CUMBERLAND HERITAGE VILLAGE MUSEUM

FACILITY RENTAL PROGRAM

2940 Old Montreal Rd in Cumberland

just 20 minutes east of Ottawa by Highway 174

Tel: 833-3059

Fax: 833-3061

www.ottawa.ca/museums

1. GENERAL POLICY DIRECTIONS

The Cumberland Historical Village Museum is a designated Heritage Site under Section IV of the Ontario Municipal Act. It is owned and operated by the City of Ottawa for the citizens of and the visitors to Ottawa. The mandate of the Museum is to collect, preserve, research, interpret and exhibit Ottawa’s history and heritage. Clients can discover, enjoy and learn about the Museum and its collections through its exhibits, educational programs, special events, workshops and other museological activities. To generate revenue to support its main purpose/mandate, the Museum will make its church and the grounds available at selected times for short-term public rental use through the Facility Rental Program.

Rental space will be allocated in a manner that reflects the needs of the Museum and of the wide variety of users, provincial liquor laws, the Municipal Alcohol Policy and other City of Ottawa policies and bylaws, including those relating to human rights, discrimination and the promotion of hatred. Rental space is not available for commercial use. All rentals are subject to cancellation for emergencies.

The Department of Community & Protective Services administers this policy. The Museum Administrator is responsible for the ongoing application and interpretation of this policy.

2. DESCRIPTION OF THE FACILITY

2.1 Rental Spaces Available

Church:

The Museum’s Church is a 1904 structure that was used as a Presbyterian Church, near Vars, Ontario. It is suitable for weddings, recitals or choir performances. Note: Please be aware that the church is not consecrated, you must ensure that this sort of building will qualify as a site for the type of religious ceremony you wish to have. Consult with the person who will be officiating at your ceremony to ensure there is no problem.

Capacity: 120 people

Electricity: Yes

Lighting: Yes

Heating: Yes

Gazebo/ Picnic Shelter:

The Museum offers a replica of a 1904 gazebo, which is a popular choice for outdoor weddings. The picnic shelter is 30’ x 60’, it is also suitable for wedding receptions, family or corporate picnics or other events. The gazebo and picnic shelter are rented as one unit. Clients often rent a tent to be placed alongside the picnic shelter. Caterers would then provide tables, chairs, etc.

Capacity: 120 people

Electricity: yes

Lighting: yes

Heating: No

Grounds for Wedding Photos:

The museum grounds are an ideal location for wedding photos. If you are not having your ceremony on site, there is a fee. This fee entitles you to use the exterior of the buildings only. Please note that there is no charge for the taking of wedding photos on the grounds if you have booked space for your ceremony or reception.

2.2 Washrooms

Public washrooms are available, see attached site map.

2.3 Access for Disabled Persons

The grounds, church, and picnic shelter are accessible as are the washrooms.

2.4 Parking

Rental users are welcome to use the Museum parking. Patrons using the Museum parking lot do so at their own risk. The City of Ottawa/ Cumberland Heritage Village Museum does not assume responsibility for damages or vandalism to or thefts of vehicles, or the contents of vehicles, parked on its property.

3. MUSEUM STAFF RESOURCES

3.1 Client Services Clerk

3.2

The Client Services Clerk, under the direction of the Museum Administrator, Community & Protective Services, is responsible for providing information about the Facility Rental Program, for giving prospective clients a tour of the facilities, for scheduling all bookings and for finalizing all details relating to bookings. All dealings relating to rental use of the Cumberland Heritage Village Museum must be made with Client Services Clerk the prior to the event.

3.2 Event Staff (Facility Attendants)

A minimum of one Museum staff member will be present at rental bookings. The functions of this/these person(s) are as follow:

· To ensure the safety and security of the collection, buildings, site and patrons.

· To open and close the facility according to the hours noted on the rental confirmation.

· To provide ongoing access to the rented space(s) and washrooms according to hours on rental confirmation.

· To assist the facility renter (or designate) with problems during the rental period.

· To ensure that patrons adhere to rental regulations, to the provisions of the Municipal Alcohol Policy, to all LCBO regulations, to the City’s noise by-law (By-law Number 118-91), etc.

4. RENTAL FEES

4.1 Basic Qualifiers

· Individuals wishing to rent space must be 19 years of age or older; groups wishing to rent space must have a representative that is 19 years of age or older.

· Individuals or group representatives wishing to rent space must be able to provide Museum staff with sufficient proof of a verifiable home or business address.

· In situations where members of the group are under 19 years of age, the representative renting the space on behalf of the group must be present and in the rented space during the entire rental period.

· In situation where renter, age 19 or older, cannot be on site or available to Museum staff at all times during a booking, he/she must assign a designate who must be present during the entire rental period and who will deal with staff as needed.

· Individuals or groups who have overdue accounts relating to previous rentals at any City of Ottawa facility will be required to settle their account in full prior to new bookings being accepted.

· The activity for which the rental is made must comply with all municipal, provincial and federal laws and regulations, and, where required, the renter must obtain any necessary permits, licenses or authorizations applicable to the activity.

· Rentals are not available to groups or individuals that promote or foster hatred, discrimination, gratuitous violence or sex, or degradation of the human condition, or who offer performances of this nature.

4.2 2004 Rental Rates

The grounds, the church and the gazebo/picnic shelter are individual facilities and must be booked individually.

Church - $250.00

Which includes:

· One on site appointment to view the facility

· One hour of rehearsal time prior to the event

· Exclusive use of the church for three (3) hours as per booking

· Access to the museum site for all guests and free access to the museum buildings during regular museum hours.

Gazebo/picnic shelter - $250.00

Which includes:

· One on site appointment to view the facility

· One hour of rehearsal time prior to the event

· Exclusive use of the Gazebo/picnic shelter for three (3) hours as per booking

· Access to the museum site for all guests and free access to the museum buildings during regular museum hours.

4.3 Damage Deposit

A damage deposit of $200.00 is required for all bookings.

These are deposits from which the City of Ottawa can recover its losses or out-of-pocket expenses due to the actions or omissions of a client and any persons occupying the space rented by a client. Deposits are typically used to cover the following type of losses:

· Damage to the facility or to equipment caused by the client, the client’s guests or members of the general public who attend an open event organized by the client.

· Staff costs for any time over and above the rental period specified in the client’s rental permit.

A damage deposit may be made by cash, cheque, VISA or MasterCard. Cheques must hold a current date; post-dated cheques are not acceptable. Deposits are returned to the client if the booking is held without any losses or additional cost. Refunds for deposits will be made by cheque from the City of Ottawa within 6 weeks.

When a deposit is to be retained in full or in part, the client will be notified of the fact and provided with information on what the deposit will serve to offset. Only enough of the deposit will be retained to cover the costs for which a client is liable. When a deposit does not fully cover a client’s liability, the client will be advised of the charges owing. The Client Services Clerk will take appropriate action to recover these charges including invoicing through the City’s finance department where required and appropriate.

4.4 Hours of Use

Facilities operating hours:

Church 9 am to midnight

Exterior 9 am to midnight

Client must set up and take down during the rental time and must be off site by midnight.

5. FACILITY RENTAL REGULATIONS

5.1 The Cumberland Heritage Village Museum’s primary responsibility is to the care and safeguarding of the historic buildings, site and artifact collections. Clients are expected to respect the function and responsibilities of the Museum.

Clients will have access to the space that they have booked as well as to the washrooms during rental hours only. Exhibit areas are closed to rental clients except during open hours.

5.2 Food and beverages are permitted in gazebo/picnic shelter area but not in the church. All arrangements for food and beverages are the responsibility of the client. However, the client must advise the Client Services Clerk of any catering arrangements.

The use of alcohol is permitted only if the client has complied with the requirements of the Special Occasion Permit issued by the Alcohol and Gaming Commission of Ontario and the City of Ottawa Municipal Alcohol Policy. Please request a copy of this policy from the Client Services Clerk if you wish to serve alcohol at your outdoor event.

5.3 To minimize the risk of fire, no equipment or decorations using an open flame will be permitted in the buildings. Candles for tables are permitted in the picnic shelter provided they are in holders that meet the approval of the Client Services Clerk.

5.4 Smoking is prohibited in all areas of all buildings on the site but is permitted on the grounds.

Clients who have rented the grounds and wish to allow smoking must provide ashtrays for the disposal of cigarette butts and ashes. Rental clients must inform all persons attending their event of smoking regulations.

5.5 All food, beverages, furniture and equipment provided by renter must be removed during the booked hours unless special arrangement to temporarily store these items has been made with and confirmed in writing by the Education/Interpretation Officer prior to the event. Clients must leave the rented space in the same condition as it was provided.

5.6 No posters or other material are to be affixed to walls, doors or windows. Lightweight decorations may be affixed provided they are installed in a manner that will cause no damage, and approved by the Client Services Clerk.

5.7 Clients using equipment or instruments that generate noise, or engaging in noisy activities must do so within the provisions of the City’s noise by-law (By-law Number 118-91). A copy of the current noise by-law is available at the Museum for consultation.

5.8 Clients and all persons attending their event must abide by the directions of the Museum staff member on duty during that rental period.

6. BOOKING INFORMATION

6.1 The Client Services Clerk handles all inquiries, reservations and booking arrangements relating to the Facility Rental Program. Clients wishing to visit the facility must make an appointment with the Client Services Clerk.

6.2 When planning an event, please ensure that your rental period includes the time that you

or your caterer/planner, etc., need for set-up/take down activities, for the preparation of food and beverages and for general clean-up activities.

6.3 A tentative booking will be held for a maximum of two weeks. To confirm a booking, complete

and return the attached application form along with a down payment equaling 50% of the full rental fee. Should no down payment be received within two weeks, the tentative booking will be cancelled.

6.4 Upon receipt of the completed application form and down payment, clients will receive a written

confirmation of the booking. The balance of the rental fee is due no later than three weeks prior to the event, or immediately if the event is less than three weeks away.

6.5 Clients that give two or more weeks notice of cancellation will be refunded 50% of their down payment.

6.6 Clients that cancel a booking less than two weeks before that booking date or fail to appear will

be charged the full rental fee.

6.7 Damage deposit, as outlined in Section 4.3, is due three weeks before the event, or

immediately if the event is less than three weeks away.

7. GUIDELINES FOR SERVING ALCOHOL AT YOUR SPECIAL EVENT

If you wish to serve alcohol at your outdoor event, you will require permission from the Museum to do so. As well, you will need a Special Occasion Permit (S.O.P.) from the LCBO. Please follow these steps:

A. Make your request for permission in writing to the museum 8 to 10 weeks in advance of your

event. This request should be addressed to the Client Services Clerk. Please identify what you wish to serve, where and when. If your request is approved, you will receive written confirmation of approval 6-8 weeks in advance. The actual serving of alcohol on the day of your event will, of course, be contingent upon having a Special Occasion Permit.

Prepare letters to the following organizations:

Ottawa Police, Special Events Dept. City Clerk, Ottawa City Hall

P.O. Box 9634, Station T 110 Laurier Avenue W.

Ottawa, Ontario Ottawa, Ontario

K1G 6H5 K1P 1J1

These letters must include:

-your name, address, telephone number, the date and time of your event

-the location of your event (i.e. the grounds of the Cumberland Heritage Village Museum)

-the nature or purpose of your event (i.e. wedding or fundraising barbecue…)

-a notice that you intend to serve alcohol under a Special Occasion Permit

B. A minimum of 30 days in advance –go to one of the LCBO locations and apply for a Special

Occasion Permit (S.O.P.).

C. Once you obtain your S.O.P., give a copy to the Museum 3 to 5 days prior to the event.

D. On the day of the event, post the S.O.P. (original copy) in the area where alcohol is to be served (above or near the bar if there is one). Museum staff will verify that the permit is posted. Alcohol can only be served if there is a S.O.P.

CLIENTS ARE ALSO RESPONSIBLE FOR:

· Meeting and providing City staff with proof of compliance, for all applicable requirements of the City’s Alcohol Policy, including those relating to insurance requirements, training for servers and monitors and designated driver plans.

· The conduct and supervision of all guests at the client’s event, including any damages caused by a guest.

· Addressing any disturbances or problems caused by intoxicated patrons, and ensuring that any intoxicated guests are provided with safe transportation when they leave the facility. City staff must be notified immediately of any incidents, accidents or damages to the facility and if assistance is required in dealing with a situation, or if Police need to be called.

· Removing all empty and unconsumed alcohol containers from the facility after the event.