Rental Policies
Room Use and Rental Policy
The following Room Use and Rental Policy, defines the permitted use, and Rental Terms and Conditions.
TERMS OF RENTAL AGREEMENT
PAYMENT:
The Renter must pay 50% of the total Rental charge to the New Edinburgh Community & Arts Centre (NECTAR Centre) at the time of booking and the remaining balance must be paid 14 days prior to the Rental Date. Payment may be cash, cheque, Visa or MasterCard.
Rental fee may be waived for affiliated groups at discretion of the Director. Discounts exist for Artists and Non-Profit Groups. Non-Profit and Artist rates only apply during operating hours. For after hours rentals, groups must pay the full rate.
In addition to the rental charge, the Renter may be required to pay a damage deposit via a pre-approved Visa or Mastercard slip. The NECTAR Centre will then destroy the slip with-in 7 days of the rental if the Renter has fulfilled all the Terms of Agreement to the satisfaction of the NECTAR Centre.
The rental group is responsible for all damages up to and above the amount of the damage deposit.
If the rental request requires services in addition to what is normally provided they may be required to pay for additional staff. The amount of staff time will be determined by the NECTAR Centre staff.
CANCELLATIONS:
The Renter may cancel this agreement by notifying the NECTAR Centre at least 30 days before the Rental Date. If the Renter cancels this agreement by the stated time, the Centre will refund to the Renter all monies paid to the NECTAR Centre for the Rental minus a $25.00 administration fee). If the Renter does not cancel this agreement by or before the stated time, the Renter will forfeit all monies already paid to the NECTAR Centre for the rental.
The NECTAR Centre reserves the right to cancel all rentals.
The NECTAR Centre reserves the right to place your activity in equal or better facilities as determined by centre staff.
LIQUOR:
Liquor is permitted with approval by the NECTAR Centre. Liquor may not be served at any function in the Centre without a liquor license.
The Renter must obtain their own liquor permit from L.C.B.O & present it to the Centre Front Office, prior to the event. If permit is not available PRIOR to event, the event will not occur. Liquor is to be distributed & consumed only in the area (room) stipulated on the contract. No liquor is to be served after the time indicated on the permit. The rental group must comply with all conditions appearing on the liquor permit. During the rental, the Renter must post the liquor permit in a conspicuous location in the rental space.
FOOD:
The rental group may bring their own food. If the rental group wishes to refridgerate, cook and/or warm up food, it must inform the Centre and rent the Kitchen for an additional fee. There is no charge for light use of the kitchen. Light use of the kitchen includes using the counter space and kitchen sinks.
The Rental Group may hire caterers to serve food on the Centre’s property during the rental provided it gives the name of the caterer to the NECTAR Centre one week prior to the rental date.
SET UP AND CLEAN UP:
The Rental Group may not enter the rental space before the agreed upon time.
The Renter must report to the rental supervisor at the start and end of rental period. All participants in the rental must obey the directions of the Rental Supervisor, who is in charge of the building. If a participant fails to obey any of the Rental Supervisor’s instructions, part or all of the damage deposit may be forfeited to the Centre or the Agreement may be cancelled immediately, at the discretion of the Rental Supervisor.
The Rental Group must set up and put away, in its original place, all furniture or equipment used during the rental and leave the rented space clean and tidy. If the Rental Group fails to leave the rental space clean and tidy, part or all of the security deposit may be retained by the NECTAR Centre.
The Rental Group may decorate the floors, walls and ceilings of the rental space, provided the decorations do not mark or damage those surfaces. The Rental Group must remove all decorations at the end of rental.
OTHER TERMS:
NO ADMISSION MAY BE CHARGED for events held in rented space unless the event is operated by the NECTAR Centre.
A Rental Group that stays longer than the agreed upon time will be charged for each additional hour or portion.
The Renter is responsible to ensure that the attendance at the rental does not exceed the maximum number of people allowed in the rental space according to the City of Ottawa Fire and Safety rules, which is specified on the facility permit. Violations of this limit will result in cancellation of this Agreement.
Amplified music must be turned off by 11:00PM as per the City of Ottawa Noise Bylaw No.2004-253.
If the Renter deliberately, or innocently misrepresents any information required of him or her by the Agreement, this Agreement will immediately be cancelled.
For this Agreement, payment of money or delivery of any document to the NECTAR Centre, will be deemed to be paid or delivered when it is paid or delivered to the Rental Coordinator of the Centre.
The NECTAR Centre is a shared and publicly funded community asset and use of the centre must reflect this fact. Users of the centre must comply with all applicable City By-Laws and Federal and Provincial legislation, including the Human Rights Code which prohibits discriminatory conduct including conduct that would expose persons or groups to hatred or contempt.
DAMAGE AND LIABILITY:
THE RENTAL GROUP IS RESPONSIBLE FOR OBTAINING ITS OWN LIABILITY INSURANCE. The NECTAR Centre will not be liable for any loss or damage to any property of any participant in the rental, or for any injury to any participant, resulting from any cause whatsoever except the willful misconduct or negligence of representatives, agents or employees of the NECTAR Centre.
Without limiting the right of the NECTAR Centre to collect full cost for repairs or cleaning, cost of repairing any damage to the Centre caused by any participant in the rental, including the cost of extra cleaning will be deducted from the security deposit or a deposit held by the NECTAR Centre in respect of a future rental date.
