RENTAL TERMS AND CONDITIONS
1. Booking and Reservation:
No rental shall be considered final until these terms and conditions, software terms as well as privacy policies have been read and agreed by checking the box during booking confirmation and full payment of fees including security deposit has been made. Renters must inform the Centre Management of the maximum number of people attending their event and it must not exceed the maximum number of persons listed for the spaces booked. All rentals are subject to the approval by the Centre Management.
2. Rental Fees:
Rental fees are determined based on the spaces being rented, time of the day, day of the week, duration, number of days, size of event and purpose of the event. Any additional charges for extra rental overage, additional services or damages will be assessed after the event and will be deducted from the deposit paid or charged extra over and above the deposit if its not adequate to cover the extra costs. Any additional charges over and above the deposit shall be billed to the credit card on file.
3. Security Deposit:
A security deposit to cover potential damages or violations of the rental agreement, overages or additional services is payable over and above the rental fees. Amount of security deposit based on space type being rented is clearly stated in the rental form. The deposit will be refunded within 2 weeks after the event if renter adheres to all rental rules and regulations, the premises are not damaged in any way, the premises are clear of all general garbage and no violations occur. If the damage occurred is more than the security deposit, the applicant agrees to pay for the difference.
4. Cancellations and Refunds:
Please note that fees will be charged for cancellation after booking has been made. Fees will vary depending on cancellation more than 1 month before scheduled booking, within 1 month, within 1 week or within 48 hours of booking. The cancellation rates are stated in the space description of the spaces.
5. Timings:
Access to the premises will strictly be provided during the reserved rental start and finish times. The rental period should allow for setup, event duration, set down and cleanup. Overage charges may apply for exceeding agreed-upon hours as stated in the space description.
6. Use of Facilities:
The rented facilities must be used only for the purpose specified in the rental agreement. Decorations and equipment brought by renters must comply with safety regulations and leave no damage to the property. Make sure there is no damage to the walls, floors, ceilings, and furniture. No mechanical fasteners such as staples, nails or screws are permitted to be used for decorations or equipment setup. For safety reasons, the maximum occupancy of the rented space must not be exceeded as stated on the rental forms.
7. Parking:
Note that there are limited available parking stalls on the property during weekdays and weekends as per the parking plan. Please park on green (anytime) and yellow (evenings and weekends) stalls marked on the parking plan. Cars parked in any other unmarked stalls may be ticketed and/or towed. Additional curbside parking is available on 30th Avenue.
8. Alcohol:
Alcohol may only be served if the renter obtains the necessary permits and complies with local laws. A copy of the permit must be provided to the Centre Management 24 hours prior to the event. Any violation of this rule may forfeit security deposit with additional charges incurred and user may be asked to vacate the facility immediately.
9. No Smoking:
Smoking is strictly prohibited in the Centre. This includes all forms of smoking, such as cigarettes, e-cigarettes, cigars, marijuana and hookahs. Any violation of this may forfeit security deposit with additional charges incurred and user will be asked to leave the facility immediately. Thank you for your cooperation in helping to maintain a healthy and safe environment for everyone in the Centre.
10. Janitorial Equipment:
Janitorial cleaning equipment for emergency use is available from the Janitor room in Hall 2. Please return all equipment in the Janitor room after use and keep the janitor room clean. A commercial hand held vacuum is also available for general cleaning after event. Detailed cleaning will be completed by the janitorial staff.
11. Noise and Disturbance:
Renters must keep noise levels within acceptable limits to avoid disturbing neighbouring commercial properties. Live music and amplified sound must be pre-approved and comply with local noise ordinances.
12. Liability and Insurance:
a. The renter is responsible for any injuries, damages, or losses incurred during the event. This means that if any event attendees, guests, or third parties sustain injuries or incur property damage while on the rented premises, the renter is held accountable.
b. It is strongly recommended that the renter obtain event liability insurance. This insurance serves as a protective measure for the renter. Event liability insurance typically covers bodily injury and property damage claims that may arise during the event.
c. Proof of Insurance: The renter may be required to provide proof of event liability insurance coverage before the scheduled rental. This proof typically includes a certificate of insurance naming both the renter and NICC as additional insured parties.
d. Responsibility for Claims: In the event of any claims or legal actions related to injuries or damages occurring during the event, the renter is responsible for addressing and settling these claims.
e. NICC is not responsible for any losses, damages, or injuries unless they are directly caused by the NICC's negligence or misconduct.
13. Clean-Up:
The renter is responsible for cleaning up the facility and returning it to its original condition after the event. Failure to clean up may result in additional cleaning fees.
a. Remove decorations, large debris and dirt from the rented areas. Pay special attention to any stains or spills on carpets. Remove all trash or debris from floors and counters in the restrooms.
b. Empty trash cans and replace trash bags. Garbage must be removed from the building and placed in the allocated separate common garbage bins to the west of the property as indicated in map provided. Garbage enclosure key is provided in the key box. Garbage placed in any other bins will result in a fine of $500.
c. Wipe down tables and chairs to remove any spills or stains and clean with disinfectant if necessary. Stack chairs and tables neatly and return them to the storage area stacked as per instructions in the storage room.
14. Closing:
The event must end at the agreed-upon closing time. The renter, all guests, renter’s contractors, and employees shall vacate the Centre no later than the ending time of the Rental Agreement. All doors must be securely closed and lights turned off. Take a final walk through of the rented spaces to ensure that nothing has been overlooked. Check for any damages to the hall or its contents and report them to the Centre Management. The alarm system must be activated prior to leaving the building. Share feedback with the Centre Management regarding the condition of the rented spaces and any suggestions for improvement.
15. Security and Access:
a. NICC may require security personnel for events over certain capacity at the expense of the renter. Security shall be hired to manage crowds and parking.
b. The Centre Management reserves the right to access the rented premises at any time during the rental period. This access may be required for various reasons, including safety inspections, maintenance, or administrative purposes.
c. Whenever possible, NICC management will notify the renter in advance of any planned access to the premises. However, there may be situations where immediate access is necessary for safety or emergency reasons.
d. In the case of an emergency, NICC management and emergency responders have the right to enter the facility and take necessary actions to address the emergency, even if it disrupts the event.
e. The renter agrees to cooperate fully with any authorities or personnel granted access to the premises for security or emergency purposes.
f. In some cases, NICC may require the renter to submit a security plan as part of the rental agreement. This plan outlines the specific security measures that will be implemented during the event, including the number of security personnel, their roles, and emergency response procedures.
16. Compliance with Laws:
a. The renter is required to adhere to all federal, provincial, and local laws and regulations during the event. This includes but is not limited to laws related to alcohol service, noise ordinances, fire safety, building codes, health regulations, and permits.
b. The responsibility for obtaining any necessary permits, licenses, or approvals for the event rests with the renter. This may include permits for alcohol service, live entertainment, and more.
c. If the event involves specific activities or elements that require insurance coverage, such as indoor pyrotechnics or amusement rides, the renter must provide proof of insurance and compliance with safety standards as required by law.
d. If applicable, the renter must ensure that the event is accessible to individuals with disabilities in compliance with the Accessible Canada Act (ACA) or equivalent local accessibility laws.
e. Compliance with health and safety regulations is essential. This includes food safety standards, sanitation requirements, and emergency preparedness.
f. Fire safety is critical, and the renter must comply with fire codes and regulations, including occupancy limits, fire exits, and the proper use of fire extinguishing equipment.
g. The renter should not exceed the maximum occupancy limits specified in the fire code and ensure that fire exits are unobstructed.
h. Failure to comply with applicable laws and regulations can result in legal consequences, including fines, penalties, and potential legal action. The renter is solely responsible for any legal repercussions resulting from non-compliance.
17. Termination of Agreement:
a. Centre Management reserves the right to terminate the rental agreement under specific circumstances. These circumstances may include, but are not limited to, the following:
b. Violation of Terms: If the renter violates any of the terms and conditions outlined in this agreement, the Centre Management has the right to terminate the agreement. Violations could include non-compliance with laws, disruptive behavior, or damage to the facility.
c. Failure to Pay: If the renter fails to pay the rental fees, security deposit, or any additional charges as specified in the agreement, Centre Management may terminate the rental.
d. Misrepresentation: If the renter provides false or misleading information during the booking process or rental agreement, it may be considered grounds for termination.
e. Safety Concerns: If the event poses significant safety risks or hazards that were not adequately addressed or disclosed during the booking process, the Centre Management may terminate the agreement to protect the safety of attendees, staff, and the facility.
f. Emergency Situations: In the event of emergencies, natural disasters, or situations beyond the control of either party (e.g., fire, flood, pandemic), the agreement may be terminated or postponed.
18. Indemnification:
The renter agrees to indemnify and hold harmless New Indo Canada Centre (NICC), Gujarati Mandal of Calgary (GMC), Calgary Indo-Canadian Centre Association (CICCA), its agents, servants, volunteers, employees, and Executive Officers from and against all claims, damages, personal injury, losses, and expenses resulting from the use of the facilities.
19. Governing Law:
This agreement is governed by the laws of Province of Alberta, and any disputes shall be resolved in the appropriate jurisdiction.
20. Amendments:
Any changes or amendments to this rental agreement must be made in writing and agreed upon by both parties.
