Thank you for choosing the Leamington Arts Centre (LAC) as your special event venue!
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 VENUE SPACES
The beautiful main floor galleries offer large spaces for entertaining and socializing with plenty of room for hors d’oeuvres and cocktail tables, buffets, receiving tables, or seated catered dinning. It’s the perfect unique setting for showers, weddings, anniversaries, book launches, CD releases and more. The galleries are available for private venue rentals on all days and times. *Some exceptions may apply
The large 2nd floor community gallery + meeting space is the perfect setting for educational programs, seminars, workshops, meetings and conferences. It comes equipped with a 100” projector screen, tables, and seating for up to 30. The community meeting space is available for private venue rentals on all days and times. *Some exceptions may apply
TERMS AND CONDITIONS
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 choosing the LAC for your special event. Our Director/Curator will work with you to select theperfect space at the LAC to best suit your event and can assist with equipment rentals, catering and otherneeds as required. If you have any questions, please contact:
Chad Riley, Director/Curatordirector@leamingtonartscentre.com or 519-326-2711 ext. 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 theperson or business entering into this agreement with the LAC/SEAA.
3) Booking & Payment
Venue rental request 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 the form below. 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 therental time on the agreement, additional charges will apply. Additional equipment such as tables and chairsnot booked in advance may be accommodated and subject to the standard rates. LAC staff will assist withset up and take down, however it is the Renter’s responsibility to set up for their event and ensure adequateassistance to do so within the allotted rental agreement times. You may use the included gallery space floorplans to layout your setup. All decorations, third party rental equipment and personal belongings of theRenter or guests shall be removed from the facility at the end of the event (unless otherwise agreed.) The LACis not responsible for items left behind.
5) Signage, Advertising & Decorations
All signage, promotional materials and advertising for all events MUST be pre-approved by the LAC. Therenter agrees that in no way does the facility rental imply a “partnership” and use of the LAC brand/logo maynot be used without the expressed written consent of the LAC. Pins, nails, tape or other adhesives are NOTpermitted on the walls, doors, columns, floors or any area of the space rented. All decoration, floralarrangements 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 cateringservice. All third-party outside food caterers, linen, table and chair rental companies or other third partiesutilized 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.
The LAC facility is not equipped with a commercial kitchen (oven, grill, hood, icemaker, deep fryer…) All food brought in must be ready to serve. 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
LAC staff are scheduled for venue rentals to set up and tend to the facility only. Staff will set up tables, chairs,move artwork (as required) and maintain all facility amenities and operations. LAC staff are not cooks,servers, dishwashers or bussers. Typically, one staff will be assigned at the visitor services desk to welcomeguest and direct them in. When the Alcohol Service Fee is selected, a second staff with smart serve trainingwill be scheduled as a bartender only. It is the Renter’s responsibility to provide their own self-serve options forguests or volunteers to provide any extra services desired for their event.
8) Alcohol & Non-Alcoholic Beverages
All alcohol MUST be supplied and served by the LAC. STRICTLY NO OUTSIDE ALCOHOL IS PERMITTED TO ENTERTHE FACILTY OR BE SERVED.
A list of regular stocked alcohol is listed herein. The LAC reserves the right to substitute selections based onstock and availability. All proceeds from the sale of alcohol will go directly to the LAC. Non-Alcoholicbeverages not included in the list herein, may be supplied and served by the Renter.
The Renter has two (2) types of options to choose from how they wish the Bar to operate:
9) Insurance
Renters have a responsibility to ensure the safety of their guests at their event and in getting them safelyhome. It is recommended to contact your insurance agent regarding a Personal Alcohol Liability (PAL)insurance policy, and equipment/content insurance for items brought in for the event. A designated driverservice, taxi or shuttle service may also be considered by the Renter.
10) Music and Dancing (Entandem Licensing)
Entandem Licensing fees/tariffs are setup by the Copyright Board and will be billed directly to the Renterwhenever music is performed or played at a venue rental. An Entandem licence gives you the freedom andflexibility 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 tobe supplied by the renter and are not included in the rental. Glassware is provided ONLY when the alcoholservice fee is charged (wine glasses, coffee mugs, cups.)
12) Protecting the Artwork
For the sake of protecting the artwork, open flames such as candles, pyrotechnics, incense, or burners areNOT permitted. All existing artwork and displays within the rented space are property of the artist and theLAC. The LAC reserves the right to maintain the original space and all existing materials within it. By no meansmay 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 beremoved 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
A guest Wi-Fi network is available, and password given upon request. Upon usage the Renter and their guestsagree to the following terms and conditions:
By using the LAC Internet, the Renter hereby expressly acknowledges and agrees that there are significantsecurity, 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 orviruses that can corrupt or damage computers. Accordingly, the Renter agrees that the owner and/orprovider 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 wirelessnetwork, and/or notify authorities of illegal activities.
16) Safety & Security
The Renter and all members of their party are expected to conduct responsible and respectful behaviourwhile renting a space at the LAC. The LAC holds no responsibility if any improper behaviour is conducted andresults 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 financiallyliable 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 fordamage or loss of personal property or equipment brought into the function area by the Renter or anymember of the Renter’s party. The LAC will also not assume responsibility for any personal property or outsideequipment 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 anypart of this agreement or laws. The Renter will be held responsible for any damage, extra cleaning orvandalism inflicted on the rented premises before, during or after an event, by a guest or any individual inattendance.
17) Keys
Should keys be assigned, the Renter shall accept full responsibility for keys and in doing so accepts andunderstands the responsibility of use and security of the building and equipment lie with the key holder; theRenter shall not duplicate or loan any key(s); should keys become lost or missing, the Renter shall immediatelynotify the LAC; all keys must be returned within 2 days of the event (unless otherwise approved by theDirector.) A fee of $25 will be charged for late keys, $100 for lost keys.
18) Cancellation
The LAC will work with the renter to reschedule the event if required. Should the Renter cancel, a minimum of 2 weeks cancellation notice must be given in writing and $75 administration fee will be withheld from the refund. For cancellations with less than 2 weeks’ notice, no refunds shall be granted.
19) Limitations & Liability
The LAC’s liability for any breach of the above conditions of the agreement, including the breach of anyfundamental condition outlined or any breach arising out of or related to this agreement, shall be limited tothe 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.
I acknowledge that I have fully read, understand, and agree to abide to the terms and conditions herein,
(per rental, up to 5 hours)
Standing Capacity 100
Seating Capacity 70
(Includes as listed below)
Standing Capacity 60
Seating Capacity 40
$50.00 ongoing use
(Incl. up to 45 chairs & 6 5ft tables +Wi-Fi)
BAR MENU
The LAC prides itself in supporting and serving local crafted wines, beers and sprits from within Essex County.
Non-Alcoholic
Cola/Diet Cola/Ginger ale/7-Up; Bottled Water; Coffee/Tea/Hot Chocolate
Beer
Craft & Domestic
Spirits
Whiskey/Rye; Dark Rum/White Rum; Gin; Vodka; Tequila
Red Wines
Merlot; Baco Noir; Cabernet Sauvignon; Cabernet Franc
White Wines
Pino Grigio; Riesling; Chardonnay; Vidal
*Substitutions may apply
Recognition of Your Support
Venue Rental fees and community support by way of donations are essential to the LAC’s continued success and the vitality of the arts in our community. Should you choose to make a donation in addition to your Venue Rental, a charitable donation income tax receipt will be given for the full amout of your gift .
