CONTRACT APPENDIX
AND VENUE GUIDE
This document is part of the Venue Rental Contract and outlines
information, instructions and policies that apply to Client and their
employees, vendors, contractors, representatives or agents. Please
read through this document carefully. If there is a conflict between
the Event Rental Terms and Conditions and the Contract Appendix,
the Event Rental Terms and Conditions will prevail. Capitalized terms
are defined in the Event Rental Terms and Conditions if not indicated
in this document.
CONTENTS
E V E N T S PA C E S
W E LCO M E
FOOD & BEVERAGE
Event Hall
•7
Preferred Caterers
•14
Lounge and Bar
•8
Landmark Fee
•14
Terrace
•8
Event Rentals •14
Space Configurations
•8
Bar & Liquor Service
•14
Executive Meeting Rooms •9
Catering Facilities •14
Meeting Room Space Configuration
•9
Map
•3
Address
•3
Mailing Address
•3
Address for Event Listings
•3
Meet the Team
•3
Booking Inquiries
•3
Standard Staffing
•10
Event Logistics
•3
Event Staff
•10
General Operations
•3
Beverage / Bar Staffing
•11
General Information
•4
Beverage Supervisor, Attendants and Bartenders
•11
Venue Tours
•4
Security Guards
•11
Accessibility
•4
Non-alcoholic Beverage Staffing Rates •11
Directions to Venue
•4
Liquor Service Staffing Rates •11
Parking
•4
Bicycle Racks
•4
TECHNICAL EQUIPMENT AND SERVICES
Administrative Deliveries
•4
Production Management
Ground Floor Lobby
•4
Street Level Exterior Areas
•4
EVENT PLANNING POLICIES
AND PROCEEDURES
S TA F F O N T H E D AY O F T H E E V E N T
Capacity
•15
Insurance
•15
Health and Safety
•15
Deliveries
•15
Shipping, Receiving & Storage
•16
Keys
•16
Venue Walkthrough
•16
Floor, Wall & Ceiling Attachments
•16
Way-finding
•16
•12
Ladders
•16
A/V Technicians •12
Amplified sound
•16
Connectivity & WIFI •12
Music Tarrifs
•17
Booking Process and Payment Milestones (checklist) •5
Event Hall
•12
Pianos
•17
Invoice Payment Methods
•6
Audio
•12
Smoking and Special Effects
•17
Deposit & Cancellations
•6
Video
•12
ATM
•17
Lighting
•12
Waste Disposal and Removal
•17
Executive Meeting Rooms
•12
Damages
•18
Technical Specifications (reference diagrams)
•13
Event Marketing
•18
Use of Globe Marks and Logos •18
Social Media •18
Emergency Proceedures •19
2
WELCOME
Address
MAILING ADDRESS
The Globe and Mail Centre
The Globe and Mail Centre
351 King Street East, Suite 1600
Toronto ON M5A 1L1
The Globe and Mail Centre (Event Venue) offers panoramic views of the city from
the top floors of The Globe and Mail’s new headquarters at 351 King Street East,
located in the King East Design District just minutes from the downtown core.
ADDRESS FOR EVENT LISTINGS
The Globe and Mail Centre, on Levels 16 and 17, can accommodate up to 400
guests, from gala dinners to corporate conferences and executive meetings.
The purpose-built, flexible spaces are equipped with state of the art digital AV
technology and refined executive-level furnishings, and are ready to support, and
service, a wide range of events.
The Globe and Mail Centre
351 King Street East, Level 17
Toronto ON M5A 0N1
for Executive Meeting Rooms:
The Globe and Mail Centre has partnered with carefully selected exclusive and
preferred suppliers for catering and rental services listed in this Contract Appendix,
and offers customized packages of in-house bar and beverage services. The
experienced event team ensures a seamless planning experience from inquiry to
execution.
GERRARD ST E
ct
42
Dundas
7
23.
GERRARD ST E
Meet the Team
24.
25.
RIVER ST
YONGE ST
Map
Ryerson
University
The Globe and Mail Centre
351 King Street East, Level 16 (insert room name/number)
Toronto ON M5A 0N1
26.
27.
DUNDAS ST E
28.
DUNDAS ST E
C
Nathan
Phillips
Square
28
SHUTER ST
Moss
Park
33.
QUEEN ST E
34.
35.
36.
N
DO
KING ST E
King
VE
NA
38.
Y
WA
FRONT ST E
10
JARVIS ST
YONGE ST
PARLIAME NT ST
BERKELEY ST
B AY ST
Union
TER
K
PAR
EAS
37.
LEY
VAL
ADELAIDE ST E
39.
D
40.
43.
The Distillery
Historic
District
E V E N T LO G I S T I C S
Mauriece Dalupang
Events Manager
[email protected]
416.580.7831
41.
42.
44.
45.
46.
47.
48.
GARDINER EXPRESSWAY
1
Tanya Mora
Sales and Marketing Manager
[email protected]
416.605.6823
32.
RICHMOND ST E
Financial
District
52
30.
31.
QUEEN ST E
Queen
RICHMOND ST W
ont
B AYVIE W AVE
49
29.
BOOKING INQUIRIES
G E N E R A L O P E R AT I O N S
Natasha Mytnowych
Managing Director
[email protected]
416.585.5420
49.
50.
QUEEN
34
Queens Quay/
Ferry Docks
Island
Ferry
S QUAY
Sugar
Beach
51.
E
Sherbourne
Common
E
500m / 546 yds
52.
53.
54.
55.
3
General Information
V E N U E TO U R S
Tours of The Globe and Mail Centre must be coordinated with the Sales and
Marketing Manager in advance. Due to the construction of the venue until April
2017, and the number of events to be hosted at The Globe and Mail, drop-in visits
cannot be accommodated. The Globe and Mail Centre’s Level 16 and 17 are private
spaces, open to the public for specific events.
A CC E S S I B I L I T Y
All event spaces and facilities are wheelchair accessible. Elevator access to all event
spaces on Level 16 and 17 is available from the Ground Floor Lobby, with entrances
from King Street and Front Street. Washrooms on Level 17 are equipped with
change tables.
D I R E C T I O N S TO V E N U E
•
From east-end: Drive south on DVP, exit Richmond St (downtown), left on
Berkeley St., right on King St. Follow until 351 King Street East.
•
From west-end: Drive west on Gardiner, exit Jarvis St., turn left (northbound),
turn right onto King St. Follow until 351 King Street East.
•
TTC Eastbound from King subway station. Take King streetcar eastbound #504/
#503/ #514, exit Berkeley St. •
TTC Westbound from Broadview Station. Take King streetcar westbound #504,
exit Berkeley St.
A D M I N I S T R AT I V E D E L I V E R I E S
For administrative deliveries, enter through Ground Floor Lobby, sign-in with
Security Desk and take elevators to Level 16. For Event and vendor deliveries, the
loading dock and freight elevator can be booked by appointment only via Events
Manager.
G R O U N D F LO O R LO B B Y
The ground floor building lobby is managed by First Gulf.
All visitors must sign in with ground floor reception in order to access building
elevators. A lobby greeter/elevator attendant is required for the key arrival periods
of the event to allow guests expedited access to Level 16 and 17. This attendant is
included in the Standard Event Staffing Package.
Lobby Hours are 7:00 a.m. to 9:00 p.m., Monday through Friday, and 8:00 a.m. to
6:00 p.m., Weekends and Holidays. Access to the building outside of these hours
must be pre-arranged with the Events Manager.
Any use of the ground floor lobby, including any events signage, must be arranged
and separately contracted with building management via the Sales and Marketing
Manager. Additional fees may apply.
STREET LEVEL EXTERIOR AREAS
The outdoor areas surrounding the building are city roads and sidewalks and are
not part of the venue.
Any use of City of Toronto property, including road closure, requires a permit
application submitted at least 8 weeks in advance.
PA R K I N G
There are several paid parking lots within walking distance of venue as well as
limited street parking. The Globe and Mail is not responsible for parking availability
or costs incurred for vehicles that have been tagged or towed.
B I C YC L E R A C K S
Bicycle racks are located on the P1 Level and are free to be used where available for
public use.
4
Booking an Event at The Globe and Mail Centre
The chart below indicates the general steps involved with reserving a date and refining the Events plan. Exact planning steps may vary depending on Client’s Event. The
Event Contract and Event Agenda, along with corresponding invoice charges are all based on the scope of Event (as described by Client) including spaces, staffing, in-house
equipment, and services required.
B O O K I N G P R O C E S S A N D PAY M E N T M I L E S TO N E S
STAGE
CLIENT ACTION
CONTACT
q
PAYMENT: Sign contract and pay 50% of Venue Rental Fee by the required date indicated in the Event Rental
Terms and Conditions.
If Event date is within 30 days of booking, 50% of Event Invoice for estimated services and equipment is also required
q
EVENT PLANNING: the Event Manager will prepare a refined Event Agenda, staffing plan, draft floor plan and an
Event Invoice for review
q
FOOD AND BEVERAGE: Select caterer and beverage services, if applicable
q
EVENT RENTALS: With your caterer, confirm any required rentals from the Exclusive Event Rental Supplier
30 days before event date
q
FOOD AND BEVERAGE: Confirm catering and beverage orders
Events Manager
REVIEW EVENT DETAILS AND
MAKE PAYMENT
q
PRODUCTION/TECHNICAL: Review technical equipment and services plan, and finalize floor plan.
Production Manager
q
PAYMENT: Pay 50% of Event Invoice
10 days before event
q
EVENT PLANNING: Confirm Event attendance, review final Event agenda, deliveries and staffing
Events Manager
REVIEW PLAN AND MAKE
PAYMENT
q
PRODUCTION/TECHNICAL: Finalize technical equipment and services
Production Manager
q
CONTRACT REQUIREMENTS: Provide Insurance Certificate to the Event Manager
q
PAYMENT: Pay Balance of Event Invoice
Note: If this is not received the Event is not able to proceed. See cancellation policies below.
Note: After this point the Client will be responsible for all venue charges even if rentals or schedules are
changed/cancelled.
q
EVENT PLANNING: Final Venue walk-through with Caterer and Event Staff
CONFIRM BOOKING AND
MAKE PAYMENT
45 days before event date
CONFIRM EVENT DETAILS
5 days before event date
Sales and Marketing Manager
Events Manager
Events Manager
Production Manager
EVENT DAY
q
Enjoy the Event!
Venue Supervisor, Event Staff, Caterer,
AV Technicians and other support staff
as directed by the Events Manager and
Production Manager
Within 7 days after event
q
PAYMENT: Pay Final Invoice for Services and Equipment, including additional costs incurred during Event
Sales and Marketing Manager
5
Invoice Payment Methods
Deposit & Cancellations
Client will receive detailed invoices outlining charges and with payment
instructions. All dollar amounts in this document are in Canadian dollars, are subject
to applicable sales taxes and are subject to change with notice to the Client.
Deposits are non-refundable and non-transferable.
The Globe and Mail accepts the following payment methods:
DEBIT/CREDIT CARD
Client cancellations must be confirmed in writing to Events Manager in accordance
with the Event Rental Terms and Conditions.
The Globe and Mail will consider missed payment deadlines as grounds for
terminating the contract and cancelling the Event booking.
All credit card payments may be made by the Client via Beanstream online
secure payment processing, via a link provided in the Client Invoice. Credit card
or Debit Cards are not accepted by email or over the phone.
In the event of a cancellation, a cancellation fee will apply and is intended to
compensate The Globe and Mail for the reasonable value of the lost revenue from
space rental, Event staffing, Audio Visual fees, and beverage packages charges.
CO M PA N Y C H E Q U E / C E R T I F I E D C H E Q U E
T H E C A N C E L L AT I O N F E E S A R E A S F O L LO W S :
Accepted provided they arrive at venue within Payment Milestone timeline. All
cheques are to be made payable according to the details on the Client Invoice.
Number of Days Prior to the
Scheduled Date of the Event
C A N C E L L AT I O N F E E
CASH
30 days or more
100% of Initial Deposit
Is accepted for charges less than $1,000. 11-29 days
50% of Event Invoice
0-10 days
100% of Event Invoice
6
EVENT SPACES
LEVEL 17
EVENT HALL
f o r p r i c i n g a n d ava i l a b i l i t y p l e a s e i n q u i r e :
globeandmailcentre.com
CATERING
KITCHEN
107' - 6" / 32.7m
73' - 8" / 22.5m
WC
WC
EVENT
HALL
LOUNGE
RECEPTION
34' - 10" / 10.6m
164' - 7" / 50.2m
33' - 6" / 10.2m
GREEN
ROOM
WC
WC
30' - 4" / 9.3m
MEETING
ROOM
21' - 6" / 6.5m
BAR
42' - 6" / 12.9m
NORTH
27' - 0" / 8.2m
Ideal for conferences, galas, lectures, educational programs, product launches and
trade shows, press events, awards presentations, social and private celebrations.
Feature partition wall separates the Event Hall and the Lounge. State of the art
projection, audio and lighting elements with further customization available, as well
as an air-partition wall within the Event Hall provides for optional break-out space.
Panoramic views of the city skyline and lake, with sunshade and blackout window
coverings. Green room, production office, coat check, private washroom available.
23' - 3" / 7.1m
WC
Event Hall
3,700 sq. ft. / 343.75 m2
COAT CHECK
TERRACE
106' - 3" / 32.4m
7
INSERT PICTURE OF THE TERRACE
Lounge and Bar
Terrace
3,800 sq. ft. / 483 M2
2,900 sq. ft. / 269.5 m2
Grand reception space with stunning views and access to the Terrace. Full service
wrap-around bar with digital screens for custom content and branding.
Open air event space, perfect for outdoor receptions and ceremonies. The Terrace
is an open air space with no umbrellas or awning available. Use of the Terrace is
weather contingent and at the discretion of the venue.
S PA C E CO N F I G U R AT I O N S
Space
Event Hall
Dimensions
Square feet /
Square meters
Ceiling height
34’ 10” x 107’ 6” /
10.4 m x 32.8 m
3,745 sq. ft./
348 sq. m
23’ 3” x 164’ 7” /
7.1 m x 50.2 m
3,827 sq. ft./
355 sq. m
Capacity
Classroom
Rectangular
tables
Round tables
Reception
Boardroom
Theatre
U-shape
150
312
220
80
280
100
—
300
—
—
200
—
400
15 ft. / 4.6 m
Lounge
—
—
—
—
—
—
Terrace
27’ x 106’ 3” /
8.2 m x 32.4 m
2,869 sq. ft./
267 sq. m
Sky is the limit
220
8
Executive Meeting Rooms
M E E T I N G R O O M S PA C E CO N F I G U R AT I O N
Contemporary meeting spaces with floor to ceiling windows and unobstructed
eastern views of the lake and city. Equipped with plug-and-play AV equipment
for presentations for presentations and conferencing. Can be added as auxiliary
breakout space to Event Hall bookings, with easy staircase and elevator access
between floors.
LEVEL 16
f o r p r i c i n g a n d ava i l a b i l i t y p l e a s e i n q u i r e :
26' - 7" / 8.1m
globeandmailcentre.com
YOHO (1650)
26' - 5" / 8.0m
EXECUTIVE
MEETING ROOMS
29' - 6" / 9.0m
NAHANNI (1651)
24' - 9" / 7.5m
SPACE
DIMENSION
SQUARE FEET
BOARDROOM
HOLLOW
SQUARE
1752
Jasper
21.6 ft x 30.4 ft / 6.6 m x 9.3 m
652 sq. ft. / 61 m2
18
—
1650
Yoho
26.5 ft x 29.6 ft / 8.1 m x 9 m
779 sq. ft. / 72 m2
—
24
1651
Nahanni
26.7 ft x 24.9 ft / 8.2 mx 7.6 m
658 sq. ft. / 61 m2
—
20
1652
Athabasca
18 ft x 29.6 ft / 5.5 m x 9 m
531 sq. ft. / 49 m2
16
—
1653
Gaspe
14.3 ft x 29.6 ft / 4.4 m x 9 m
420 sq. ft. / 39 m2
16
—
1654
Fundy
14.4 ft x 29.6 ft / 4.4 m x 9 m
42 sq. ft. / 39 m2
16
—
1655
Gros Morne
17 ft x 29.6 ft / 5.2 m x 9 m
502 sq. ft. / 47 m2
16
—
1654 & 1655
Fundy &
Gros Morne
Combined
31.8 ft. x 29.6 ft / 9.7 m x 9 m
934 sq. ft. / 87 m2
20
24
18' - 0" / 5.5m
ATHABASCA (1652)
29' - 6" / 9.0m
FUNDY (1654)
17' - 0" / 5.2m
31' - 8" / 9.6m
14' - 3" / 4.3m
GASPÉ (1653)
14' - 4" / 4.4m
29' - 6" / 9.0m
GROS MORNE (1655)
29' - 6" / 9.0m
NORTH
THE GLOBE AND MAIL
Level 16 Meeting Rooms
KPMB Architects
2016-11-07
322 King St W, 3rd Fl, Toronto, ON, Canada M5V 1J2 416.977.5104
9
STAFF ON THE DAY OF
THE EVENT
A Globe and Mail staff member must be present at all times during the use of the
event space. The Events Manager and Production Manager will prepare an Event
staffing plan specific to the Event, and will ensure it meets safety and employment
protocols. All costs associated with these services will be included in the Client’s
Event Invoice. Clients are required to use the venue’s staffing services unless
otherwise expressly noted in the Event Contract.
Staff must have breaks and work minimum and maximum hours per shift, and will
be scheduled accordingly. It may not be possible to make day-of schedule changes
due to these requirements. Statutory holidays are subject to additional charges.
To ensure service excellence, The Globe and Mail reserves the right to set number
of staff required to ensure an appropriate staff-to-guest ratio and bill the Client
accordingly. If Client or its vendors has not provided staffing at the level required,
The Globe and Mail reserves the right to hire additional staff at the Client’s expense.
Standard Staffing
Up to 200 Guests
Up to 300 Guests
Up to 400 Guests
$275 / hour
$350 / hour
$400 / hour
Includes: Venue Supervisor,
Basic Set-up and Tear Town
Staff, Lobby Greeter/Elevator
Attendant, Reception/Coat
Check, Basic Security, PostEvent Cleaning
Includes: Venue Supervisor,
Assistant Supervisor, Basic
Set-up and Tear Town Staff,
Lobby Greeter/Elevator
Attendant, Reception/
Coat Check, Basic Security,
Custodial Attendant, PostEvent Cleaning
Includes: Venue Supervisor,
Assistant Supervisors, Basic
Set-up and Tear Down Staff,
Lobby Greeter/Elevator
Attendant, Reception/
Coat Check, Basic Security,
Custodial Attendant, PostEvent Cleaning
*Additional staff may be required at the discretion of The Globe and Mail for extraordinary events.
VENUE SUPERVISOR
•
Is the primary contact on the day of an Event •
Will arrive for the load-in time and will stay until 1 hour after the Event ends for
closing procedures. Two Venue Supervisors may be scheduled to split long shifts.
•
Oversees the day-of Event services including supervising arrival, elevator, coatcheck requirements, catering, beverage services, event rentals, staff and vendor
scheduling, deliveries, set up, service and removal
•
Supervise any staff provided by The Globe and Mail and has the authority to
make decisions regarding compliance with policies and protocols as well as the
authority to alter setups and schedules if necessary.
Venue Supervisors schedules will be subject to:
•
A thirty (30) minute unpaid meal break for each five (5) hours worked. For shifts
of eight (8) hours or longer, a full unpaid hour meal break is required. •
An Event Staff will be assigned to cover the break period of an Venue
Supervisor and Client will be notified of the delegation plan
E V E N T S TA F F
Based on the Event Agenda, the Events Manager will schedule additional Event
Staff for duties such as Lobby Greeter/Elevator Attendant, Reception/Coat Check,
Custodial Attendant, Basic Security along with Basic Set-up and Tear-Down of inhouse seating and tables. Event Staff will be subject to the same shift/break terms
as the Venue Supervisor.
10
Beverage / Bar Staffing
N O N - A LCO H O L I C B E V E R A G E S TA F F I N G R AT E S
B E V E R A G E S U P E R V I S O R , B E V E R A G E AT T E N D A N T S A N D B A R T E N D E R S
Beverage staffing is charged is in addition to the Standard Staffing Package, with
a minimum daily charge of four (4) hours. Hourly charge applies to duration of
service, plus 90 minutes for set up and clean up. Beverage costs are not included.
All beverage and bar service requires a Beverage Supervisor at minimum who is
responsible for the setup, supervision and service standard of beverages. Additional
beverage staff and/or bartenders may be required based on bar and beverage
orders, and will be provided by The Globe and Mail, the cost of which is to be paid
by the Client. Bartenders must have SmartServe certification and adhere to alcohol
service laws.
SECURITY GUARDS
For events serving alcohol, SmartServe Security staff will be allocated to Client’s
Event based on the number of guests, at the discretion of The Globe and Mail, the
cost of which is to be paid by the Client.
Up to 200 Guests
Up to 400 Guests
$75 / hour
$125 / hour
Includes: Beverage Supervisor and Beverage
Attendant
Includes: Beverage Supervisor and Beverage
Attendants
L I Q U O R S E R V I C E S TA F F I N G R AT E S
Consumption bar:
Bar Staffing is charged in addition to the Standard Staffing Package, with a
minimum daily charge of four (4) hours. Hourly charge applies to duration of
service, plus 90 minutes for set up and clean up. Beverage costs are not included.
Up to 100 Guests
Up to 200 Guests
Up to 300 Guests
Up to 400 Guests
$240 / hour
$275 / hour
$325 / hour
$400 / hour
Includes:
Bar Supervisor,
Bartender and
SmartServe Security
Guards
Includes:
Bar Supervisor,
Bartenders and
SmartServe Security
Guards
Includes:
Bar Supervisor,
Bartenders and
SmartServe Security
Guards
Includes:
Bar Supervisor,
Bartenders and
SmartServe Security
Guards
Packaged bar:
Bartending staff are included in bar package pricing. Security staff charges are in
addition (minimum 4 hours), as follows:
Up to 400 Guests
$150 / hour
Includes:
SmartServe Security Guards
*Additional staff may be required at the discretion of The Globe and Mail for extraordinary events.
11
TECHNICAL EQUIPMENT
AND SERVICES
Audio/visual (A/V) Services are available through The Globe and Mail’s preferred A/V
Services provider. Should the services of an outside provider be utilized by the Client
for the Event, or any outside audio-visual equipment is brought into the Premises
for the Event, The Globe and Mail will charge an External A/V Fee of $1,000 plus
HST per day. Outside providers will be required to provide appropriate indemnity,
insurance and other related provisions to protect The Globe and Mail and its guests.
PRODUCTION MANAGEMENT
Any Events requiring audio/visual support will be connected with the venue
Production Manager to determine the equipment, staffing and schedule required to
meet on-site needs. The Production Manager will provide a detailed quote and A/V
Services Invoice for Client confirmation, as per the Client Payment Milestones.
A/V TECHNICIANS
Any Event that requires the use of technical systems (lighting/sound/video/
staging), will require a technician provided by the AV Services provider to be in
attendance for the duration of the Event including any necessary setup and strike
time. The minimum technical crew will always be supplied by the AV Supplier.
Any additional technicians/stage managers may be supplied by the Client with
approval from the Production Manager. All persons expected to operate technical
equipment must be approved by the Production Manager prior to the Event.
The A/V technicians are responsible for the setup and operation of all technical
equipment and staging, and will arrive at time agreed upon with the Production
Manager. All day-of requests for adjustment to the technical set-up and operations
such as staging, lighting or microphones, must go through the technicians.
Please note while there is overhead work being done and/or an elevated work
platform lift is in use, the event space is a construction zone. All persons on the
event space floor must have hard hats and steel toe boots. Client and staff will
not be permitted in the event space if they do not have this personal protective
equipment. The Event Agenda will note these periods if applicable. If a technician
must use the lift, or set up risers or other heavy materials, two (2) or more
technicians will be required.
CO N N E C T I V I T Y & W I F I
Event Hall
A/V Packages are available from our A/V Services Provider, and can include:
AUDIO
•
Permanently installed, zoned, loud-speaker system for live and record inputs
•
Handheld, lavaliere and podium microphones
•
Custom audio equipment and services
VIDEO
•
Up to five laser projectors with screens (4.8 m x 2.8 m, 220” diagonal)
surrounding the Event Hall
•
Integrated camera for live video capture and broadcast
•
Video monitors in series offer digital signage opportunities at the Event
Reception and Bar
•
Custom video presentation, conference and capture equipment and services
LIGHTING
•
Flexible and elegant environmental lighting customizing the Event atmosphere
•
Motorized sunshade and blackout blinds can customize the internal
environment
•
Custom event lighting packages accessing multiple ceiling rigging points for
Event and feature light installation
If the house configuration for audio, video and/or lighting is substantially
changed for an Event its restoration will remain responsibility of the Client and
an additional charge may be incurred for A/V technicians to reinstate.
Executive Meeting Rooms
Plug and Play equipment includes:
•
Integrated sound system for presentations, conferencing and communication
•
Digital projector and motorized screens
•
Dimmable lighting and motorized blinds for control over ambient light
Wireless Internet access is provided complimentary in all event spaces and meeting rooms.
Internet access for conferencing and broadcasting is available for an additional charge.
12
Technical Specifications
N OT E S :
13
FOOD & BEVERAGE
C AT E R I N G FA C I L I T I E S
P R E F E R R E D C AT E R E R S
Clients are recommended to book catering for their Events directly with one of
our Preferred Caterers. Preferred Caterers are approved and reputable food service
companies that have gone through a competitive selection process.
Catering set-up and breakdown time must be completed within the rental block as
defined in the Event Agenda. Additional staffing charges may be incurred if Event
requires additional setup time or if end time is extended. Client and selected caterer
must participate in a pre-Event walk-through with Event Manager at least five
business days prior to the Event. Client is responsible for removal of all food and
waste at the end of Event, and returning all catering spaces in condition they were
found and Client must ensure that this is included in Caterers contract.
No outside food or beverage of any kind may be brought into the venue by the
Client, its agents, or guests without prior written consent of the Events Manager.
LANDMARK FEE
The Catering kitchen equipment list includes:
A 15% landmark fee will be included on Client’s Catering Invoice and will be
remitted to the venue.
•
Reach in Refrigerator
If Client chooses a caterer outside of a Preferred Caterer, a 20% landmark fee will
apply and must be pre-approved by the Events Manager in writing.
•
Under-counter Refrigerators
•
Under-counter Freezer
•
Icemaker
•
Ware-washer
•
Soiled Dish table
•
Clean Dish table
•
Shelf Tables, Mobile Work Tables
•
Counters and Sinks
•
Utility Cards and Racks
•
Combi-Oven / Steamers
•
Hot Holding Cabinets
E V E N T R E N TA L S
Any rentals of tables, chairs, linens, glassware, and other event supplies must be
rented from the Exclusive Event Rental Supplier:
If, for whatever reason, the Vendor does not carry a specific item requested, Client
will be responsible for procuring the item and getting approval from the Events
Manager to install/place the item at the Event. THE BAR & LIQUOR SERVICE
The Globe and Mail Centre is a fully licensed establishment. All alcoholic beverages
are supplied and served by The Globe and Mail Centre exclusively. Liquor service
will only be permitted between the hours of 11:00 a.m. and 1:00 a.m. All Beverage
prices quoted are subject to 13% HST. Individual shots are not included in the
Beverage Packages, and are available by consumption only.
Please contact a Preferred Caterer from the approved list or the Event Manager to
arrange for rental of any necessary equipment for food service.
14
EVENT PLANNING POLICIES
AND PROCEDURES
C A PA C I T Y
Maximum capacities for various configurations and setups may depend on a
number of factors and must be approved by the Events Manager before the Event.
The maximum number of people based on configuration is indicated in the Space
Configuration Chart (p. 7 of this document).
The Client must confirm the expected Event attendance ten (10) days in advance of
the Event.
INSURANCE
The Client is required to provide proof of $2,000,000.00 comprehensive general
liability insurance. All suppliers that will be providing a service to the Client’s
Event at The Globe and Mail Centre must also provide proof of $2,000,000.00
comprehensive general liability insurance. You must provide a copy (email) of the
certificate of insurance to The Globe and Mail 10 days prior to your Event.
The certificate of insurance must name as additional insured:
The Globe and Mail Inc. 351 King Street East, Suite 1600, Toronto, Ontario, M5A 0N1
H E A LT H A N D S A F E T Y
The Globe and Mail regards the safety of staff and guests as paramount and will
reserve the right to veto any practice, scheduling, or the use of any equipment
where its safe use cannot be guaranteed.
DELIVERIES
A receiving dock provides delivery access for vendors. Delivery appointments are
required and must be confirmed five (5) days in advance with the Events Manager
to ensure access to the delivery entrance and the venue. All vendors must follow
The Globe and Mail’s policies and procedures. Failure to adhere to venue policies
and procedures may result in damages and subsequent charges will be the
responsibility of the Client. Please also refer to the Permitted Use section of the
Venue Rental Terms and Conditions for additional fees that may apply.
There is one (1) freight/service elevator in the building.
•
Door height: 8’ 0”/ 2.4 m
•
Door width: 4’ 5” / 1.3 m
•
Interior height: 11’ 5” / 3.4 m
•
Interior width: 4’ 6” / 1.3 m
•
Interior length: 8’ 4” / 2.5 m
The shipping and receiving area is manned by security. Below are the rules for the
shipping and receiving area:
•
All vehicles are subject to review and investigation by Security.
•
Drivers are not permitted to idle their vehicle or leave their motors running in
the loading dock for any reason.
•
All use of the loading dock is limited to a time of less than 30 minutes during
business hours.
•
Parking in the loading dock for any purpose other than loading or unloading
will not be permitted. Drivers who park in the loading dock for unauthorized
purposes run the risk of being tagged and/or towed.
•
Timely deliveries require the booking of the loading dock and freight elevator
via the Events Manager
•
The maximum ceiling height of the loading dock is 14’ 5”
The loading dock is located on the west side of Berkeley Street, immediately south
of King Street East or immediately north of Front Street East. Please keep in mind
that this area is reserved for pickups and deliveries. All other potential uses are
strictly prohibited.
15
S H I P P I N G , R E C E I V I N G & S TO R A G E
F LO O R , WA L L & C E I L I N G AT TA C H M E N T S
The Globe and Mail, shall not have any liability for brokerage fees, border/customs
clearance, loss or damage to items shipped to or from The Globe and Mail, by
Client or by The Globe and Mail.
In order to maintain the integrity and aesthetic quality of the Premises, nothing
shall be posted, nailed, screwed or otherwise attached to columns, walls, floors or
other parts of the building or furniture (“Attachments”) without the prior written
consent of Events Manager. All Attachments must be pre-approved by Events
Manager in writing 10 days prior to the Event and must be included on floor plan
(ie; tape/ signage/ floor markers, banners etc.). Client may be required to purchase
rated hardware. The Client shall be responsible for any damage caused by any
Attachments.
The Globe and Mail will not accept any goods unless prior arrangements have
been made with the Events Manager. In the receipt, handling, care or custody of
any property delivered to The Globe and Mail, for or by a Client, The Globe and
Mail staff shall act solely for the accommodation of said Client. Limited materials,
equipment and packages may be shipped in advance of an Event with permission
of the Events Manager, no more than two (2) days prior to the date of the Event.
S H I P P I N G I T E M S P R I O R TO YO U R E V E N T
The Globe and Mail Centre
The Globe and Mail
351 King Street East, Suite 1600
Toronto, ON M5A 1L1
Attention: Mauriece Dalupang
Drape, fabric and/or soft goods must be certified flame retardant according to
Ontario Fire Code. Certification must be presented and pre-approved by the Events
Manager in writing five (5) days prior to Event. No materials can obstruct emergency exits or be attached to fire service signs or
safety equipment.
WAY- F I N D I N G
Boxes must be clearly marked outside each box:
The Globe and Mail may post the name of the Client or a description of the Client’s
Event in the Ground Floor Lobby and Event space unless notified in writing by the
Client that it does not wish the information so posted.
•
Paper signage affixed to building surfaces is not permitted.
Company Name
• Event Name
•
Event Date
• Contact Name & Phone Number
KEYS
Only Globe and Mail staff are issued keys to The Globe and Mail Centre.
V E N U E WA L K T H R O U G H
A thorough walk-through based on the pre-approved floor plan with the Venue
Supervisor and Client will be conducted upon arrival for set-up of Event. A
thorough walk-through with the Venue Supervisor and Caterer will be conducted of
kitchen facilities both before and after the Event.
LADDERS
The use of a ladders to climb higher than 6 feet is only permitted by venue staff.
AMPLIFIED SOUND
To lessen the impact of amplified sound for building users and the neighboring
community, all Events must comply with City of Toronto noise by-law. Any Globe
and Mail staff member can instruct a technician that sound levels be reduced to
a level acceptable by The Globe and Mail if the neighboring spaces are being
impacted by Client’s Event. Any potentially impactful sounds must be tested in
advance of your Event, and a maximum threshold will be set. Disturbing noise in or
around the event spaces and/or meeting rooms that infringe on the rights of other
clients, guests or members of The Globe and Mail is considered a violation of the
Contract and may result in immediate cancellation. As part of the Event planning
process, the Client must obtain all appropriate approvals regarding the use of
amplified sound during an Event.
16
M U S I C TA R I F F S
PIANOS
The Music Tariff includes both SOCAN and Re:Sound fees which are applied for all
events that include live or recorded music.
The Globe and Mail Centre does not have a piano. Any pianos must be provided
by Client and the Globe and Mail can recommend suppliers that offer delivery and
tuning services.
SOCAN (the Society of Composers, Authors and Music Publishers of Canada) is
a Canadian not-for-profit organization that focuses on providing Canadian and
international music creators and publishers their performance rights. For more
information about SOCAN visit www.socan.ca
Re:Sound is a Canadian not-for-profit music licensing company dedicated to
obtaining fair compensation for artists and record companies for their performance
rights. Re:Sound is legally authorized to collect and distribute royalties for artists
and record companies worldwide as payment for the public use of their music in
Canada. For more information about the Re:Sound fee please visit www.resound.ca
SMOKING AND SPECIAL EFFECTS
Smoking is prohibited in all indoor and outdoor spaces.
•
The use of open flame or pyrotechnics is not permitted. Votives must be in
glass votive holders. Battery-powered candles are suggested alternatives to
flame.
•
Propane is prohibited.
•
Butane and all other compressed gases or flammables must be pre-approved
by the Events Managers
•
Birdseed, bubbles, rose petals, confetti, rice, glitter, fake snow or organic
materials (such as sand, dirt) may not be used or thrown
•
The use of hazers requires approval of the Production Manager, and specific
providers may be required. Fog machines are not permitted.
•
Any weaponry must be pre-approved and used with all necessary safety
precautions and permits where applicable.
•
Please note any materials designed to be in direct contact with the floor should
not have any sharp edges capable of damaging the floor surface.
•
All materials and décor must be removed at the end of the Event, including
any items no longer needed by the Client. Any items not removed will incur a
disposal fee added to your post-Event invoice.
SOCAN FEES
The Client shall be responsible, and billed for, the mandatory SOCAN fee, which the
Globe and Mail will remit to SOCAN on behalf of the Client.
Room capacity
Without dancing
With dancing
1-100
$20.56
$41.13
101-300
$29.56
$59.17
301-500
$61.69
$123.38
Over 500
$87.40
$174.79
RESOUND FEES
The Client shall be responsible, and billed for, the mandatory ReSound fee, which
the Globe and Mail will remit to SOCAN on behalf of the Client.
Room capacity
Without dancing
With dancing
1-100
$9.25
$18.51
101-300
$13.30
$26.63
301-500
$27.76
$55.52
Over 500
$39.33
$78.66
AT M
ATMs are located in adjacent retail banks on Front and King Streets. If the Client
would like an on-site ATM, please contact the Events Manager for rental options.
WA S T E D I S P O S A L A N D R E M O VA L
Garbage and Recycling facilities are limited and the Globe and Mail Centre
anticipates 5-6 regular bags each of garbage and recycling per Event by on-site staff. Caterers are responsible for all waste they create during food prep and service. If
Caterer does not remove waste, Client is responsible for removal. All commercial
packaging, empty boxes, sets, décor, signage etc. must be removed by the Client
or designated vendor responsible for tear down of equipment. All waste and
17
recycling must be removed via freight elevator only. Any additional or unexpected
garbage or recycling managed by Event space Staff will result in a Waste Removal
charge added to Final Invoice.
Event Marketing
The Globe and Mail endeavours to minimize waste as part of our general Green
Practices. Clients are encouraged to consider ways to minimize Event waste
and recycling produced. Foam packaging and service equipment is strongly
discouraged.
Client is not permitted to use The Globe and Mail and/or The Globe and Mail Centre
logos without the prior written consent of The Globe and Mail.
DAMAGES
Liability for damages to the premises during set-up, Event, and tear-down of Event
will be charged accordingly. Client will be held responsible for the members of their
group, including all attendees and vendors. The Globe and Mail assumes no liability
or responsibility for personal property or equipment brought into the Premises.
Personal effects and equipment must be removed from the venue at the end
of the function, unless prior arrangements were made with Event Manager for
next-day pick up. Long-term storage is not available and disposal will be charged
accordingly.
Helium balloons are permitted however a cost for a technician may be charged for
retrieval of balloons from overhead.
U S E O F G LO B E M A R K S A N D LO G O S
Client is permitted to use “The Globe and Mail Centre” name (and not logo) solely
to indicate Client’s use of the venue for Client’s Event on invitations or event
listings, and shall not suggest that their Event is affiliated with or presented by The
Globe and Mail or by The Globe and Mail Centre. Any other use of The Globe and
Mail and The Globe and Mail Centre name is restricted and must be approved by
The Globe and Mail in writing.
Where Client is permitted to use The Globe and Mail Centre or The Globe and Mail’s
logos, brand, trade names and marks (“Globe Marks”) , Client must: (i) comply
with any instruction on the use of Globe Marks (e.g. brand guidelines), (ii) only use
Globe Marks in connection with the Event; (iii) stop using the Globe Marks following
the end of the Event and (iv) not alter Globe Marks in any way; (v) ensure that any
use respects the brand and reputation of The Globe and Mail and The Globe and
Mail Centre.
SOCIAL MEDIA
Multi-media, social networking websites, blogs and internet posts for both
professional and personal use postings by the Client, its agents, or any guests must
not contain any information that is confidential or proprietary to The Globe and
Mail or to any third party that has disclosed information to The Globe and Mail.
The Globe and Mail reserves the right to request the removal of any posts that it
determines to be inappropriate in its sole discretion. Any posts must respect the
brand and reputation of The Globe and Mail and The Globe and Mail Centre.
In the Event Questionnaire, Clients will be asked for preferences regarding listings
and features in The Globe and Mail Centre site and Social Media before and/or
after the Event. Any links or Event details for feature can be sent to the Sales and
Marketing Manager.
18
Emergency Procedures
EMERGENCY EXITS
In the event of an emergency, please note the following procedures:
Signs are posted throughout the floors indicating locations of emergency exits.
Most signs will include an arrow indicating the direction of the emergency exit.
FIRE PROCEDURES
Should you discover smoke or fire on your floor, immediately activate a fire-pull
station. Manual pull stations are located outside each stairwell door as well as
beside any door that is equipped with a magnetic lock. Pulling this emergency
device will cause alarm tones throughout the building and will release doors
equipped with magnetic locks, including stairwell doors. 351 King Street East has a
two stage fire alarm system.
A L E R T TO N E S ( 1 P I N G TO N E S )
Alert tones indicate there is an alarm condition in the building, but it does not
affect your floor. When you hear alert tones, please adhere to the following safety
procedures:
1. Stand by and prepare to evacuate.
2. If there is a requirement to evacuate, you will be notified by the Fire Alarm System
(Evacuation Tones) and/or Emergency Voice Communication System
E VA C U AT I O N TO N E S ( CO N T I N U O U S TO N E S )
Evacuation tones indicate that there is an alarm condition in the building that does
affect your floor.
When this occurs, please adhere to the following safety procedures:
•
•
•
Leave the floor via the stairwells.
Do not carry items such as coffee cups, purses, back packs, etc. down stairwells during
evacuation. Do not attempt to use the elevators.
Once you have exited the building, proceed to your company’s designated meeting location –
away from the building in alarm – and await further Instructions.
Once the emergency has cleared, announcements will be conducted advising
that the evacuated floors can be repopulated. Security and Life Safety Officers will
conduct sweeps of the stairwells to ensure that all persons who needed to evacuate
have done so safely.
Upon discovery of fire:
•
•
•
•
•
•
•
•
Remain calm. Leave fire area(s).
Close all doors behind you. Do not lock doors.
Activate the fire alarm system as soon as possible, use the pull station.
Exit the building via the nearest exit.
Telephone the City of Toronto Fire Services by dialing 9-1-1. Never assume this has been done.
Give the correct address: 351 King Street East, the location of the fire, and your name.
Do not return into the building until it is declared SAFE to do so by a Fire Official.
Immediately upon hearing the fire alarm:
•
•
•
•
•
•
Remain calm.
Exit the building via the nearest exit.
Close all doors behind you.
Call 9-1-1.
Listen for instructions.
If you encounter smoke in an exit, consider using an alternative exit.
When you leave the building:
•
•
•
•
•
Before opening a door, feel the door and the doorknob for heat.
If the door is hot, remain in the area and ensure the door is unlocked. Dial 9-1-1 and alert them
to your location.
If the door is free of fire and/or smoke, close the door behind you and leave by the nearest
exit. Close all doors behind you.
Assist those who require assistance leaving the building. (only if safe to do so)
Use an alternative exit if you encounter smoke in the stairway.
If you cannot leave the building:
•
•
•
•
•
•
Close the door but leave it unlocked to ensure entry by the Fire Department is possible.
Dial 9-1-1.
Seal all cracks where smoke can enter by using wet towels or sheets.
Keep low to the floor if smoke enters the room.
Wait to be rescued. Remain calm. Do not panic.
Listen to instructions.
Meeting Place:
•
All Clients, guests and staff should go to the Staples (250 Front Street East) and remain at
this meeting point until it is safe to return to the building. Only the City of Toronto Fire
Department has the authority to declare the building safe to enter.
19