25OneCommunity - Booking Form

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    Terms & Conditions

    1. Reserving meeting space does not include use of the entire 25One Community Ottawa premises. 2. 25One houses many social-mission members; please be respectful of noise and foot traffic when using the meeting room(s) during the day. 3. You are responsible for room set-up, cleanup, and returning the space to its original state. 4. 25One allows a grace period of 15minute for setting up and 15 minutes after for cleaning. A minimum of 30 minutes MUST be allocated at the start of your event if you need to receive many guests, change the room layout, receive catering and/or prepare technical equipment. If you changed the layout of the space, or had catering you MUST allocate time for cleaning and returning the space to its original state. Invoicing will reflect the additional time allotted. 5. If you remove tables, chairs, or other items from the room, please return them after the meeting is finished! There are floor plans posted in each meeting room location and 25One staff or volunteers are available to provide guidance during regular business hours (9 am– 5pm). 6. The 25One meeting rooms must be left clean and undamaged. It is the responsibility of the meeting-room renter to leave the meeting room(s) in the same condition in which they were found. This includes cleaning up the kitchen area, sweeping the meeting room floors, and removing recycling and garbage after your meeting has finished. Failure to leave the meeting rooms and kitchen area in a clean and undamaged condition will result in additional fees. 25One reserves the right to request a deposit of $100.00 and charge a meeting room user and additional $25/hour for the cleaning of the space if there is a failure to leave the meeting room(s) in the same condition and configuration in which they were found. 7. 25One has a range of equipment on-site that you can choose to include in your booking, such as flipcharts and markers, conference pods, projectors and more. If equipment is not returned or broken during your booking, you will be charged the replacement value of each item. You are responsible for verifying that the equipment is available for you meetings, as everything is a first come first serve basis. 8. Organization / Individual agree to pay for any damages caused to 25One, its equipment, and its surrounding property as a result of the meeting or event. 9. You are responsible for testing any technical equipment prior to the event. Arrangements must be made with the Office Manager ahead of time to schedule testing. 10. Events and workshops that take place or extend beyond regular work hours will require special arrangements for site lock-up. It is your responsibility to make arrangements in advance and to ensure lock up is completed after your event. A $25 fee will apply for opening and $ 25 for closing the space. 11. 25One Management reserves the right to inspect and control all functions held on the premises. It also reserves the right to refuse requests for a meeting space we consider inconsistent with the purpose and policies of 25One. 12. 25One Community Ottawa is not responsible for items left unattended, nor for unsecured rooms or areas. 13. 25OneCommunity Ottawa management must approve the provision and consumption of alcoholic beverages, prior to the event. You are responsible for ensuring that you meet the legal obligations of the Province of Ontario. This includes acquiring a Special Occasion Permit (SOP) from the LCBO and having a SmartServe Certified person on-site for the duration of the event to manage alcohol intake and monitoring. 25One must be provided with a copy of the SOP and the SmartServe person's certification number at least five days in advance of the event. http://www.lcbo.com/products/permits.shtml 14. 25OneCommunity Ottawa and the Imperial Building do not allow smoking on the premises for any reason. No Smoking Polices are strictly adhered to, in and around the building. (Ottawa bylaw states that one must be 9 meters away from entrances when smoking.) 15. Users agree to pay for any damages caused to 25One equipment, the premises and its surrounding property as a result of the meeting or conference. 16. 25One reserves the right to assign a different but comparable room to meet the needs of the user group if needed. 17. The front doors to the building are locked before 8:00 am and after 8:00 pm on weekdays. Arrangements for access to space and closing the space must be made with staff prior to meeting/event. PAYMENT 18. Unless otherwise agreed in writing, payment for conference-room rental will be handled in the following manner: a. 25One will provide an invoice detailing the fees of your meeting upon receiving the completed and signed 25One Meting Room Rental Form. You are expected to issue payment prior to your event. b. Payment in full is required 5 week days prior to the event. c. Should a meeting space be cancelled less than 72 hours before the scheduled date, full rental fees will be charged. Payments can be made by cheque to “25One Community “, paid by cash or by PayPal*. * The Room Renter is responsible for all fees associated with sending or receiving funds via Paypal. This includes all fees associated with payments and refunds. What are the fees for using PayPal? https://www.paypal.com/ca/webapps/helpcenter/helphub/article/?solutionId=FAQ690&m=HTQ CANCELLATION 19. There is a three-day cancellation policy (you will be charged full price if you do not cancel at least three working days in advance of your meeting/event). You may cancel either by phone 613.566.3448 or by emailing rosario@25onecommunity.ca.
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