GREEK ORTHODOX COMMUNITY OF ST. GEORGE

 

38 PURCELL’S COVE ROAD

HALIFAX, N.S., CANADA B3N 1R4
www.halifaxgreeks.ca

 

 

TELEPHONES:

(902) 479-1271

Fax: : (902) 479-1425

 

 

HALL RENTAL AGREEMENT


Terms and conditions and rental fees shown here are effective January 1, 2006.
Terms and conditions are subject to change at any time and they will apply to all rentals taking place immediately after the change, regardless of the time of booking.
Rental rates can change any time, however, upon payment of the damage deposit the rates are reserved.
Items shown as “to be inserted” in this document are to be negotiated with the Council at the time the contract is signed, and filled in and initialled by handwriting.

 

A. General Rates

 

Event                                                    rent                  damage deposit           

       

Day event (8am-5pm) which             $1000                $350     

requires NO USE of the kitchen

(per day)

 

Major Receptions                              $1500              $800
Official functions including full dinner, liquor, possibly music, and using at least half the capacity of the hall, for example wedding or other banquets.

Rent includes:

- the use of the kitchen for the day of the event and the day before.

- the use of tables and chairs only.

- cash bar. 

A checklist of all the items made available will be completed  for a pre- and post-event inspection (Schedule B).

 

Minor Receptions                              $600                $400

Functions not including full dinner, not requiring use of the kitchen and using less than half the capacity of the hall, for example shower receptions. Rent does not include use of the kitchen.

 

 

 

 

 

 

 

 

 

 

 

Note 1:  Schedule of actions re. hall rental.

a. When the booking is made, the contract must be signed, and the damage deposit is due in full.

b. When keys are picked up immediately prior to the event, the rent is due in full, in addition to the damage deposit.

c. When keys are returned immediately after the event, the damage deposit is due to be refunded (minus the cost of any damages).

 

Note 2: For events which do not include the use of the kitchen, rent includes the use of tables and chairs only.

Note 3: A shower reception (minor reception), booked jointly with wedding reception (major reception), receives 50% discount on rent only.

 

Note 4: Kitchen.

a. For banquets, in case the kitchen is needed for more than two days, there will be a charge of $100/day for the extra days.

b. For other events, use of the kitchen is $200 in addition to the rental rate shown.

 

Note 5: The decision of whether the reception is major or minor is up to the Council or its representative, based on the above guidelines, at the time the contract is signed.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

B. Conditions

 

1. Damage deposit, and rent payment.

a. Damage deposit is fully refundable if the event takes place and the hall, kitchen and washrooms are returned in the same condition as received, based on a pre- and post-event checklist in Schedule C. Renter and Community representative each receive a copy of the contract, including the completed checklist, signed by both. Any post-event damages are deducted from the damage deposit.

b. Renter is responsible for:

- any loss or damage incurred to the Premises by their helpers, hired staff, other service providers and their guests, if the damage deposit is not sufficient to cover them.

- the conduct of their staff and guests, on and off the premises during and following the event.

- the proper handling of all equipment and furnishings.

- daily removal of trash to disposal bin.

c. Keys to the kitchen are provided only when kitchen rental has been paid.

 

2. Cancellation

a. If the renter cancels the booking within 6 months of the booked event date, the damage deposit is retained by the Community. If the renter cancels the booking more than 6 months before the booked event date, the damage deposit is refunded in full.

b. If the event is cancelled by the Community for reasons beyond the Community’s control or due to inclement weather, the damage deposit is fully refundable.

 

3. Cleaning. The hall and associated facilities will be delivered professionally clean to the renter. The renter is expected to return them in the same condition as received. If cleaning is required after the end of the event, the Community will perform it and charge the cost to the damage deposit.  No cleaning services are provided during the event, unless negotiated separately.

 

4.  Delivery of keys to the renter (for weekend events):

Wedding: Thursday noon

Baptism: Friday noon

Shower: Friday noon

The hall is to be returned clean and empty and keys are due to be returned by the Tuesday following the event. For Saturday events, the section of the hall (extension) under the flat roof must be returned clean and empty for use by the Community after Church service. Key use is specified in the key contract (Schedule E).

 

5. Decorations and Operations. A list of Do’s and Don’ts with respect to Decorations and Operations will be supplied as Schedule D.

 

6. Parking. Parking area is available for use by all events at no extra charge. Parking is subject to parking signs and regulations.

 

7. Greek School and Church and use of the hall.

a. No sound testing or loud noise is permitted in the hall by the renters and their personnel during school hours, Wednesdays 1800-1930 and Saturdays 0900-1230, and during Sunday services 0900-1300.

b. Children need free and uninhibited access to the bathrooms during school hours, and renters must display a responsible attitude towards the school.

.

 

8. Catering. Catering may be provided by the Philoptochos Society, or by any other catering company. The renter is responsible for making his/her own arrangements with the catering provider. The contact information for the Philoptochos society is available in the Community Directory (http://www.halifaxgreeks.ca/CommunityDirectory.htm).

If catering is provided by the Philoptochos, the rent is paid to the Philoptochos instead of the Community. Damage deposit is always paid to the Community.

 

9. Liquor. A cash bar is included in the rent. Cash bar service includes the liquor license, staffing of the bar and service of liquor. Patrons pay for their drinks only. Alcohol sold in the hall must be consumed within the hall or the rear deck, not in the parking lot.  No alcohol other than that sold by the Community is permitted on Community property.

 

10. Insurance. The renter is responsible to purchase SPECIAL EVENT LIABILITY INSURANCE and provide proof of purchase at least a week before the event, in order to receive the keys to the hall.


11. Smoking. According to the Smoke Free Places By-law S-203 of  the Halifax Regional Municipality, the entire Hall and associated areas such as washrooms and kitchen, is a Smoke Free public place. By decision of the Community Council, no smoking is  permitted outside the Hall,only  within 10 meters of the BACK doors of the Hall.

 

12. Storage areas and bar.
a. <To be inserted: Specify whether any storage area is available (coat room?), and what is the state of the bar area on delivery>.

b. School areas are to remain locked and off limits to the hall renters.

No storage is provided in the school areas. If items from hall renters are found in the school areas, the full damage deposit will be forfeited.

 

C.  Member rates

 

Member rates are offered when the person making the reservation for the event is a paid community member both in the year that the reservation is made and the year the event is held.

Member rates consist in a 30% discount on the published general rental rates for the Hall. Discount does not apply to damage deposit or rental of other items (Schedule B).

 

I have read this Agreement and hereby covenant and agree to all of the general terms and specific conditions set out and, in particular, hereby covenant and agree that I am personally responsible and obligated to pay all charges due the Community in accordance with the conditions in Schedule A. I further acknowledge and agree that any breach of any of the conditions may result in the termination of my right to use the Premises at the discretion of the Community.

 

Name:

 

Contact information:

 

Signature:

 

Date:

 

 

In consideration of the covenants and agreements made by the Applicant, I hereby accept this application on behalf of the Community so as to permit the Applicant the right to use the Premises at the time or times specified in Schedule A.

 

Name:

 

Title:

 

Signature:

 

 

 

Schedule A

 

RENTERS: ___________________________________________________________________  

 

DATES REQUESTED FOR _________________________________________ _______________

 

PURPOSE OF EVENT ________________________________________________________

 

CATERING INFORMATION

            COOKING STAFF:  ____________________________________________________

 

            KNOWLEDGE OF EQUIPMENT                YES         NO

 

            WAIT STAFF: _________________________________________________________

 

            BAR STAFF: __________________________________________________________

 

SPECIAL LICENSES OBTAINED BY:  __________________________________________

 

ENTERTAINMENT:

            TYPE: _______________________________________________________________

 

            NAME AND PHONE #: _________________________________________________

 

KEYS:             SIGNED OUT BY: _____________________________       DATE: _____________

                        SIGNED IN BY:     _____________________________       DATE: _____________

Use of keys is governed by the temporary key contract in Schedule E.

 

SPECIAL REQUESTS:  ________________________________________________________

 

_____________________________________________________________________________

 

_____________________________________________________________________________

 

FEES:              BASE FEE                               __________________            $

                        EXTRA DAYS                        __________________            $

                        EXTRA SERVICES                __________________            $

                        DAMAGE DEPOSIT              __________________            $

                        TOTAL                                    __________________            $

 

RENTOR                                                                     COMMUNITY REPRESENTATIVE

DATE              __________________                        DATE              __________________

 

PRINT             __________________________        PRINT             __________________________

 

SIGNATURE  __________________________        SIGNATURE  __________________________

 

MEMBERS ON CALL FOR EMERGENCY (ELECTRICAL, PLUMBING, ETC)

NAME:                                                                        PHONE:

 

 

Schedule B

Items available for rent

 

1. LIST OF ITEMS (indicate number and price to items rented)

 

 

Number

Price/unit

Subtotal

PLATES AND SILVERWARE

 

 

 

COFFEE CUPS

 

 

 

SALAD BOWLS

 

 

 

SALT AND PEPPER SHAKERS

 

 

 

GLASSWARE

 

 

 

 

 

 

 

REGRIDGERATOR SPACE (KITCHEN AND BAR

 

 

 

 

 

 

 

BAR SUPPLIES OR EQUIPMENT

 

 

 

 USE OF ICE MACHINE  

 

 

 

 

 

 

 

GARBAGE BAGS AND PAPER TOWELS

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

TOTAL

 

 

 

 

2. GENERAL

 

STAGE: CLEANED, CLEARED OF OTHER THINGS. ALL ELECTRICAL DEVICES CODED AND FUNCTIONING.

HALL:  CLEANED, TABLES AND CHAIRS IN GOOD WORKING ORDER, LIGHTING FIXTURES IN WORKING ORDER (BULBS ETC)

KITCHEN:  CLEAN AND READY FOR USE. PLATES, SILVERWARE, CUPS TO BE CLEAN (FROM PREVIOUS EVENT) AND WRAPPED IN PLASTIC IN LOTS OF 20/25. GROUP ACCORDING TO SIZE AND STYLE (CLEANER’S RESPONSIBILITY). REFRIDGERATOR/FREEZER SPACE TO BE ALLOCATED. NECESSARY CLEANING SUPPLIES (HAND SOAP, GARBAGE BAGS, PAPER TOWELS FOR EACH EVENT). COOKING UTENSILS, PLATES, SILVERWARE ETC. TO BE ITEMIZED AND SIGNED IN AND OUT.

 

Schedule C

Pre- and post-event inspection

 

1. Condition of premises

<to be inserted>

 

2. Items made available (include number)

<to be inserted>

 

Schedule D

Do’s and Don’ts of  Decorations and Operations

 

1. No staples, thumb tacks or nails on the walls

2. No repainting of walls

3. Surplus chairs and tables are to remain in the Hall or in storage, not exposed to the elements.

 

Schedule E

Temporary Key Contract

 

Saint George’s Greek Orthodox Church and Community Centre

 

 

Date: ____________________________________________________

 

I,  the undersigned, by borrowing the following key or keys from the Council, agree to the following terms and condition

 

1. These keys  are the property of the Saint George’s Community Centre

2. I will not loan to anyone or duplicate these keys

3. Lost or stolen keys must be reported immediately to the Council

4. If I should lose these keys, the penalty is $100 per key lost.

5. I will only use these keys for the purpose for which they were issued to me.

6. I will not let other persons into areas that I have unlocked, if I am not in the areas myself or have someone there on my behalf.

7. Keys must be returned to a member of the Council upon request.

8. When I am in the Hall I will adhere to security measures ensuring against damage or theft of Community property.

9. Upon leaving the Hall, I am responsible for checking if I am the last person with a key in the Hall level of the building. If I am, I will ensure that areas I am responsible for are empty of all persons, clean, with lights turned off, alarm set and building door closed and locked.

 

The term of this key agreement shall be between the following dates:

 

From _________________________ To ______________________________

 

I will return all keys loaned to me by (date and time) _____________________________

directly to a member of the Community Council only.

 

Keys borrowed:

 

__________________________________  _____________________________________

 

__________________________________  _____________________________________

 

 

Key borrower:                                                  Council member

 

Signature: _______________________          Signature: __________________________

 

Name: __________________________         Name: _____________________________