The Leamington Arts Centre (LAC) is located in the heart of Southwestern Ontario’s beautiful uptown Leamington in one of the town’s many wonderful heritage buildings. The LAC is a 10,000 square foot, state-of-the-art, and fully accessible facility, which offers two floors of galleries and meeting room spaces.
The LAC is proud to provide a gathering place for your special events and programing needs. Our space is available to individuals, businesses, community groups and organizations for private social events, educational and business events and our staff will gladly work with you to host your event.
ABOUT THE EDUCATION STUDIO SPACE
The Education Studio is located off of the Community Gallery on the second floor of the LAC. The studio is large enough to comfortably accommodate up to 12 students and is the perfect setting for private lessons. The space is equipped with tables, chairs, and a small kitchenette. Large windows on the east and south walls of the studio offer plenty of natural lighting. The space measures 12ft. by 22ft. The Education Studio is available for private venue rentals on all days and times. *Some exceptions may apply.
*Please note that the wheelchair accessible washroom is only available from the second during the LAC's open hours.
The 2nd Floor Eduction Studio Space rental fee is $100 for a single use, or $50 per use for multiple uses, up to 6 hours per use. Additional time available for a fee.
Questions? Please contact Chad Riley, Director/Curator: director@leamingtonartscentre.com or 519-326-2711 (option 3)
Before completing this form, please read the terms and conditions at bottom of the page. Contact us should you have any questions.
1) Planning Your Event at the LAC.
PLEASE READ AND CONSIDER THESE TERMS AND CONDITIONS BEFORE COMPLETING THIS FORM.
IT IS THE RENTER’S REPONSIBILITY TO UNDERSTAND AND FOLLOW ALL THE TERMS WITHIN.
Thank you for considering the LAC for your special event. Our Director/Curator will work with you to select the perfect space at the LAC to best suit your event and can assist with equipment rentals, catering and other needs as required. If you have any questions, please contact:
Chad Riley, Director/Curator: director@leamingtonartscentre.com or 519-326-2711 (option 3)
2) Definitions
The “LAC” stands for Leamington Arts Centre and is the operating name for the South Essex Arts Association (SEAA) as its legal name; for the purpose of this agreement, they are one and the same. The Renter is the person or business entering into this agreement with the LAC/SEAA.
3) Booking & Payment
Venue rental requests will be approved based on the type of event and availability of the requested space. Payment in full is required at time of booking and is completed in this form. Any overages to this agreement for time, alcohol, equipment, loss, damages or other will be invoiced following the venue rental.
4) Set Up & Take Down
Venue rental time on form MUST include ALL set up and take down, should set up or take down exceed the rental time on the agreement, additional charges will apply. Additional equipment such as tables and chairs not booked in advance may be accommodated and subject to the standard rates. LAC staff will assist with set up and take down, however it is the Renter’s responsibility to set up for their event and ensure adequate assistance to do so within the allotted rental agreement times. All decorations, third party rental equipment and personal belongings of the Renter or guests shall be removed from the facility at the end of the event (unless otherwise agreed.) The LAC is not responsible for items left behind and will not store any property.
5) Signage, Advertising & Decorations
All signage, promotional materials and advertising for all events MUST be pre-approved by the LAC. The Renter agrees that in no way does the facility rental imply a “partnership” and use of the LAC brand/logo may not be used without the expressed written consent of the LAC. Pins, nails, tape or other adhesives are NOT permitted on the walls, doors, columns, floors or any area of the space rented. All decoration, floral arrangements and signs including outdoor signs and posting on the surrounding premise must be pre-approved by the LAC administration or they may be removed without notice.
6) Food Catering & Third-Party Equipment Rentals
The LAC does not provide food services. Guests are welcome to bring in their own platters or use a catering service. All third-party outside food caterers, linen, table and chair rental companies or other third parties utilized during the rental must be pre-approved by the LAC. All deliveries, set-up and pick up times MUST be pre-approved by the LAC Director/Curator in consideration of public visiting hours, other scheduled events and programs at the LAC. Unapproved or unscheduled deliveries may be refused.
Electric chafing dishes (no flames), crock pots, electric urns, kettles are permitted to be brought in by the renter or a third-party caterer.
7) Staff Limitations
The community meeting space is a self-serve space. It is the Renter’s responsibility to provide their own self-serve options for guests or to organize their own volunteers/staff to provide any extra services desired for their event.
It is the Renter's responsibly to return the space back to its original set up configuration and condition, including cleaning up any garbage at the end of the rental.
8) Alcohol & Non-Alcoholic Beverages
STRICTLY NO ALCOHOL IS PERMITTED TO ENTER THE FACILITY OR BE SERVED.
*Should you wish alcohol at your event, you must select the Main Gallery Rental Form. All sales and services of alcohol must be provided by the LAC.
9) Insurance
Renters have a responsibility to ensure the safety of their guests at their event and in getting them safely home. It is recommended to contact your insurance agent regarding a liability insurance policy, and equipment/content insurance for items brought in for the event.
10) Music and Dancing (Entandem Licensing)
Entandem Licensing fees/tariffs are setup by the Copyright Board and will be billed directly to the Renter whenever music is performed or played at a venue rental. An Entandem licence gives you the freedom and flexibility to use virtually any music you want for your business or public event - legally, ethically, and easily. More information here: https://www.entandemlicensing.com. Music equipment, (stereo, media players, speakers) must be provided by the Renter along with the playlist, DJ or performer.
11) Tableware
All tableware including, glass, plastic or paper dinnerware, flatware, cutlery, serve ware, napkins, etc. are to be supplied by the Renter and are not included in the rental.
12) Protecting the Artwork
For the sake of protecting the artwork, open flames such as candles, pyrotechnics, incense, or burners are NOT permitted. All existing artwork and displays within the rented space are property of the artist and the LAC. The LAC reserves the right to maintain the original space and all existing materials within it. By no means may the renter or any member of his/her party move or remove any piece of art, sculpture, painting, etc. before, during or after the event. The LAC staff reserves the right to determine whether artwork is to be removed in preparation for an event.
13) Photography
All artwork on display is protected by copyright laws, therefore direct photography of any artwork is strictly PROHIBITED. Photography of individuals or of the event space with artwork in the distant background is permitted.
14) Pets
Pets are NOT permitted in the facility. (Excluding service animals accompanied with documentation.)
15) Wi-Fi Internet
Upon request, a Wi-Fi network is available for the Renter ONLY. Please do not share with all guests. Upon usage the Renter and their guests agree to the following terms and conditions:
By using the LAC Internet, the Renter hereby expressly acknowledges and agrees that there are significant security, privacy and confidentiality risks inherent in accessing or transmitting information through the Internet. Security issues include, without limitation, interception of transmissions, loss of data, and the introduction of viruses that can corrupt or damage computers. Accordingly, the Renter agrees that the owner and/or provider of this network is NOT liable. Use of the wireless network is subject to restrictions. If abnormal, illegal (spamming, distributing viruses, pirating software or copyright protected materials, child pornography, threats, privacy violations, etc.) or other unauthorized behaviour is detected, including heavy consumption of bandwidth, the LAC reserves the right to permanently disconnect the offending device from the wireless network, and/or notify authorities of illegal activities.
16) Safety & Security
Please be respectful of others working in the building or visitors to the gallery. The Renter and all members of their party are expected to conduct responsible and respectful behaviour while renting a space at the LAC. The LAC holds no responsibility if any improper behaviour is conducted and results in personal injury for one or more members of the Renter’s party.
The Renter is responsible for the safety and proper use of equipment and facility and will be held financially liable for theft or damages caused by the Renter or member of their party.
The LAC reserves the right to inspect and monitor all Venue Rentals. The LAC will not be held responsible for damage or loss of personal property or equipment brought into the function area by the Renter or any member of the Renter’s party. The LAC will also not assume responsibility for any personal property or outside equipment left behind by the Renter or a member of their party after the event has concluded.
The LAC reserves the right to eject any person(s) from the facility that cause a disturbance or violates any part of this agreement or laws. The Renter will be held responsible for any damage, extra cleaning or vandalism inflicted on the rented premises before, during or after an event, by a guest or any individual in attendance.
17) Keys
The education studio is a self-serve space. Keys will be provided to the Renter. Renter shall accept full responsibility for keys and in doing so accepts and understands the responsibility of use and security of the building and equipment lie with the key holder; the Renter shall NOT duplicate or loan any key(s); should keys become lost or missing, the Renter shall immediately notify the LAC; all keys must be returned within 2 days of the event (unless otherwise approved by the Director.) A fee of $25 will be charged for late keys, $100 for lost keys.
It is the Renter's responsibility to lock ALL doors and return the keys at the end of the rental.
18) Cancellation
The LAC will work with the renter to reschedule the event if required. Should the Renter cancel, a minimum of 1 week cancellation notice must be given in writing and $50 administration fee will be withheld from the refund. For cancellations with less than 1 weeks’ notice, no refunds or credits shall be granted.
19) Limitations & Liability
The LAC’s liability for any breach of the above conditions of the agreement, including the breach of any fundamental condition outlined or any breach arising out of or related to this agreement, shall be limited to the Renter’s actual, provable damages in an amount not to exceed the total amount actually paid to the
LAC in compliance with this agreement. Regardless of the form of action (breach of contract, strict liability, tort, negligence, or other legal violation) the LAC reserves the right to terminate this agreement if such action is to occur and no refund shall be given. The Renter acknowledges and agrees that in no event will the LAC be responsible for incidental, punitive, indirect or consequential damages, including damages resulting from loss of business revenue or lost profits, even if the LAC has been advised of the possibility of such damages.
The Renter hereby releases and hold harmless The South Essex Arts Association/Leamington Arts Centre and The Corporation of the Municipality of Leamington, its directors, officers, employees, agents and elected or appointed officials, of and from all actions, causes of action, suits, claims and demands of every nature and kind arising out of the Renter’s venue rental, including the use of municipal property and any and all provisions of services or operations connected herewith.
The Renter shall at all times indemnify and save harmless The South Essex Arts Association/Leamington Arts Centre and The Corporation of the Municipality, its directors, officers, employees, agents and elected or appointed officials from and against any and all manner of claims, demands, losses, costs, charges, actions and other proceedings whatsoever made or brought against, suffered by, or imposed on the Municipality, its directors, officers, employees, agents and elected or appointed officials in respect of any loss, damage or injury to any person or property directly or indirectly arising out of, resulting from, or sustained as a result of the Renter’s participation in aforementioned event including the use of municipal property and any and all provisions of services or operations connected herewith.
