Facility Rental Terms and Conditions

1. Payment

a. Deposit: A deposit of 15% is due upon receipt of invoice.

b. Rental Fee: The rental fee is due in full at least 14 days before the date of the use.

c. Cancellation/Refund: If cancellation by either party is more than 30 days before the scheduled use of the facilities, the rental fee and deposit will be returned.  If Renter cancels 15-30 days before the scheduled use of the facility, The Exploration Place will retain a 10% cancellation fee.  If the Renter cancels with in two (2) weeks of the event, The Exploration Place will retain a 25% cancelation fee.

d. Additional Charges: If any charges are incurred during the event, an additional invoice will be forwarded to the renter.

e. SOCAN Fee: It is the responsibility of The Exploration Place to collect and submit this fee to the Society of Composers, Authors and Music Publishers of Canada and applies to any event at which music is played. This includes live and recorded music of any kind.


2. Set Up – Clean Up – Decorations and Rented Equipment

a. Set Up: Access to the facilities for setting up, including catering set up, will be during the hours stated on the contract ONLY.  Set up may be completed during museum hours, with the prior approval of an Exploration Place staff member.  If set up is needed during closed hours, staff time will be charged to have the building open and a staff member present.

b. Clean Up: The premises must be left in the same a condition and repair as found at the beginning of the rental period. All food, beverages, equipment and rented supplies must be removed from the premises immediately after each use of the facility and no later than the exit time stated on the contract, or the renter will be charged an excess fee.

c. Decorations:

i. Displays, floral arrangements, decorations, musical equipment, and so on, must be free standing so as not to damage or deface the premises (no nails, tape, glue or other type of adhesive may be used.  No item may rest against or touch woodwork, walls or glass.)

ii. Decorations must be flame retardant to protect the premises and its historic contents.

iii. The use of candles or any other type of open flame is prohibited.  The lighting of the unity candle is permitted.

iv. Dry ice or any other type of smoke generating devices are prohibited.


3. Food, Beverage and Products

a. Alcohol:

i. If alcohol is served at any event, a Special Occasion License (SOL) is required and all rules and guidelines as laid out in the application must be adhered to. Host Liability Insurance is also required.  Copies of both must be on premises during the event; the SOL must be displayed for the duration of liquor service.

ii. Alcohol must be removed from the premises at the end of the event.


b. Smoking: The entire facility is non-smoking, and we request, and will enforce, strict observance of this regulation.  Smoking will be allowed outside the facility in designated areas.


4. Food and Beverage Service

a. Catering: All food and beverage (excluding alcohol) served at any event must be provided by one of our approved caterers.


5. Destruction and Damage

a. Damage: If there is any damage to the facility, displays, exhibits or any of the buildings contents during the rental period, the renter shall be required to pay for all necessary repairs or replacement. This includes any damage to the technical equipment when operated by anyone other than staff members of The Exploration Place.


6. Responsibility

a. Conduct: The conduct of all participants and spectators while on The Exploration Place property shall be the responsibility of the renter.  The renter also accepts all responsibility for any injury to person(s) or property, or loss or damage to property or theft of personal property on The Exploration Place premises during the rental period. Failure by any individual or group to follow all applicable rules and regulations will be cause for immediate eviction.  The Exploration Place retains the right to evict objectionable persons from the premises.  Repeated violations may result in denial of future reservation requests.

Updated Febraury 2012