Appendix
“E”
Terms and Conditions for Use of Public Space at Ottawa City
Hall
February 2005
· The Special Events Co-ordinator or designated must approve furniture, equipment and/or signage, which are brought in by the organizer for an event, prior to the function date.
· Items brought in for an event are to be removed upon completion of the same. All articles left on any City of Ottawa property will be disposed of within 24 hours after the event.
· To ensure that your event is a success we request that details be finalized at least two weeks prior to the function date.
· All City of Ottawa properties are a public facility, therefore, we request that no event may block or hinder the normal passageway for pedestrians (including furniture, displays, cords, etc.)
· All applicants shall be bound by the Terms and Conditions of the Municipal Alcohol Policy, available as a separate document from the RPAM Venture Property Room Booking Agent.
· The use of alcohol in the facility is governed by the regulations as set out by the L.L.B.O., and a L.L.B.O. Special Occasions Permit is required.
·
A copy of this Permit must be filed with the
Information & Public Affairs Office prior to the event.
· The City reserves the right to withhold the sale of refreshment and/or alcoholic beverages for any reason.
· All set up, operation and maintenance of City Audio-Visual Equipment will be handled by Special Events staff.
· Should you require additional equipment that’s not in stock, a charge to the organizer will apply.
· If City A/V equipment is required, a rental cost for equipment and cost of audio-visual staff required during and after work hours to operate equipment will be charged to Lessee.
· Alternately, Lessee may provide and operate his/her own equipment
· Only propane barbecues will be permitted (outdoors), provided that the event organizer/applicant supplies one fire extinguisher per barbecue unit.
· Barbecues must be enclosed at all times.
· Hot Plate warmers are allowed indoors as long as they meet the Fire Code regulations
· Open-flamed candles and the burning of incense are not permitted on any City of Ottawa property due to Fire Code Regulations.
· The City reserves the right to regulate all catering and refreshment services for any public or private event held in any of the meeting rooms and activity areas.
· Children under the age of twelve are not to be left unattended on any City of Ottawa property.
· There will be a charge for full payment to the organizer if there’s a cost associated with damage and/or excessive cleaning requirements, as a direct result of an event
· Helium and non-latex balloons are permitted on City of Ottawa properties for decoration purposes only.
·
Please advise your Customer Support Service
Representative regarding your decorating set up prior to your event.
· All scheduling of loading and unloading privileges must be coordinated at least one week in advance through the Special Events Co-ordinator.
· Freight elevator may also be used and is scheduled in specific time blocks based on availability.
· Loading dock access is available, if you have to arrange deliveries outside our normal business hours, a charge may be incurred by the organizer.
· Floor plans for displays such as tables, showcase and/or stand-alone panels must be coordinated and approved by the Special Event Co-ordinator or Representative prior to the event.
Electrical Power
· All electrical requirements and plans are to be presented two weeks prior to the event for approval by our technical staff.
· Additional power requirements that require extra wires and/or electrical services will be made available upon request, cost may be incurred by the organizer.
· The Building Operations staff of the facility will do all operating and adjustment of the facilities electrical or mechanical equipment.
Equipment
Rental Costs:
·
LCD
Projector (2000 Lumens) $103.00
· Small Sound System $130.00
·
Wireless Microphone $100.00.
· The organizer of an event is responsible for obtaining the necessary insurance (if required). Should the event require liability insurance, the following provisions must be included:
· Proof of liability insurance may be required in accordance with the City’s insurance policy.
· Minimum liability of $2,000,000.00
· The City of Ottawa to be named as an additional insured; and
· Cross liability/severability of interest clause.
· All City of Ottawa properties have various lighting capabilities and must be requested in advance.
· Please note that all properties have emergency lighting, which cannot be dimmed or turned off.
· The applicant is responsible for the issuing of any press release or public service announcement unless the event is co-sponsored by the City of Ottawa.
· All public spaces have individual maximum occupancy capacities based on the Fire Code Regulations and are not to be exceeded.
· Parking is not provided at / on any City of Ottawa property.
· Deliveries (see “deliveries” section) may be arranged via temporary parking permits, however, we request that all vehicles be removed promptly after loading and/or unloading.
· All unauthorized vehicles on any City of Ottawa property will be tagged and/or towed at the owner’s expense.
· Placards and/or picket signs are not permitted on any City of Ottawa property.
· A license is required for raffles and is available through the Lottery Licenses Office.
Reservation of Space
· All reservations are to be processed through the City of Ottawa Special Events Co-ordinator by calling (613) 580-2424 ext. 22771.
Rules and Regulations
· The organizer must comply with all applicable City of Ottawa rules, regulations and by-laws.
· Failure to comply will result in the event being cancelled.
· No illegal activity shall be permitted.
· For safety and security reasons, all exits, stairwells and security/reception desks must remain accessible at all times.
· All security and life safety requirements for events must be coordinated through The City of Ottawa Special Events Co-ordinator, in conjunction with the Supervisor of Security Services, for the City of Ottawa property in use for your event.
· The City reserves the right to request security personnel to be present at specified periods during the rental period, costs to be charged to the Lessee
· No commercial sale of goods or services is permitted.
· Sales by charitable organizations require prior approval.
· For public events with an admission charge, the Lessee is responsible for providing ticket sellers and takers.
· Printed material is not to be affixed to any walls, pillars, windows, etc., on any City of Ottawa property.
· Signs may be placed on easels and/or display units with prior approval.
· All signs shall be in both Official Languages.
· The No Smoking By-Law (in public spaces) is enforced on any City of Ottawa property.
· Please be advised that anyone caught smoking will be dismissed from the premises, personal fines and/or the termination of the entire event.
· Additional staff may be required during an event. After finalization of event details, the Special Events Co-ordinator will forward specific staff requirements.
· The rates (based on four-hour minimum) are as follows: (2005 rates)
Housekeeping Personnel $18.00/hour/Cleaner
Security Staff $18.00/hour/Officer
Technical (A/V) Staff $25.00/hour/Technican
Building Eng.(HVAC) $35.00/hour/BST
· Storage facility/space is not provided on any City of Ottawa property.
· The City of Ottawa is not responsible for any stolen or misplaced items left on the property. In the event it should happen, please call the City of Ottawa Special Events Co-ordinator at (613) 580-2424 ext.22771.