General Rental Terms
- The ICS shall provide the facilities in good, clean condition and working order. The Renter shall leave the facilities in good, clean condition and working order.
- The Irish Cultural Society of Calgary (“ICS”) reserves the right to approve use of areas based on the mandated use of the building. Access may be denied in the event that the use is deemed to be inappropriate for reasons such as the activity:
- Conflicts with the societies mandate
- Conflicts with an existing ICS program
- Is in competition with local businesses
- Causes undue disturbance to other occupants in the building, or area residents
- The entire ICS building must remain accessible to ICS staff at all times.
- The ICS is a multi-purpose facility, please be respectful to other user groups and the general public that use our space.
- The ICS reserves the right to cancel this agreement without notice upon breach of this contract.
Deposits and Payment Terms
- The booking will be confirmed only once a rental contract is completed and the deposit is received in full, meaning cheque(s) must be cleared.
- Rental fees are due thirty (30) days prior to the event.
- A $250 damage/cleaning deposit is required to secure the booking. Damage costs will be charged at invoiced repair costs plus 15% for administration. If damage costs exceed the damage deposit the Renter shall cover all damage costs.
- Extra clean-up costs will be charged a minimum of $50 and include required personnel @ $50/hr per person. If damage costs exceed the damage deposit the Renter shall cover all damage costs.
- The room will be inspected before and after the event. As long as no damage has occurred and no excess janitorial services are required, the deposits will be refunded in full within 10 days by e-transfer.
- In the event that Calgary Police Service (“CPS”) officers are called to respond to a complaint regarding the rental, the damage deposit amount will be retained by the ICS.
- Any disregard for AGLC or City of Calgary Bylaws, use of illegal substances, or false emergency calls or alarms set off during the event will result in loss of damage/cleaning deposit.
- Failure to make payment as stated herein will result in cancellation of the contract and room rental.
Cancellation Policy
- Cancellations by the renter must be done in writing thirty (30) days prior to the rental date to be entitled to full refund of the $250 deposit. Cancellations with less than 30 days will be charged a $100 cancellation fee. The remainder of the fees and deposits will be refunded if the event is canceled.
- In the event of a cancellation due to unforeseen circumstances, such as a mandatory facility shutdown, the renter will be entitled to a refund of both the deposit and rental fees.
Hall Property & Equipment
- Rental rates include use of tables and chairs.
- Use of basic lighting is included in the stage rental rates. However, use of house sound and house stage lights requires qualified technicians, which are not included in the rental rates. Please ask for more information.
- Candles, confetti, rice or the like is not allowed in the facility.
- Taping must be done with painters’ tape or 3M hooks and the tape must be removed immediately following the event. Do not use Duct Tape.
- The renter is responsible for any associated clean-up costs. Scotch tape, masking tape, nails and tacks are not permitted for decoration purposes.
- The renter accepts full responsibility and liability for any object or equipment brought into the building.
Hours
- The rental space will be unlocked by ICS staff at the time outlined in the rental contract. Renters are not responsible for locking and unlocking the space unless prior arrangements have been made to do so.
- If the event finish time exceeds the agreed time the Renter will be charged @ $85/hour and will be requested to vacate the premises. Loss of damage deposit may also occur.
- Time for set up and clean up time must be booked within the rental hours.
- For an all-day rental, if the Renter requests set up time the day before or day of the event and if the space is available at time of renting, and if suitable to the ICS for opening and closing the facility, the ICS may consider waiving Rental Fees for the set-up time, but this needs to be discussed and confirmed at time of renting with the ICS Representative.
Food & Beverages
- Use of the kitchen is not included in rentals unless an advance agreement in writing is completed to ensure safety compliance and additional fees are paid.
- The renter is responsible for securing the appropriate license (if necessary) from Alberta Health Services at an event where food is being served. Failure to do so can result in an AHS inspector shutting down your event.
- If kitchen space is used, the following guidelines / procedures must be followed:
- All food removed from fridge, freezer and counters
- Catering equipment and supplies removed
- All counter surfaces cleaned and sanitized
- Sinks cleaned
- Garbage emptied and taken out
- Renters who require Bar Service shall use ICS Bar staff and ICS alcohol. Renters shall NOT bring in their own alcoholic drinks – this being a condition of the ICS license with the City of Calgary. Renters shall follow the direction of the ICS Bar Staff at all times.
- If the ICS Bar Service is used, the Renter will make cash payment to the Bar Staff at the end of the event. Payment for bar staff is in addition to above rental rates. Bar staff will be paid for the 30 minutes prior to the event and 30 minutes afterwards for set up and take down unless additional time is needed.
- As a guideline, the minimum number of bar staff is 1 for 40 or less guests; 2 for 41- 80 guests; and 3 for 81 - 175 guests. The number of bar staff will be decided by the ICS Bar Director in conjunction with the Events Director.
- The ICS is required to serve all alcoholic drinks in the ICS Centre, therefore Renters may not bring in their own alcoholic drinks or consume alcohol outside of the rented space. ICS bar personnel reserve the right to ask patrons to leave the facility for abuse of bar guidelines or abusive behavior.
- Bar personnel will provide at least 30 minutes for last call notice of intended bar closure.
- AGLC inspectors must be allowed to enter the premises at any time.
Clean up
- The renter is responsible for all cleanup of the rental space including:
- Generally restoring the space to the condition in which it was rented, including all common areas used (foyers, stairs, bathrooms, kitchens, etc.)
- Wiping down all surfaces including kitchen counters, tables, chairs
- Bagging of all garbage (including washroom garbage) and transferring it into the designated ICS garbage dumpster located outside on the west side of the building. The key will be required and is located at either the Bunratty kitchen door or the west exit door to the parking lot.
- Restacking and /or returning all tables and chairs to their appropriate places.
- Sweeping and mopping all floors (venue space and all common areas used)
- Removal of all items and decorations (including any tape on walls)
- Clean up time is part of rental time.
- Cleaning supplies are located in the main foyer cloakroom.
- Arrangements can be made to hire out cleaning services to be done by the ICS - this must be done at time of booking and rates will be advised.
Smoking
- The ICS is a NON-SMOKING facility and prohibits the use of tobacco, marijuana (medical or otherwise) and vaping in the building.
- In compliance with City of Calgary Bylaw #57M92, smoking is not permitted within 5 meters of any door, window or air intake.
Security
- Professional security may be required for public events with alcohol at a ratio of one (1) security personnel for every (50) guests as per AGLC regulations.
- Private events (such as weddings) or events over 100 people with alcohol must provide volunteer security or ‘sober contacts’ at a ratio of one (1) to 100 guests.
- ICS staff are not responsible for acting as security during an event.
Insurance
- Corporate insurance or homeowners insurance may provide off-site event insurance. Please check with your insurance provider and request a Certificate of Insurance for the date and time of your event, naming Irish Cultural Society of Calgary, 6452 35 Ave NW T3B 1S6 as the location. If not provided by one of the above, you can purchase it through PAL insurance or another insurance provider.
Noise
- The renter must abide by City of Calgary Bylaw #5M2004 and ensure they do not make noise that will disturb others between the hours of 10pm and 7am, (10pm – 9am on Sunday).
Safety
- Prior to the event, the renter should familiarize themselves with the location of emergency exits and first aid kits.
- Doorways and hallways cannot be blocked for any reason.
- Occupancy must not exceed posted allowable limits. The CPS and/or the Calgary Fire Department may conduct load counts at any time to ensure that the premises is not overcrowded, no emergency exits are blocked and no activities are taking place that may be hazardous to either the occupants or the premises.
- The renter must be reachable by cell phone at all times during the event.
- The renter must notify the ICS staff of any hazardous condition or injury requiring medical attention. In case of physical emergencies, call 911 immediately.
- Candles as decorations on tables or elsewhere with live flame are strictly prohibited. Battery operated candles are allowed.
- Flammable liquids, pyrotechnics, sparklers and smoke machines are prohibited.
- Use of sternos are permitted with chafing dishes.
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