhere to the terms and conditions set out.
OTHA shall not be liable for any damage to or loss of any property or equipment brought into the facility in conjunction with the function by the Renter or the Group named herein or their members, officers, employees, agents, contractors, or any person who attends the function.
As part of the consideration for the renting of the Waterford Old Town Hall to me/us, I on behalf of the renting organization, its members and myself agree to release and discharge, and to indemnify and save harmless OTHA from and against all claims and proceedings, by whomsoever made or brought, in respect of any cost, losses, damage, or injury arising by reason of my/our use of the rented facilities. Without limiting the generality of the foregoing, the Renter hereby agrees to indemnify and save harmless OTHA against all claims arising out of the infringement of royalty rights, copyright, slander or libel, which may occur as a result of a public rental, performance or speeches.
On behalf of the applicant, the undersigned authorized representative agrees to accept responsibility for the observance of all Contract Regulations where applicable; the prompt payment of fees applicable and the payment for damages occurring during the use of OTHA's property.
Dated/Signed by Authorized Representative:__________________________________________Date:_____________ (Applicant must be 19 years of age or older)
Dated/Signed by OTHA Representative:______________________________________________Date:_____________