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OPTIMISTE PERFORMANCE HALL RENTAL
INFORMATION FOR
TENANT
The Optimist Performance Hall is the perfect place to attend or have local, semiprofessional and professional performances. The hall has 500 seats, a large stage as
well as professional quality sound and lighting equipment that can be used for danse,
musical, theatrical, choirs and movie presentations. It can also be used for conferences
or any other events.
SERVICES AND FACILITIES INCLUDED IN THE RENTAL
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Theater
Theater lobby
Key holder (1 opening and 1 closure)
Coat check
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Dressing room
Parctice hall / changing room
Loading dock
Advertising on our website
HALL RENTAL FEES
# of hours
Non-profit
organizations*
Commercial
organizations
Max : 24 hrs
$406
$812
Hourly rates
Min : 4 hrs
40$/hrs (min: 160$)
100$/hrs (min : 400$)
Special rates for practices
before a show (max of 2
practices per show)
Max : 4 hrs
$70
$70
Repetitive activities (without
the sound and lighting system)
Max : 4 hrs
$70
$100
Daily rates
IMPORTANT DETAILS
1- The rates are in force between the adoption of the 2014 budget and the adoption of the
2015 Budget and may change without notice.
2- For any activity considered at risk or large gatherings, a security deposit may be required at
the discretion of the Service. All details of the security deposit can be found within policy
LOI2009-01.
3- Every activity must be supervised. In the event that Community Services assumes
responsibility for the supervision, the fees shall be paid by the tenant through the rental fee
charges.
* Only non-profit organizations recognized by the City of Clarence-Rockland can access this discount.
In addition, nonprofit organizations must provide a minimum of three volunteers to help with the
placement of the room.
INFORMATION FOR
TENANT
TECHNICIAN SERVICES - FARES
Hourly rates
Daily rates
Description
Class A
35$/hrs (min :
140$)
325$ / day
Qualified technical sound and light technician – (1
class A technician is mandatory when using the system
for the hall).
Class B
30$/hrs (min :
120$)
275$ / day
Technician with some technical skills in sound and
light – (assist class A technician for bigger shows).
Class C
25$/hrs (min :
100$)
225$ / day
Apprentice technician – assists Class A and B
technicians
IMPORTANT DETAILS
1- The tenant cannot hire his own company of technicians. Only the designated company of the
City can operate the equipment of the hall.
2- If the tenant request more time, as specified in the contract, in regards to the technicians
services, the group will be responsible in paying the additional costs.
3- If the tenant requires additional equipment that is supplied by the hall, the tenant shall
obtain the equipment through the technical services hired by the City and shall cover the
additional costs.
OTHER FEES
Liability insurance :
User must provide proof of public liability and property damage insurance of one million
dollars ($1 000,000) (HST exempt). The City of Clarence-Rockland and le “Conseil scolaire de
district catholique de l’est Ontarien” must be shown as additional insured on the insurance
certificate.
SOCAN :
The Canadian Society of composers, authors and music publishers requires payment of fees
for the execution of public show. The City of Clarence Rockland is not responsible to pay
applicable SOCAN fees. To obtain further information in regards to SOCAN and their fees, you
can visit their website at www.socan.ca.
Alcoholic beverages occasion permit :
The lessee renting the hall is responsible for obtaining this licence and must assume the fees.
The lessee must respect the City of Clarence-Rockland’s alcohol policy.
Equipment breakdown / cleaning :
If the tenant does not leave the room in the same condition that it was before the lease (eg,
equipment failure due to the negligence of the tenant, must perform a special cleaning after
the rental, etc.). Cleaning / management costs could apply.
RENTAL CONTRACT
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Section 1 : TENANT PROFILE
Name of organization or tenant :
Address (residence or organization headquarters):
City:
Contact person :
Title (if applicable):
E-mail address :
Phone # :
Fax # :
–
Have you rented the performance hall before :
Yes
Postal Code:
Province:
–
If so, please specify the year in which you rented the hall :
No
Section 2 : INFORMATION ON RENTAL OF THE PERFORMANCE HALL
Name of activity :
Date of activity: (YYYY/MM/DD)
From :
Date : (YYYY/MM/DD)
Hall opening hours :
To:
Hall closing hours:
Technician required :
(cannot be before 4pm on weekdays
during the school year)
YES
NO
YES
NO
YES
NO
YES
NO
Section 3 : INFORMATION ON THE TECHNICIANS
Attention :
•
A discussion of your technical needs with a technician is strongly recommended in order to complete this next section. Please communicate with
Daniel Coghlan of ME Production at 613-443-9020 in order for them to submit an estimation of the costs to the person responsible for the
performance hall.
Date :
Type of Technician
Technician’s time of arrival :
(YYYY/MM/DD)
(Sound vs Lighting vs
both)
(cannot be before 4pm on weekdays
during the school year)
NAME:
Technician’s time
of departure:
DATE(S):
Class of technician :
(Please see the definition of each class of
technician in the hall policy)
Class A
Class B
Class C
Class A
Class B
Class C
Class A
Class B
Class C
Class A
Class B
Class C
RENTAL CONTRACT
Section 4 : RULES
1.
Indemnify the Corporation of the City of Clarence-Rockland or its agents against any debt or other monetary obligation incurred by
the tenant of the facility before, after or during use of a facility.
2.
Indemnify the Corporation of the City of Clarence-Rockland or its agents against all claims for bodily injury or death to any person
or persons due to damage to the property of others caused by the use by the tenant.
3.
Only the facilities identified on the contract shall be used by the tenant. Permits are non-transferable from person to person or
from facility to facility without obtaining prior authorization from the Recreation and Community Services.
4.
The applicant shall comply with all Federal, Provincial and Municipal laws on taxes, permits, etc., that may apply to the function
for which this contract is issued.
5.
The tenant shall be responsible for the conduct and supervision of all persons using the facility while occupied by the tenant and
shall abide by the regulations posted in the facility.
6.
The tenant shall comply with instructions of staff on premises.
7.
Decorations or special effects not provided in the facility must comply to the standards of public safety, the fire department
regulations and authorized in advance by the Recreation and Community Services or its substitute.
8.
Any person or organisation shall be responsible for leaving the area litter free and as it was prior to rental.
9.
The Corporation of the City of Clarence-Rockland will not be responsible for items brought to the facility for the use by the tenant
or person using the facility. The tenant shall remove all such belongings at the end of the event.
10. The Recreation Director (or it’s replacement) may at any time cancel this permit where:
a.
there is evidence of violence during the activities being tolerated by the tenant;
b.
the permit was secured by misrepresentation or transferred without authority;
c.
for any period during which the condition of the property or equipment is judged unsuitable;
d.
the facility is not being used for the purpose set out on the contract;
e.
where there has been a breach of the Regulations posted in the facility or set out herein;
f.
the facility requires technical or emergency repairs which cannot be performed at any other time;
g.
unforeseen circumstances arise.
11. The use or sale of illicit drugs is prohibited. The use or sale of alcoholic beverages is prohibited unless authorized on the contract
and the tenant has a special occasion permit.
12. The tenant shall not permit attendance in the facility to exceed the number shown on the contract.
13. All payments shall be made in person to the Rockland Town Hall, 1560 Laurier Street, Rockland, Ontario, K4K 1P7 or by mail to
the City of Clarence-Rockland, Optimiste Performance hall rental.
14. If there is damages done to the hall or equipment or the place is left in disrepair, the security deposit will be retained by the City.
15. Any permit for a facility does not constitute a commitment of allocation beyond the dates stated on the contract.
16. The rates are in force between the adoption of the current budget and the adoption of the next year budget and may change
without notice.
17. All other information in the Hall Rental policy (LOI2009-01) are also in effect.
RENTAL CONTRACT
Section 5 : REQUIRED DOCUMENTS
The organization must provide the following documents at least one week before the rental of the hall:
Proof of liability and property damage insurance of one million dollars ($ 1 000 000).
The City of Clarence-Rockland and the “Conseil scolaire de district catholique de l’est
ontarien” must be included as additional insured on the certificate of insurance.
If necessary, a deposit which will be deducted from the final invoice after the use of
the performance hall.
The organization has the responsibility of obtaining a SOCAN license if need be. To
obtain more information regarding SOCAN and its rates, please visit the website
www.socan.ca.
Contract duly signed a minimum of three days before
using the performance hall.
For activities that include alcohol :
The permission of the “conseil scolaire du district de l’Est
Ontarien” (C.S.D.C.E.O) in order to obtain an alcohol permit.
A valid alcohol permit issued by the LCBO.
Section 6 : DECLARATION AND SIGNATURE
Attention: The information found on this form will be used to carry out the reservation for the performance hall. If changes are
to be made to the information found on this form, the person responsible for the performance hall must be made aware
of these changes as soon as possible in order to adjust the reservation accordingly.
The tenant agrees to :
1.
Respect the performance hall policies;
2.
Respect the rules associated with using the performance hall;
3.
Submit all necessary documents. Failure to do so could result in the rental of the hall being cancelled.
I confirm that the information on this form is complete and accurate. I confirm that I have read and understood the
Performance Hall policy.
Signature :
X
Date :

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