Renter’s Responsibilities
Kitchen/Catering/Food & Beverage
1. The Caterer/Renter must leave both the Intergenerational Room and the Commercial Room in the condition found prior to the rental. The Caterer/Renter must clean the kitchen and the port-a-bar after use.
2. Storage space and refrigerator space are limited in the Commercial Area and may or may not be available. Please call one week in advance to check with NNM&HC staff about the availability of the refrigerator space.
Equipment
1. The Renter is responsible for providing his or her own equipment. EG. Stationary supplies, linen, paper cups etc. Supplies that are borrowed or given by NNM&HC will be charged to the Renter.
2. A Damage deposit will be required EG. Coat Rack, Coffee Urn, etc.
Cleaning
The rental space must be left in a clean condition after the event. This includes:
Providing the necessary crew to complete cleaning and leave the facility BY THE END TIME specified on the rental agreement form.
1. Sweeping (as necessary), wet mopping (as needed), removal of all decorations and items (beverage cans/bottles) that have been brought in by the Caterer/Renter/Decorator.
2. The Renter is responsible for working cooperatively with the Caterer, Bartender,
and Decorator about scheduling the ending time. EG. The length of time to remove items and clean the facility. Please note that additional charge for going beyond scheduled time for the event (including the cleaning time) is $500.00/hour ($250 per ½ hour). There can be no exceptions to this.
3. Failure to comply with the above list will result in a deduction of $1,000.00 damage deposit (please refer to the NNM&HC damage deposit regulations)
Damage Deposit Regulations
Damage Deposit will be used to pay for cleaning or repairing expenses as described below.
1. The Renter is responsible for removing and disposing of all the items that have been brought to the centre (ex. Decorations, pop and alcohol bottles).
2. Food and Beverage consumption will be restricted to within reserved area only or additional charge will apply. This also means that any food and beverage consumption are prohibited outside the centre. (No Exception. Please refer to #15.0 in Contract Agreement. The violation of the Contract Agreement results in the shutting-down of the event.). If additional facility space is used without paying its rental fee, additional charges will apply. EG. The use of the Intergenerational Room ($150.00 per hour plus tax)
* Premium package includes the lobby usage (Can be decorated as well).
3. Any physical damage (e.g. stains on the carpet floor, scratches on the stage floor and garbage left behind on the garden) to the facility will be charged to the Renter (Prices are based on market rate by subcontractors chosen at NNM&HC’s discretion)
4. The use of the facility space and equipment must be cleaned before leaving. The Renter will be charged additional charges for the following: E.G. beverage spillages, cans/bottles left outside the facility, port-a-bar (Average charge is $100.00 per incident)
5. The Renter is responsible for providing a Contact Person during the event so that NNM&HC staff can communicate with the Contact Person as problems occur.
6. The Contact Person provided by the Renter is responsible for conducting the inspection before and after the event with NNM&HC staff. The Contact Person must sign in before the event and sign out after the event.
7. If a contact person is not identified or does not attend the agreed upon walkthrough inspection scheduled with NNM&HC staff after the event, the staff will conduct the walkthrough inspection alone and the Renter will accept this an accurate assessment.
Booking Requirements
1) The Non-refundable Holding Deposit of $1,500.00 is required to confirm the booking. Please note that we do not make tentative bookings
2) $1,000.00 Damage Deposit will be required 7 days prior to the event (this must be a certified cheque or money order made out to NNM&HC-Wedding)
The NNM&HC will use the Damage Deposit to pay for cleaning expenses or repair expenses. The NNM&HC will return any remaining portion of the Damage Deposit to the Renter no sooner than 21 business days after the event Date.
4) Bookings for Wedding Receptions/Banquets are only held on Saturday’s (No Exceptions)
The Renter’s Responsibilities
1) The Renter Must Provide a copy of a liquor license, a copy of the caterer’s business license, linens, catering, and bartender with “Serving It Right Certificate”, alcohol, and audio equipment.
2) No items are to be left on the premises without the NNM&HC’s approval after the event times. NO EXCEPTION.
3) The Renter is responsible for obtaining Special Event Liability Insurance (that names NNM&HC as additional named insured). Please note that Special Event Liability insurance is mandatory.
4) The Renter is responsible for removing all decorations/garbage from the Special Event Hall, Intergenerational Room, washrooms and Dressing Rooms by the ending time or additional charges will be incurred (as above).
5) The Renter is responsible for working cooperatively with the Caterer, Bartender, and Decorator about scheduling the ending time. EG. The length of time to remove items and clean the facility. Please note that additional charge for going beyond scheduled time for the event (including the cleaning time) will be applied. NO EXCEPTION.
Kitchen Amenities
The centre does not have a commercial kitchen; therefore, food cannot be prepared in the centre. Caterers are welcome.
SOCAN (The Society of Composers, Authors and Music Publisher of Canada)
1) $59.17 plus applicable tax for Music with Dancing
Package does Not include:
1) Special Event Liability Insurance (that names NNM &HC as additional named insured)
2) $1,000.00 Damage Deposit
*Prices are subject to change
The Event Schedule and Instruction for the Renter
1. The Renter is responsible for discussing with the caterer, bartender, decorator, and those who are responsible for cleaning at the end of the event about the event schedule. The Renter must schedule the ending time accordingly.
2. Please start putting away decorations from the table first due to the following reasons:
NNM&HC staffs are not able to start putting away tables unless the decorations (EG. Centrepiece, linen etc.) have been removed.
This applies for the caterer who provides the linen. Unless the decoration is removed from the table, the caterer cannot put away the linen and the NNM&HC staff cannot put away the tables if linen etc. is still on the table.
Suggested Time Schedule
1) The Renter is responsible for discussing with the caterer, bartender, decorator, and those who are responsible for cleaning at the end of the event about the event schedule. The Renter must schedule the ending time accordingly.
2) The Contact Person provided by the Renter is responsible for conducting the inspection with NNM&HC staff at 2:00PM.
3) The NNM&HC staffs start setting up tables and chairs at 2:00 PM. please allow the staff 60 minutes to set up the hall.
4) Please arrange the decorators or cater to come in the hall after 3:00 PM. They are not able to come in until NNM&HC staffs finish setting up tables and chairs in the hall.
After the event, please start putting away decorations from the table first due to the following reasons:
NNM&HC staffs are not able to start putting away tables unless the decorations (EG. Centrepiece, linen etc.) have been removed.
This applies for the caterer who provides the linen. Unless the decoration is removed from the table, the caterer cannot put away the linen and the NNM&HC staff cannot put away the tables if linen etc. is still on the table.
5) The NNM&HC staffs enter the hall and start piling up chairs and putting the tables away at 12:00AM for Standard Package Wedding or 1:00 AM for Premium Package Wedding.
6) The contact person is responsible for reporting to NNM&HC staff to do the inspection together. (By this time, most of the decorations as well as food must be removed from the facility) E.g. the event hall, dressing rooms, the corridor surrounding the Hall, lobby, kitchens and washrooms. When completed, the contact person must sign out before leaving the Facility.
7) Please note that NNM&HC staff should be able to lock up the facility and leave at THE END TIME specified on the rental agreement form.
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For all wedding enquiries, please contact our wedding consultant Harumi Suzuki
at 778-835-1091 or harumisuzuki@shaw.ca
