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Space Rental Agreement (Business)

This agreement (“Agreement”) is between Collabüro (the “Organization”, “our” or “we”) and the renting party (the “Client”, “you” or “your”)


WHEREAS:

A. The Client is an Independent body wishing to rent room space for a social event.

B. The Organisation has agreed to provide certain rental room space within the Organisation's building located at 499 Preston Street, Ottawa K1S 4N7 (the “building”) to the Client under the terms of this Agreement as hereinafter provided:


THEREFORE in consideration of the covenants, terms and conditions contained in the Addendum, the Organisation and Client agree to the following:

  1. The Organisation will provide the Client with the facilities, equipment and/or services during the agreed upon period, on the agreed upon event rental date, for the agreed upon space at agreed cost + HST.

  2. Any set-up and/or clean-up time required by the Client are required to be part of the booking time or paid as extra time before the event. If the event is extended, then the extra time will be charged at the hourly rate.

  3. The Client will use only the facilities booked and paid for on that date.

  4. The Client will only use the equipment that comes with the booked space and/or services only for the purpose set out in the Agreement. Extras need to have been agreed upon in advance in writing. Furniture that is provided in each space is detailed below.

  5. The Client will maintain the facilities and/or equipment in good working order throughout the time of the Client's access or use.

  6. The Client will maintain the security of the building by keeping the front door shut and not allowing unauthorized access by others that are not their guests. The Client is responsible for the conduct of their guests and any damages that their guests inflict. The Client must check that no one is left on the premises when they leave.

  7. The Client's event will not interfere with the orderly functioning of the facility either before, during or after their event booking. The Client must remove their belongings from the space and items they have rented directly from 3rd party suppliers so as to not impact the next event or the cleaning crew. The Client will clean spills as they happen and at the end of the event clear off tables, recycle or remove their un-recycled garbage from the premises so as to not incur a charge.

  8. The Client will have access to the building 15 minutes prior to the booked period unless an alternate arrangement is made with the Organisation.


1. Rental

1.1 Bookings are held on a first-come, first-serve basis. Rental spots can only be held for up to 48 hours without payment. The reserved spot will expire automatically after 48 hours.


1.2 Payment Policy - A 50% deposit is required to book and hold the event rental date. The remaining 50% is to be received 5 business days prior to the rental start date. If the booking date is less than 1 week from the event rental date, then full payment is required. Facility should not be considered booked until 50% of the total rental space costs are paid/received.


1.3 Payment Policy - Recurring Events - A 50% deposit is required to book and hold the initial event rental date. The remaining 50% invoice is payable 5 business days prior to each rental start date as well as 50% of the next rental booking invoice. Facility should not be considered booked until 50% of the total rental space costs are paid/received.


1.4 One-time bookings are considered to be consecutive hours and cannot be split into multiple timed portions, such that a 4 hour booking has to be 4 consecutive hours. Extra hours spent in the building after the event may be charged to the Client at the hourly rate of the rented facility.


1.5 Cancellation Policy - The 50% deposit is non-refundable if cancellation of the event occurs 20 business days or less before the event is scheduled. A credit may be given at the discretion of the Organisation to be used at another date scheduled within a 2-3 month period - date can only be rescheduled once. All fees are non-refundable if cancellation of the event occurs 5 business days or less before the rental date.


The Organisation accepts no responsibility for cancellations due to inclement weather, natural disasters or other disasters such as power outages. We have emergency lighting and the wifi has its own power generator but the projector and sound system won't work.


All fees refunded via debit or credit cards are subject to an advertised card processing charge which is approximately 3% levied by the credit card company. Those paying by e-transfer do not currently incur a payment processing charge.


In the event that the City of Ottawa enforces a mandatory lock down for the Organisation's type of business, the Organisation and the Client will share the impact 50/50. The Client has the choice to have refunded half of the total amount paid or 100% credit of the amount paid will be given as a dollar value to be used at a later date once the mandate has been lifted.


1.6 Termination - The Client's access or use of the facilities, equipment and/or services will terminate upon expiry of the time set out in the Agreement. However, the Organisation reserves the right to cancel the Client reservation, or to terminate the Client access to, or use of, the facilities, equipment and/or services immediately for cause. Cause includes but is not limited to:

If this Agreement is terminated with cause, the Organisation will not refund any prepaid amount to the Client. However, if the Organisation cancels or terminates this Agreement without cause (including but not limited to, events of force majeure), the Organisation will refund any prepaid amount to the Client, and such refund will be the Client's sole and exclusive remedy against the Organisation for performance of its obligations under this Agreement.


1.7 Use of Space – The facility space can not be used for any activity that is considered illegal in Ontario.The Client will declare before booking whether the event is public or private and use booked space for its intended purpose and the use will be limited to the booked space. All other spaces on the building premises are off-limits unless an alternate arrangement is made with the Organisation. Zero-tolerance policy is implemented at the Organisation's premises and Organisation reserves the right to cancel current and future events if such behaviours are observed/reported without any refunds to the Client.


2. Security

2.1 The Client will maintain the security of the building by not allowing unauthorized access by others that are not their guests as are responsible for the conduct of anyone that they allow building access. Coworkers have their own access code and do not need the door opened for them. The Main Hall and the Large Room each have their own doorbell for the guests to ring should they arrive outside of the time allotted for the door to be unlocked for guest access. Please advise your guests to only ring your doorbell so as to not inconvenience the other event.


2.2 The Client will maintain the security of the building by not propping the front door open or placing objects in the way that will prevent the door from closing and locking. If outside business hours, the Client is responsible for checking that all windows and doors are closed and locked. The Front door automatically locks when closed as does the back doors unless the Door bar has been locked open via the bar key or an object (like a rock) prevents the door from shutting.


2.3 If the Organization blocks off areas for storage using screens, the Client needs to make sure that their guests do not access behind these screens. The replacement cost of stolen items will be invoiced and forfeits Damage Waiver refund.


2.4 The Client is responsible for the conduct of their guests and any damages that their guests inflict on our premises. Running and other boisterous activity is prohibited in the building.


2.5 There is no illegal drinking, smoking / vaping or use or sale of illegal substances allowed on the premises. Smoking and Vaping is restricted to our patio space or at the carpark side of the building. No smoking at the front doors or in the building including bathrooms.


2.6 Client is also to be aware that all parts of the Organisation building (internal and external) are under 24/7 surveillance to ensure the safety and security of all parties. Images collected by the security system will only be used for their intended purposes and will only be shared with a 3rd party when required by law. We do require the cell phone number of the Client person in charge of the event and a 2nd back-up person so that we can contact them during the event should the need arise outside of business hours. The Client can also con tact Collabüro sta ff at the Emergency number that is displayed above the light switch in the Main Hall - 613-261-5225.


3. Event Insurance

For business events with a social element to them, such as after meeting party, or serving of alcohol, then an Event Insurance is required unless the Client has their own off-site coverage. Please provide the Organisation with written evidence of such insurance 8 days before the event rental date at the latest.


3.1 The Organisation has partnered with Duuo Insurance that gives the Client 20% discount when obtaining Event insurance. An on-line quote is available at https://duuo.ca/event-insurance. The application is available to be completed in French by clicking Français above the Login button. To obtain the 20% discount, type our address (NOT the name Collabüro) The Duuo Partner option and our address will appear in the venue” dropdown. Without the Duuo Partner sign being present, you will not receive the 20% discount.

If the Duuo partner option is chosen, Duuo will send a copy of the Insurance Certificate to the Organisation.

3.2 Duuo Event Insurance is purchased to cover a host’s liability in case of accidents. It includes coverage for Event Liability (Bodily Injury and Property Damage / Theft).


3.3 Duuo allows for full refund upon insurance cancellation by the Client if cancellation is before the event rental date. If an event is cancelled for any reason, Duuo policy does not include cancellation insurance to pay for any expenses incurred (such as payment to decorators etc.) - this would require separate cancellation insurance. Please read the Duuo Event Insurance Policy document on their website or at the following link: https://duuo.ca/wp-content/uploads/2021/02/Duuo-Event-Insurance-Policy_EIP-CAD-004-EN-FEB-02-2021.pdf. If unsure about insurance needs, the Client can contact the Organisation to clarify.


4. In an Emergency

In the case of an emergency, the Client must call 911 and the Organisation at 613-261-5225 or 343-542-7777. Client must assist its guests to leave the premises quickly and safely. Exit doors can not be blocked by any furniture or equipment.


4.1 Medical Emergency - Call 911. Make sure that the person’s belongings go with them (Coat, Bag, Cellphone) as these may contain information required by the medical staff such as Health Card or medications. There is a First Aid Kit and Naloxone kit next to the media center in the Main Hall and a 2nd in the media center cupboard in the Large Room. Please check out this link on dealing with Medical Emergencies.


4.2 Electricity Blackout - Collabüro has an emergency generator that will supply electricity to power emergency lighting in the stairwell and Lounge but not to power the premises main lighting or projectors. If Client wishes to continue with their event, the Organisation can provide battery operated lanterns. Please use cell phone flashlights to find our emergency lanterns which are located as follow:-


5. Additional Spaces

The Lounge and Elevated Area are not part of your booking unless included on your invoice or part of a special arrangement. The outside patio is a shared space unless a private booking is organized at the rental rate.


5.1 The Lounge area on the bottom floor is not part of your booking unless you have specifically rented this area. The Lounge area is meant for people to relax temporarily, can be used for a break out meeting, or to take a quick phone call. Anyone in the building can have access to it including Organisation, coworkers who may choose to work in the Lounge area during the Client's event time. We ask that the place be respected and your guests clean-up after themselves after eating. Confidential calls can be taken in our Phone booth upstairs and private breakout meetings can be booked in our Small Meeting Room at $45 per hour.


5.2 Floor plan below shows the spaces names for reference:

Top Floor:

Bottom Floor:


6. On site Furniture & Equipment

Main Hall - The rental rate is for the main floor space and the raised narrow area closed off by the bifold divider doors. Also included in the rental rate are the use of:

Available only under a special agreement :


Items available for rent for use in the Main Hall:


Large Room - The rental rate is for about 900 sqft room that includes a full wall length L-shape bench seating, and a 45 sqft area perfect for catering, snacks and drinks . Also included in the rental rate are the use of:


Items available for rent for use in the Large Room


Lower Level Kitchenette - This includes a sink, microwave, dishwasher and freezer to store ice. Glass bottles and cans of soda cannot be put in the freezer as they explode. Kitchenette also contains a high table with two height adjustable stools. By request this area can be screened off for caterer’s use and a 6-foot table can be provided. Rental rate depends on other space and rental period being booked. Please note that there is no oven on the premises and the Client may not bring their own, only a toaster oven.

Kitchenette contains mugs, plates, cutlery, a sharp knife, mini cutting board, Sterno lighter and other items in the cupboard and drawers. You are welcome to borrow our items but please wash them up and return them to their location once finished. Hot/Cold drinks on the premises are not included for the Client and are intended for co-working space members only, unless the Client has purchased our Beverage Package at a cost of $3+tax per person. If drinks were consumed by the Client’s attendees, then please let the Organization know to charge for the drinks consumed. Any hot/cold drinks consumed during the event not paid for may be invoiced at a rate of $2 +tax per drink.

Small Meeting Room - The rental rate is $45 per hour or $349 for a max of a 10-hour day (consecutive hours). The room has a smart TV that can be used as a presentation screen with the use of HDMI, and whiteboard included along with a wide-angle camera (based on availability). Room is generally set up with 4 chairs around the square table. By request (at least 1 business days notice), setup can be 8 sled-base chairs or the table can be removed from the room a nd soft seating provided.

Elevated Area - There is a flat rate for the rental of the Elevated Area. If Half Area is rented (which is an additional 191 sqft), the flat rate is $500 and with the 135 sqft of the raised area, the space can accommodate around 20-22 people (on rectangular tables) plus buffet tables.

If the Full Area is rented (which is an additional 293 sqft), the flat rate is $900 and with the raised area, the space can accommodate 33 people (on rectangular tables) plus buffet tables.

If the Deep Half is rented (which is an additional 224 sqft), the flat rate is $600 and is ideal for Large Buffets, networking area or vendor or photo booths. If the Elevated Area is not booked, this space cannot be used by the Client for any reason.

Coworkers Lower Level Lounge - Generally this space is used by coworkers working or eating lunch and short temporary resting location for any event attendee. By request, and as an exception dependent on the activities happening in the building during the booking time, this room can be booked at a rental rate of $400 flat rate plus $90 cleaning fee. If sofa furniture needs to be removed for use as a dining area or seated workspace there is a $150 furniture moving fee in addition to any table rental. There is also a $200 refundable Damage Waiver fee.

General equipment - Each space has a dedicated whiteboard. The Large Room whiteboard has a flip chart on the other side.There are also a number of extension cables and floor cable covers for safety if needed to be used in traffic areas. Additional items can be rented:- 2 mobile whiteboards for use in any of the spaces; 3 easels that can be used as whiteboards or flipcharts.

Elevator - Collabüro has an elevator that is accessible at street level. The door is not automatic so will need to be swung open for the person requiring access and assistance given to open the outside and elevator doors. Access on the lower level is directly into the Large Room and access from there to the large accessibility bathroom which also does not have an automatic door. Access to the top level is via the Elevated Area to the raised area and the Small Meeting Room. The Main Hall is made of 2 areas, the main floor has no wheelchair or cart access due to 3-step staircase, but the raised area and stage can be accessed by wheelchair or cart (as it is the same level as the Elevated Area). An adjustable table accommodation will be provided to those in wheelchairs at no charge. To use the Elevator you must press and hold the call button to have the elevator reach your level. Once the door is closed, press the button for the floor you wish to go to but continue to press/hold the button until you have reached the destination and the elevator has stopped. If the elevator stops unexpectedly. Take your finger off the button and then press and hold again. If there is a power outage the elevator has its own generator so will continue moving. If in the unlikely circumstance that someone is stuck, call the emergency number displayed 1st rather than 911. Do not use the elevator in the event of a fire.

Bathrooms - There are 5 bathrooms. One is wheelchair accessible and the one with the orange door has a shower and a bidet. Clients need to supply their own soap and towels. There are 3 additional unisex individual bathrooms for a total of 5 bathrooms.


7. Set up / Clear-up Services

Collabüro has 3 types of set-up services to choose from detailed in the rental agreement on page 3:


7.1 Accident Cleaning – If there are spills during your event, please make Collaburo staff aware immediately to organise clean-up as liquid puddles will damage the floor or surfaces. If outside normal business hours, we have a Cleaning Room, which is located to the right of the orange bathroom door. This room contains a spin mop as well as a bigger bucket and mop. There is a large blue sweeper for use on dry floors as well as dustpans and brushes. There is a stick vacuum cleaner on charge behind the sofa in the Lounge or a bigger vacuum in the cleaning closet. Cleaning solutions and cloths are under the sink.


7.2 Recycling - Collabüro takes pride in the recycling efforts we do. We appreciate recycling efforts by the Client’s guests but specifically require food to be put in the Green Bins and liquids emptied before recycling cups and cans. There are displayed instructions as to what goes where in the Kitchenette and if in doubt please ask the staff. We recycle soda cans for cash that is donated to charity so there is a dedicated bin on each level for empty soda cans. Please flat pack Cardboard and paper and stack these for the Organization to deal with as we do not have a dedicated bin.


8. Third Party Rental Equipment through Collabüro:

The Organization may rent items required for the event as a convenience to the Client. Rental company policies must be adhered to by the Client and it is the Client's responsibilities to familiarize themselves with these policies which we provide. Collabüro shall in no event be liable for loss, deduction, theft, or damage to those rented items. The Organization will place the order for rental equipment on the Client’s behalf and then invoice the Client for the cost at which time the invoice is payable in full. This arrangement allows the Organization to handle delivery and pick-up to/from our building on the Client’s behalf. The Client can choose to pick up items to save on delivery fees. Large number of chairs and round tables need to be delivered by a truck. On arrival of the rental items, the Organization will check that the inventory list is complete, construct backdrops, layout tables/chairs on the floor and put linens on tables as part of the Budget-friendly DIY Set-up Service.


Please check this link for Fiesta's full list of Terms & Conditions:- Fiesta Terms & Conditions


8.1 Third Party Rental Equipment NOT through Collabüro - If the Client rents equipment and/or furniture from a supplier, the Client is then responsible for being present for delivery and must advise Organization of pick-up arrangements. No 3rd party equipment can be left in the event space as it may interfere with the next booking, unless this has been agreed with the Organization. The Client must place all items in the Elevator corridor (at street level) prior to the end of the booking period. The Client’s rental company should be given the Organization contact number and can call on arrival to be given remote access to the Elevator Corridor where the items are placed. Rental company is responsible for making sure the exit door is securely shut so that remote locking is possible.


9. Use of your Booking Space


9.1 Decorating Event Space - The Client can decorate or display posters in the rental space with prior agreement with the Organisation. Please advise Collabüro Event Manager about decorating plans ahead of the event. The Client needs to have permission to decorate or use any space outside of the rented space, such as the front lobby or stair case. The Client cannot use pins or sticky tape on walls, as wall/paint damage will occur. The Client can pin items carefully to the sound panels, and cannot remove any sound panels off the walls. The Client can adhere to walls using painters tape or Instant Tac/Blu Tac. The Client cannot remove any artwork off the walls without permission from the Organization. It is important that the Client pass on requirements to their 3rd party decorators.


9.2 Use of Signages - The Client shall be entitled to display, or install necessary signages, banners and indicators [banners, signs, flyers, indicators, video trailers etc] of the Client in and around the designated space without causing damage to Organization signages, furniture, paint, murals, walls, ceiling or floors. Such necessary displays shall be done in a manner not to constitute a disturbance, nuisance damage, interference or inconvenience on the entire property.


9.3 Height Safety - Do not stand on tables, chairs or the bench, especially the tables in the Large Room as this can damage the tilt mechanism and they can fold unexpectedly causing injury. Please use the step stool that is stored alongside the downstairs fridge. A higher step ladder is also available in the lower level backdoor storage area. Clients use the step stool and step ladder at their own risk.


9.4 Scents - Collabüro promotes a scent-safe environment, scented products are best avoided, and scented items should not be brought into the facility.


9.5 Smoking - No illegal activities are allowed on the Collabüro premises. Collabüro is a smoke-free facility in accordance with the Smoke-Free Ontario Act. There is to be no smoking of anything or vaping anywhere inside the building. This includes the use of fire within the facility (such as non-birthday candles), vaping, shisha/hookah. Exceptions can be made such as Smudging ceremonies, with approval from Organization. Smokers to smoke on the patio in the back where there is a butt receptacle.


9.6 Outdoor Patio. The outdoor patio is a shared space (if not rented exclusively) with coworkers and other space renters. Any outside patio cleaning required after an event will be charged to the Client. Use of the Patio exit and the side of the building gate is advisable when going out for lunch as the front door is locked. The patio is fully accessible by wheelchair via the gate.


9.7 Parking - Collabüro has two parking spaces that are available on a first come basis on our property for up to 2 hours - the Client must park without over hanging onto the pavement as this could incur you a Bylaw ticket. During multi-events bookings one space to be used for each event. A yellow cone is to be respected when used as they serve to reserve a space for deliveries or disabled guests having a parking space.


There are three parking lots in close proximity to Collabüro with a current maximum charge of $15 for weekday parking and a fixed evening/weekend rate which varies by location but is between $4-$7. Please checkout our parking map at:- https://collaburo.com/en/page/directions-parking Nearby street parking has 1, 2 and 3-hour parking limits during weekdays, or free for evenings and weekends (or according to laws set out by the City of Ottawa). Parking at neighbouring properties is not available - although closed, the garage forecourt is in constant use with tow trucks dropping off vehicles for repair which may block you in. Parking at the CIBC car park may also cause you to be towed or ticketed.


10. Indemnity - The Client will be solely responsible for, and will indemnify, defend and hold the Organisation (including its managers, directors, employees, contractors and those for whom the Organisation are responsible in law) harmless from, any damage, loss, expenses and other liabilities arising out of or relating to the use of the facilities, equipment and/or services, or a breach of this Agreement or applicable laws, by the Client or any of the Client directors, officers, employees, agents, associates, contractors, guests and any person for whom the Client are responsible in law, including any injury or death, or damage or loss of property. The Client will promptly notify the Organization of such damage, loss, expense and other liabilities.


11. Privacy - Client shall follow all applicable privacy laws.


12. Personal Property - All personal property of the Client or its guests placed in the rented premises, or in any other portion of the property on which the premises is located, shall be at the sole risk of the Client or guests and the Organisation shall in no event be liable for loss, deduction, theft, or damage to such property unless caused by or resulting from negligence of the Organisation, or its employees. We will inform the Client if any items are found on the premises. These will be kept for collection up to one month and then donated to The Salvation Army.


13. Use of Trademarks - All trademarks, trade names, service marks, logos, designs and symbols of the Organisation are owned by the Organisation and any unauthorized use is strictly forbidden unless with our prior written consent, whose consent will be exercised at our sole discretion. Without limiting the generality of the foregoing, the name “Collabüro” or “Collaburo” must not appear in the heading of any of the Client advertising or promotional materials unless for the sole purpose of way-finding. Also, the Organisation does not, and must not, by the actions of the Client, be perceived to be, sponsoring, endorsing or otherwise promoting or supporting the Client activities, products or services.


14. Force Majeure - The Organisation will use reasonable efforts to make the facilities, equipment and/or services available to the Client during the times and dates set out in the Agreement. However, if there exists any causes beyond our reasonable control, changes in the laws of Canada or our institutional policies, governmental restrictions, wars, fires, floods, storms, strikes (including illegal work stoppages, or slowdowns), lockouts, labour shortages and building system failures, the Organisation may terminate this Agreement.


15. Entire Agreement - This Agreement, including all Schedules, is the entire agreement between the Organisation and Client with respect to the use of the subject facilities, equipment and/or services for the times and dates specified, and will supersede any and all prior discussions, negotiations and agreements with respect to the same subject matter.


16. Governing Laws - This Agreement will be governed by the laws of the City of Ottawa, the Province of Ontario and the laws of Canada applicable therein, without reference to its conflict of law principles.


Business Events with added Social Event component or adding alcohol need to also be aware of the following:-


S1. If the Business event has a social component added where there is alcohol on site, a Damage Waiver fee is payable for all Spaces rented one week prior to the event. Damage Waiver fees are different for each space and for the type of event. These costs are subject to change but due notice will be provided prior to booking.

Private Event Semi Event Public Event
Main Hall: $500 Banquet - $500
Dance/Cocktail - $1000		 $1000
Large Room: $200 Banquet - $200
Reception - $400		 $400
Elevated Area: $100 Banquet - $100
Reception - $200		 $200
Lounge: $200 Banquet - $300
Reception - $400		 $400
Patio: $100 Banquet - $200
Reception - $150		 $300

Damage Waiver fees paid and refunded via debit or credit cards are subject to an advertised card processing charge which is approximately 3% levied by the credit card company. Those paying by e-transfer do not currently incur a payment processing charge. There is no tax applied for Damage Waiver fees.


S1.1 The Damage Waiver fee is refundable unless there are charges incurred. These can be due to:

Delay in Damage Waiver refunds can be due to 3rd Party rental companies needing to confirm that they are not applying any charges where we have organized rentals on Client behalf. 3rd Party rental company charges can be due to missing items or rental equipment being damaged or not being returned as per their rental policies. See note on rental policies. In the event that Client wishes to claim for Damages that have prevented the Damage Waiver from being refunded, the Client has to make the claim with their insurance provider or Duuo if purchased through them, not the Organisation.


S2. Building Security - If the last on the premises there is an Event checklist before departure. The Client is responsible for checking that all windows and doors are closed and locked. The Front door automatically locks when closed as does the back doors unless the Door bar has been locked open via the bar key or an object (like a rock) prevents the door from shutting. The elevator corridor’s outside door is set to automatically lock 1 minute after it’s been unlocked, it is the Client’s responsibility to make sure the door is fully closed so the lock can properly lock the door. The Client can also lock the door via the bolt from the inside.


S3. Licenses

The Client hereby represents and warrants to us that the Client have all approvals, permits, and insurance necessary for the Client to carry out the social activity at the facilities.


S3.1 A valid liquor license from AGCO is required to have alcohol in the building either provided by the client or allowing guests to bring their own or a 3rd party’s AGCO license can be used instead where they are taking liability for the sale of alcohol. A Private event license is obtained from the AGCO by applying online at https://www.agco.ca/ This takes less than 10 minutes, requires a credit card for payment and should be applied for at least 2 weeks before the event, especially at busy Holiday times. If Client wishes to have guests pay for the alcohol, then Client will need to purchase a private cash bar AGCO license which costs $150. In the event Client has a private cash bar, Client still needs to have a qualified “Smart Serve ” server. Client can check out the rules for Private Events vs Public Events at the following links:

https://www.agco.ca/alcohol/special-occasion-permits-private-event
https://www.agco.ca/alcohol/special-occasion-permits-public-event

Please use this link to assist with answering the AGCO’s application questions. AGCO questions Errors will prevent your application from being completed. Payment methods accepted are: Visa, MasterCard, Interac Online, Visa Debit or MasterCard Debit.


As per Ontario Law, alcohol can not be provided to those under 19 years of age and no one can be served after 2 a.m. The AGCO approval only covers Client for alcohol consumption in the rental space that Client mentions on the application. This means that it will only cover the Main Hall or The Large Room. If the Client rents the Lounge this must be added and if Client rents the back patio, Client must attach the necessary additional documentation with the application (The Organisation will provide the additional documentation on request). This means there is no drinking allowed in any Stairwells, Lounge kitchenette and bathrooms. The Organisation is not responsible for any fines applied due to breach of Ontario Alcohol laws or by Bylaw Officers. Safe Drinking signs must be displayed near the bar area (Organisation can provide these upon request). The Client should also have a copy of the license easily accessible to present to the Bylaw officer if it is requested on the event date


S3.2 Advertised events (offline such as newspapers, brochure, radio; or online such as Eventbrite, Facebook groups, Google, Meetup, Ticketmaster, etc.) serving alcohol will not qualify as private events and Client will need an AGCO license even if there is no cash transaction, such as including alcohol drinks as part of the event ticket price. The AGCO scans the Internet to see if Client is advertising the event. If Client advertises following applying for the license, AGCO can withdraw approval and may send Bylaw to check the venue on the event date. Advertised events need to apply for a Public event license as per the AGCO link above. To qualify for a Public License Client needs to be:

  1. a charitable organisation registered under the Income Tax Act (Canada), or a non-profit association or organisation for the advancement of charitable, educational, religious or community objectives.

  2. designated by a municipal council or its delegate as an event of municipal significance and has a City Of Ottawa letter that you can submit with your application.

If Client does not qualify with either of the above, to have a public event with alcohol approval Client can use a 3rd party license. This license can be from the catering company the Client is using or the Organisation can put the Client in touch with a 3rd party Bar Services provider. Client should start discussions at least a month in advance of the event as the Bar Service needs to apply for AGCO approval to have their license transmittable to the Organisation’s premises for the event. Zero-tolerance policy is implemented at Organisation premises and Organisation reserves the right to cancel current and future events if such behaviours are observed/reported without any refunds to the Client.


S3.3 Know the Law - The Liquor Licence Act states that a licensee or a Special Occasion Permit holder may be held liable for damages if liquor is served to a person whose subsequent intoxication causes harm. Client must know what the liability when providing alcohol by checking out this link: https://www.agco.ca/sites/default/files/3052e_liability_more_to_lose_then_your_licence_dec2018-ua1.pdf It is always recommended to have food accompany alcohol even if it’s just bags of chips.


Please use the following link to get yourself, security team and bar staff educated on the strategies to prevent intoxication and policy for dealing with intoxicated guests When having Alcohol at your event.


S3.4 Host Liquor Liability Insurance - This is an add-on to the standard Duuo event insurance policy that can easily be added at an additional cost by ticking the “YES” box when asked “ Will alcohol be served at the event?” . This type of coverage is required when Client is planning to sell or serve, or allow guests to bring or sell their own alcohol. This coverage is only valid if you acquire the AGCO liquor license and permit as required by the Province of Ontario. If “NO” is ticked and there is an alcohol related incident, the Client’s insurance policy will be invalid in the same way as not getting the policy covering dancing while someone sprains an ankle dancing.


S4. Building Equipment

S5. Accident Cleaning – If there are spills during your event outside normal business hours, we have a Cleaning Room, which is located to the right of the orange bathroom door. This room contains a spin mop as well as a bigger bucket and mop. There is a large blue sweeper for use on dry floors as well as dustpans and brushes. There is a stick vacuum cleaner on charge behind the sofa in the Lounge or a bigger vacuum in the cleaning closet. There are dishwashing soap containers and brown paper rolls on the counters by the kitchenette sinks or liquid bottles under the downstairs sink where there are also cleaning cloths. You do not need to clean floors and other surfaces after your event, we have a cleaner hired to do that.


S6. To Recycle or not to recycle - As a business premise garbage removal is charged per bag so it is important to recycle. Client’s not wishing to recycle can put everything in the black bags provided but then MUST remove the bags from the premises. Black bags left unrecycled on the premises will be charged an environmental fee. Recycling in Ottawa is as follows:-


S7. Third Party Rental Equipment through Collabüro:

The Organization may rent items required for the event as a convenience to the Client. Rental company policies must be adhered to by the Client and details are as per above. Crates of plates and glasses will be placed next to/underneath the buffet tables for the Client to organize (unless theConcierge Set-up Service is purchased).


The Client to read and understand care of rental equipment provided by the rental company to know how to handle clean-up of rental items and dismantle any furniture (unless the Walk Away service is purchased which the Organization will take care of any cleaning required for rental items and the dismantling of furniture).


S7.1 Care of Fiesta Rental Items:

Equipment remains the responsibility of the customer from the time of delivery/customer pick-up to the time of its return. Items are to be used for their intended purposes with normal wear and protected from damage due to neglect, abuse or misuse.


Items not meeting these conditions are subject to additional fees. Broken glasses/plates should be returned as breakage is covered by the Fiesta damage waiver but any missing or stolen items are not and therefore charged at 7 times the rental cost. Client is advised to do a count and confirm that cutlery is not thrown out by mistake.


Please check this link for Fiesta’s full list of Terms & Conditions:- Fiesta Terms & Conditions


S7.2 Third Party Rental Equipment NOT through Collabüro - Client to check the details of 3rd party rental suppliers rules as Chafing dishes from other suppliers often need to be emptied, washed, dried and put back in their original boxes. Plates also may need to be washed.


S8. Decorating Event Space - The Client can decorate or display posters in the rental space with prior agreement with the organisation. Please discuss with the Collabüro Event staff any plans to use real candles or any item that has real fire. Organization prefers that the Client rent from Collabüro or purchase their own battery operated candles. Collabüro has 6” and 4” candles as well as tea light sizes available. The use of confetti, confetti bombs and glitter, is not permitted - These will incur additional cleaning charges.


S9. Scents - Collabüro promotes a scent-safe environment, scented products should be avoided, and scented items should not be brought into the facility. Incense sticks, incense burners and bakhoor are not permitted indoors. Fog machines must not have scent or create moisture on the floors.


S10. Outdoor Patio. The outdoor patio is a shared space (if not rented exclusively) with coworkers and other space renters. 75% of the space is covered with a large pergola, patio furniture consisting of 3 square tables and 12 folding chairs and bench seating is available for clients guests to enjoy. Any outside patio cleaning required after an event will be charged to the Client. If a BBQ is used, then a tarp must be put on the patio floor to prevent any stain from cooking fat, grease or any type of cooking equipment. The patio is also available to be booked as a ceremony space. There is capacity for up to 45-50 chairs (to be rented) and some standing only room. Guests can arrive through the side of the building gate and then enter the building via the closest back door. The patio is fully accessible by wheelchair.


S11. Unloading vehicles that do not fit on our parking space - The Client must use the unloading bay on Preston Street (outside of Peloso Cleaners) when a truck is used to unload, or any vehicle that does not fit on the Collabüro parking spot.


This list of information is extensive but in no way exhaustive and will be updated as new issues are brought to our attention or need explanation.


Version: 16th August 2024.