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2. Rental Fee (Approved on May 8 , 2008 by Community Council)
Hall R ental
R ates subject to chang e.
Non-P arishioner - $300.00 plus required insurance and other exp enses
incurred.
P arishion er (in go o d standing) and Non Profit Organizations - $200.00 plus
required insurance and other exp enses incurred.
P arishiners who rent the hall for work or business p ay the no n-p arishon er
rate.
RENTAL RATES D O NOT INCLUDE CLEAN UP
The R ental Fee m ust b e p aid in full at lea st sixty (60) d ays prior to the
rental date or with the ap plication whichever is the sooner.
Parish function take priority over all other functions.
Rental Rates are Subject to Change without notice.
NON MEMBERS MAY NOT UTILIZE THE HALL FOR BUCK AND DOE, STAG,
BACHELLORETTE PARTIES AND OTHER EVENTS DEEMED UNSUITABLE OR HIGH
RISK BY THE RENTAL COMMITTEE.
3. Security Deposit
Hall Security Dep osit
$100.00
As stated a b ove, the security d ep o sit is due at the time of ap plication. All
m oney shall b e returned if the application is not a pproved.
The security d ep o sit will b e returned within 14 days after your function
providing that all of the guid elines have b e en adh ered to and/or subject to
any da m a g es or miscellaneo us e xp ens es incurred during the rental p eriod.
If da ma g es occur that are m ore than the security d ep o sit, applicant agrees
to either p erform the rep airs to the C hurch’s satisfaction or p ay for the e xtra
da ma g es.
4. Cancellation Policy
A written cancellation request must b e received by the Church office. R efund s
will occur as follows:
If the written cancellation is received 14 d ays or less -No refund.
App eals to this cancellation policy m ay b e m a d e to the rental co m mittee.
5. Time
Each rental shall b e for a p eriod of SIX (6) hours. Additional time (over the
six hour rental time for the function) is subject to the approval of the R ental
C o m m ittee at an additional cost of $75.00 p er additional hour, for no m ore
than two additional hours. Additional cost is d etermined and subject to
chang e by the Executive Bo ard. Additional tim e must b e requested at the
tim e of a pplication.
6. Capacity
The ma xi m u m cap acity of the hall is limited to 150 (subject to review). St.
Dem etrios reserves the right to limit the size of a ny function.
7. Hall Set-Up
HALL SET UP IS THE RESP ONSIBILITY OF THE RENTER.
Plea se note that the hall is often rented during the week and that set up
m ay b e restricted to the d ay of the event in so m e cas es. The hall is typically
rented every Thursd ay and Friday night at this time.
8. Decorations
Decorations shall b e limited to tables o nly. No d ecorations or temp orary
fixtures m ay b e affix ed to the building or a ny architectural feature with nails,
tacks, staples, or any application that will cause irreversible d a m a g e. Tap e is
not p ermitted o n a ny walls, gla ss or fixtures. D ecorations shall b e reviewed
with rental com mittee for prop er consid eration of the C hurch facility.
9. Custodial Services
THE TENANT IS RESP ONSIBLE F OR CLEAN UP .
THE CHUR CH CLEANER MAY BE C ONTAC TED BY THE TENANT FOR CLEAN UP
ASSISTANCE or the renter may und erta ke their own clean up. THE TENANT IS
RESP ONSIBLE F OR ALL ADDITI ONAL CLEAN UP C OSTS.
10. Hall Clean-up
R enting party is resp o nsible for clea n up of hall area, all d ecorations are to
b e ta k en d own and trash to b e d ep o sited in plastic ba g s. The rental
applicant is resp onsible for rem oval of all personal articles including leftover
food, d ecorations, etc. All table top s, chairs, countertops and any appliances
used m ust b e wiped clean. In all cases, it is exp ected that the pre mises will
b e left in the ord er they were in when d elivered to you for your event. This is
critical to the s ecurity d ep o sit refund.
Clean up is to b e conducted in a rea sonable a mo unt of time and Saturday
night events sho uld leave the hall in a cond ition that is resp ectful of Sunday
m orning church service.
11. Kitchen Clean-up
NOTE: THE EXISTING KITCHEN AREA IS NOT A COMMERCIAL KITCHEN. A
REFRIGERATOR AND MICROWAVE ARE AVAILABLE.
R enting party is resp o nsible for clea n-up of the kitchen area, if used. R ental
applicant m ay cho o se to e m ploy an outsid e caterer for their event. C aterers
are required to abid e by all policies outlined in the Facility R ental Agree m ent.
Any da m a g es d o ne by the caterer or their staff or equip m ent ta ken from the
pre mises by the caterer will b e the resp onsibility of the renter and recovered
through the s ecurity d ep o sit. All fo od and b everag es must b e re moved fro m
the premises after the event. R ental applicants and/or their caterers are
required to provid e their own tableware, linens, and service need s. No
catering equip m ent or other ite ms may b e left b ehind or stored on the
prop erty after an event unless prior arrang e m ents have b e en ma d e with
R ental C o m mittee repres entative, at time of b ooking. R ental applicant is
resp onsible for the co m plete clean-up of kitchen area. ( eg.- C ountertops
should b e washed, ovens and microwaves should b e clea ned, if used, floors
should b e swept, trash should b e placed in pla stic bag s, coffee m achine
should b e washed, wash and clean sinks a nd surrounding area. Do not leave
e xcess fo od, condim ents, or leftovers in the refrig erator or freez er without
approval of the co m mitte e. In all cas es, it is e xp ected that the pre mises will
b e left in the ord er they were in when d elivered to you for your event. This is
critical to the s ecurity d ep o sit refund.
12. Cooking
NO coo king or grilling will b e allowed on the prop erty. Only the prep aration of
cold food s and warm up of precoo k ed hot fo od s will b e allowed.
13. Kitchen usage
In kitchen rental, party/caterer m ay use the following: coffe e p ots, coffee
urns, refrig erator, freez er, and microwave (for warm up only).
14. Kitchen restrictions
In kitchen rental, party/caterer m ay not use the following: dishes, china,
pots, p ans, utensils, table linens, serving trays, dishwasher or any pap er
good s or supplies without p ermission fro m the rental co m mittee.
A charg e for use of these ite m s m ay apply.
15. Smoking Policy
This facility is a NO SM OKING facility and will b e enforced. Any violation of
this ite m m ay forfeit your security d ep o sit a nd the p articular party may b e
a sk ed to leave the facility.
16. Indemnification / Hold Harmless
The renting p arty, by ex ecuting the application form, shall agree to
ind e mnify and hold harmless the St. De m etrios Gree k Orthod o x C o m munity
and C hurch of Sarnia and Vicinity, its ag ents, servants, e mploye es, and
Executive Officers from and ag ainst any and all claim s, da m a g es, lo ss es a nd
e xp enses, including attorney’s fees, resulting from the renting party’s use of
the facilities.
17. Alcoholic Beverage Policy
The H ellenic Hall is not licensed to serve alcohol at this tim e.
18. Additional Permits
There are additional p ermits that p arishioners, no n-p arishioners, and Church
organizations must apply for to includ e the use of our bar services:
A SPECIAL OC CASION PERMIT, by law and with no e xceptions, must b e
obtained fro m the L.C.B.O. (AGC O) to allow liquor sales. This is the
resp onsibility of the rental applicant. The p ermit sp ecifies the d ate and the
hours in which the function is p ermitted to o ccur, and m ust b e p o sted in a
conspicuous location during the event. This p ermit ta k es tim e to g et so
plea se plan ahea d.
THE PERMIT MAY BE OBTAINED AT
http://www.agco.on.ca/ en/b.alcohol/b3.sp ecialp ermit.html
If obtaining p ermissio n to serve alcohol during event, rental applicant m ust
purchase and provid e Insurance coverag e for event. Proof of insurance MUST
b e on file b efore d ay of event.
IF A SPECIAL OC CASION PERMIT IS UTILIZED, LIQU OR MUST BE CLEARED
OUT OF THE HALL AT THE END OF THE EVENT.
19. Damages
Any da m a g es that occur to the facility that are a direct result of your rental
party will b e d educted fro m the s ecurity d ep o sit. If the d a ma g es a mo unt to
m ore tha n the security d ep osit, the applicant will b e resp onsible for all costs
to rep air the hall to its original condition.
20. Amendments
This hall rental agree m ent m ay b e a m end e d by the rental co m mittee to fit
the p articular need s of the rental p arty. This would req uire the a pproval of
the Executive Bo ard.
THE RENTAL COMMITTEE AND/OR THE ON SITE SUPERVISOR RESERVE THE RIGHT TO
STOP ANY FUNCTION AT ANY TIME IF IT IS FELT THE ACTIVITIES ARE VIOLATING ANY
ASPECT OF THIS AGREEMENT OR POSE A RISK TO THE HELLENIC HALL OR THE ST.
DEMETRIOS GREEK ORTHODOX COMMUNITY. FURTHERMORE,
ACTIVITIES NOT CONSISTENT WITH A COMMUNITY HALL SUCH AS ADULT
ENTERTAINMENT WILL NOT BE TOLERATED.
KEY SUPPLIER CONTACT LIST:
KNIGHT’S CLEANING 519.337.2227
AGCO SPECIAL OCCASION PERMIT – EXMOUTH STREET LCBO OR AT THE WEBSITE
http://www.agco.on.ca/en/b.alcohol/b3.specialpermit.html
LINEN SUPPLIERS: CANADIAN LINEN:519.686.5000
INSURANCE SUPPLIERS: CRAIG MUSICO – MCALISTER HALLINGA 519.332.2061
FABIAN JAGOO – COOPERATORS INSURANCE
KEY PHONE NUMBERS:
St. Demeterios Greek Orthodox Church: 519.542.1142
PARISH PRESIDENT: LEO STATHAKIS 519.339.6072
PARISH VICE PRESIDENT: VAL XANTHOPOULOS 519.542.6267
PARISH TREASURER: BILL RIGAKOS 519.542.3832, or 519.490.1028
PARISH SECRETARY: NINA VACRATSIS 519.542.6582
Hellenic Hall
299 Murphy Rd. Sarnia Ont.
(519)542-3832
Rental Request Form
Date: ______________________
I, _________________________________of
(Name)
Address of Applicant: ________________
Telephone No.________________________ email:__________________
(Address)
do hereby make application to use the Hellenic Hall on
_________________________ for the following function:
(Date)
____________________________________________________________
The hours of this function will be: _____________________________
Alcoholic Beverages ______will ______will not be served.
If alcohol is served, I will acquire a liquor license. ________ (Initial)
I will acquire liability insurance and provide a copy of proof. _______ (Intitial)
I understand that non-compliance with the regulations will result in a loss of part or all of my
Rent and Security Deposit.
________________________________
(Renters Signature)
________________________________________________________________
Hall Rent: $____________ Security Deposit: $_____________
(Returnable)
Total Paid: $___________ Amount Owing: $_____________
I have read the Hellenic Hall Rental Policy and agree to all conditions of this policy:
Signature of Applicant: _____________________________
Application Received by: ___________________________
Date: _____________________________________________
NOTE / Special Instructions
_________________________________________________ ______________