COVID-19 POLICIES AND GUIDELINES

In response to COVID-19 and in accordance with Provincial and City of Toronto reopening guidelines, we have introduced a number of policies and guidelines to ensure the safety of our Clients, Visitors and Staff.

Under current provincial reopening guidelines, there are limits to the number of people that can gather indoors and outdoors.  Please take a moment to review these policies and guidelines, specifically Appendix A for capacities by event type and venue.  Thank you for your contribution to ensuring the safety of our communities!

COVID-19 POLICIES AND GUIDELINES

Venue Information

General Information

301 Adelaide St. W, Toronto ON, M5V 2E8
Artscape Sandbox does not have open hours to the public.
647-620-4754

venues@artscape.ca

Key Contacts

Krishna Patel

Artscape Venue Contact

Events Coordinator
kpatel@artscape.ca
(416) 616-2249

Jason Thomson

Technical Services Coordinator
jthomson@artscape.ca
(416) 566-4779

Carla Ritchie

Senior Manager, Technical Services
critchie@artscape.ca
(416) 562-1038

Doug Merriman

Director, Event Operations
dmerriman@artscape.ca
(647) 368-6209

Location, Access and Parking

LOCATION

Building lobby entrance at 301 Adelaide Street West.

ACCESS

LOBBY AND WAYFINDING

 

The Lobby is situated directly north of the Event Space, it includes:

  • A large work desk that can be used as a ticket counter and/or coat check
  • The option to place registration tables or other items in this area, as long as clear emergency access routes remain.

 

For additional guidelines to using this space, please contact the Artscape Venue Contact.

ACCESSIBILITY

Artscape Sandbox’s event space is a fully accessible space with barrier-free access at both the main entrance at 301 Adelaide Street and the side door located at 31 Widmer. The space is equipped with 5 all gender washrooms (2 of them fully accessible with mobility functions), a ramp which leads into the events space, glow in the dark nonslip strips on all stairs, and Braille on all signage. Our back-of-house greenroom is also barrier-free with an additional all gender, accessible private washroom.

PARKING

Parking entrance located at 33 Widmer Street.

Paid public parking at Artscape Sandbox is available in a lot located underneath the building. The vehicle entrance is located on Widmer Street. Parking rates vary and can be paid by cash or credit card.

Artscape Sandbox is not responsible for parking availability or costs incurred for vehicles that have been tagged or towed.

VALET SERVICES

Unfortunately, valet services are not available at Artscape Sandbox.

Deliveries and Storage

DELIVERIES

Loading Area located just east of the building (east of the Montecito Restaurant)

LOADING DOCK

The main loading zone for the building is located just east of the building (east of the Montecito Restaurant), entrance off of Adelaide. The loading area leads to a corridor that has access directly to the venue hall.

 

This area can accommodate up to 2 vehicles at any one time. All deliveries come into the building at grade level. This is accessed via double doors approximately 8′ wide x 7′ high. There is no alternative access for larger items.

 

Your load-in schedule must be coordinated fourteen (14) days in advance with the Artscape Venue Contact in order to eliminate any possible conflict with other building activities as this is a shared loading dock and load-in facilities are limited.

 

Temporary parking is available adjacent to the loading doors whilst load-ins are taking place, however vehicles cannot be left in this location for more than 30 minutes as the loading area serves the entire facility. Vehicles may be ticked or towed at the owner’s expense.

 

As per the City of Toronto Noise Bylaw, loading is not permitted between the hours of 11pm and 7am. If you have a substantial load-out following the event, your Artscape Venue Contact will endeavor to schedule load-out the following morning.  Alternatively, you may choose to load in off Widmer Street into a side door (36” wide x 102” high) which leads directly into the main event space.

 

Artscape Sandbox will not accept any goods unless prior arrangements have been made with the Artscape Venue ContactArtscape Sandbox shall not have any liability for brokerage fees, border/customs clearance, loss or damage to items shipped to or from Artscape Sandbox, by you or by Artscape Sandbox.

 

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.

STORAGE

Storage in the venue is extremely limited. All in-house furniture must remain on the event floor during the event, unless specific arrangements have been made (which may require the rental of additional storage rooms). Vendors cannot keep storage cases or packaging on-site and should make plans accordingly.

Room Capacities

Due to COVID-19 and in accordance with Province of Ontario reopening guidelines, these capacities do not currently apply.  Please see our reopening policies for current gathering limits here.

The maximum number of people based on configuration is indicated in the Space Configuration Chart. Floor plans will be approved by the Artscape Venue Contact or the Technical Services Coordinator before your event.

If your guest count has the potential to be higher than the venue capacity, inclusive of your guests and vendors, additional security to monitor and facilitate keeping under capacity will be added at your cost.

Space Standing Theatre Classroom Rounds
Artscape Sandbox 200 120 120 100
Green Room 8 N/A N/A N/A

Equipment and Furniture

Venue Policies

Event Planning

Planning Milestones

30 DAYS

before event

Artscape requires payment of the balance of the Venue License Fee.

The PRELIMINARY INVOICE includes the Venue License Fee as well as the cost of any other service Artscape is providing (AV, Equipment Rental, Staffing, etc.). Please provide technical requirements to your Artscape Venue Contact.

10 DAYS

before event

  • Confirm the number of guests attending the event
  • Confirm locations and provide copies of any signage
  • Provide a copy of the Special Occasion Permit (SOP) issued by the Alcohol and Gaming Commission of Ontario (AGCO)
  • If making use of a non-preferred caterer, provide copies of WSIB Certificate and Food Handling Certificates for all catering staff.
  • Sign off on the ground plan provided by Event Services. For public events, Floor Plan must provide access and accessible seating accommodations for people with disabilities.
  • Provide final technical requirements to Artscape Venue Contact
  • Provide the names of all suppliers & the time deliveries will be made (catering, flowers, photographers, entertainment)
  • Provide an insurance certificate naming Toronto Artscape Inc as the additional insured
  • Artscape will provide a PRE-EVENT INVOICE reflecting any changes to staffing and equipment required to execute the event as discussed with your Artscape Venue Contact

5 DAYS

before event

The balance of the PRE-EVENT INVOICE must be paid. Unfortunately, if the balance has not been received, the contract with Artscape will be cancelled. The Client will be invoiced for any expenses that Artscape may have incurred in the guaranteeing of the license.

within

7 DAYS

after event

Artscape will send you a FINAL INVOICE if the event costs are higher or lower than anticipated in the PRE-EVENT INVOICE and you will be invoiced/credited for the balance. Any outstanding amounts on the FINAL INVOICE are required to be paid within 5 business days after you have received the final invoice.

Payments and Insurance

When you book space at Artscape Performance and Event Venues, Artscape requires you to sign the contract agreement and provide a non-refundable deposit of 50% of the Venue License Fee +HST. Until Artscape receives the deposit and the signed contract the booking is NOT guaranteed. Artscape will send you a confirmation via email upon receipt of the deposit and signed contract.

PAYMENT METHODS

You will receive a detailed summary along with your invoice outlining charges and with payment instructions. All charges are in Canadian dollars, are subject to applicable sales taxes. All preliminary costs are due 5 days before the event.

All overdue payments shall bear interest at a rate of two percent (2%) per month (twenty-four percent (24%) per annum), until fully paid.

Should any payment made to Artscape be returned “NSF” or as a result of a “stop payment”, Artscape shall be entitled to receive, in addition to the said payment, the sum of fifty dollars ($50.00) to cover any bank charges and administrative fees of Artscape.

Artscape accepts the following payment methods:

CREDIT CARD

All credit card payments are made via our online secure payment processor, using a link provided. To protect your privacy, credit cards are not accepted by email or over the phone. Artscape accepts Visa and Mastercard.

COMPANY CHEQUE / CERTIFIED CHEQUE

All cheques are to be made payable to “Toronto Artscape Inc.” and need to be received prior to the payment deadline.

WIRE / BANK TRANSFER

A wire transfer form is available to facilitate electronic funds transfer services.

DEPOSITS

Deposit funds are non-refundable.

No reimbursement of the License Deposit shall be made should this agreement be cancelled by the Client or because of the Client’s non-payment. At its sole discretion Artscape may allow License Deposits to be transferred to another date or Artscape Venue if cancellation occurs 45 days prior to the booking date and if no additional charges have been incurred by Artscape.  License Deposits must be used within 6 months of original cancellation.  Should cancellation of this agreement occur as a result of Artscape’s inability to provide the Venue on the booking date, whether due to force majeure or any other reason not due to the Client, Artscape’s maximum liability is limited at the return by Artscape of the License Deposit, less any costs reasonably incurred by Artscape prior to such cancellation occurring.

CANCELLATIONS

Cancellations should be confirmed in writing and emailed to ensure that the information has been receivedCancellations can be made between 10:00 AM and 5:00 PM, Monday to Friday.

INSURANCE

A certificate of proof of $2,000,000 comprehensive general liability insurance is due 10 days prior to your event. All suppliers that will be providing a service to your event at Artscape Daniels Launchpad must also provide proof of $2,000,000 comprehensive general liability insurance.

The certificate of insurance must name as additional insured:

  • Toronto Artscape Inc., Suite 423, 130 Queens Quay East, Toronto, ON, M5A 0P6, as additional insured and shall reference the Venue in which the event is taking place.

Suppliers and Vendors

All vendors and suppliers that require access to the venue to deliver goods or provide services on-site must be pre-approved by your Artscape Venue Contact in writing, and the venue reserves the right to decline services of any vendor (even if the vendor has previously worked in the venue). We are not responsible for any fees you may have incurred by contracting a vendor that is not permitted to offer services on-site, and we strongly encourage you to seek approval before signing vendor contracts.

You and the vendor are required to complete applicable approval forms and agree to Artscape terms and conditions at least 14 days prior to the event. Vendors will not be permitted on site unless there required form and supporting insurance and Workplace Safety and Insurance Board (WSIB) documentation is received. Please contact your Artscape Venue Contact for a copy of this form.

There is no waste or packaging disposal on site. Any items brought into the venue must also be removed by the vendor – including florals and decor or will be subject to the waste removal fee.

Event Marketing

Operated as social enterprises; Artscape Performance & Event Venues endeavour to keep Venue license fees affordable for arts and community-minded organizations. For Clients receiving a subsidized room license rate, we ask that the Client formally recognize Artscape contribution in its publicity materials, website, event program or during the event itself. The recognition should be equal to the amount of the subsidy and will be agreed upon in advance between the Client and Artscape. If the Client does not have an official sponsorship package, please provide Artscape with a list of promotional benefits and what the considered value is. Artscape can provide logos, website links and boilerplate language.

USE OF ARTSCAPE LOGO

You can only use Artscape and/or Venue logos with the prior written consent of Artscape.

All approved use of Artscape logo or name or any other Artscape intellectual property must be reviewed and approved by Artscape Communications department prior to production and publication. Approval will not be unreasonably delayed. The Client should provide at least 48 hours for approvals. Please contact communications@artscape.ca.

You are permitted to use the Venue Name (and not logo) solely to indicate your use of the venue for your specific event invitations or event listings, and can not suggest that the event is affiliated with or presented by Artscape or the Venue. Any other use of Artscape and the Venue name is restricted and must be approved by Artscape in writing.

Where you are permitted to use Artscape and Artscape Daniels Launchpad’s logos, brand, trade names and marks, You must:

  • comply with any instruction on the use of logos (e.g. brand guidelines),
  • only use logos in connection with the event;
  • stop using the logos following the end of the event and
  • not alter logos in any way;
  • ensure that any use respects the brand and reputation of Artscape and Daniels Spectrum

SOCIAL MEDIA

Multi-media, social networking websites, blogs and Internet posts for both professional and personal use postings by you, your agents, or any guests must not contain any information that is confidential or proprietary to Artscape or to any third party that has disclosed information to Artscape. Artscape. 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 Artscape and/or the Venue.

Please speak to the Artscape Venue Contact  for more details.

SIGNAGE

All signage and signage vendors must be pre-approved by your Artscape Venue Contact and the venue reserves the right to decline the services of any vendor (even if the vendor has previously worked in the venue).

For further information about signage see the Venue Policies section above.

Food and Beverage

Artscape is pleased to recommend excellent preferred vendors of catering services, listed here.

Please note that for any events with alcohol services, you must offer your guest light meals via a licensed caterer for the full duration of the alcohol service. Offerings will need to be of substance and of multiple food groups in order to comply with liquor laws.

PREFERRED CATERERS

Preferred and Recommended Caterers are approved and reputable food service companies that have gone through a competitive selection process. These caterers can work with you directly to customize menus and provide quotes for services.

Any other unlisted Caterer must be pre-approved by your Artscape Venue Contact in writing, and the venue reserves the right to decline services of any caterer (even if the caterer has previously worked in the venue). Additional requirements for unlisted caterers include a copy of their WSIB Certification and Food Handling Certifcates.

Catering set-up and breakdown time will need to occur within the booked rental times. The Caterer is responsible for the removal of all food and waste at the end of your event, and you will need to ensure that this is included in your Caterer’s agreement.

CATERING FACILITIES

If your caterer is outside our preferred caterer list, and they have any questions about the facilities available, please connect them with your Artscape Venue Contact.

LANDMARK FEES

  • A 15% landmark fee applies to food and labour services provided by a Preferred Caterer or 20% in case of non-preferred caterers.
  • The landmark fee will be included in your catering Invoice and remitted to the venue.
  • Landmark fees do not apply to food below $150

BEVERAGES – ALCOHOL SERVICE

If alcohol will be served at this event, provincial regulations state that the Client must possess a Special Occasion Permit (“SOP”) attainable online through the Alcohol and Gaming Commission of Ontario (agco.ca).  In all cases, the permit must be posted at the event.

Allow ten days to process No Sale Special Occasion Permits through the AGCO. Allow 30 days to process Sale permits & permits for charity events.

Alcohol can only be served in the area outlined in the Special Occasion Permit (SOP). Please ask your Artscape Venue Contact for exact wording for the application. Alcohol cannot be served or taken outside of the SOP licensed area.

The Client agrees that compliance by the Client and its guests with the provisions of the Liquor License Act of the Province of Ontario is an express condition of the use and enjoyment of the premises by the Client and its guests.

Proof of Smart Serve Certification for all your serving staff must be provided 10 days prior to your event. If your Caterer has a catering endorsement, they are permitted to sell and serve beverage alcohol. The Caterer must provide Artscape with a copy of the catering endorsement

Artscape will not accept responsibility for any property damage or bodily injury resulting from any act or omission on the part of the Client or Client’s invitees due to alcohol consumption. Artscape will not be responsible in the event alcohol is served to a minor.

EVENT RENTALS

Rentals of standard tables, glassware, catering and tableware must be rented from our exclusive supplier, Chair-man Mills.  Deliveries are scheduled during the booked rental time. If Chair-man Mills does not carry a specific item requested, you are responsible for procuring the item and getting approval from your Artscape Venue Contact to use an outside vendor.

Event Staff

Your Artscape Venue Contact will prepare an event staffing plan and will ensure it meets safety and employment standards.

Staff require legislated breaks and work minimum and maximum hours per shift. Making day-of changes to your schedule is subject to these requirements.

To ensure service excellence, Artscape sets the minimum number of staff required to ensure an appropriate staff-to-guest ratio. Should vendors have a staffing shortfall on an event day, Artscape reserves the right to hire additional staff at your expense to ensure safety and service excellence.

Venue Supervisor

  • Your Venue Supervisor (VS) is your primary contact on the day of your event and is on-site with you for the full duration of the setup, event and tear-down.
  • Multiple Venue Supervisors may be scheduled to split long shifts and/or cover breaks with overlapping hand-off
  • Your Venue Supervisor oversees the day-of event services including elevator, coat-check, catering, beverage services, event rentals, vendors deliveries, set up, service
  • Your Venue Supervisor has the ability to work with you to alter setups and schedules at your direction, and the authority to make decisions regarding compliance with policies
  • Your Venue Supervisor is the Active Fire Warden during your event, and is the point of contact during emergencies.

Venue Support Staff (VSS)

  • Venue Support Staff primarily assist in setting up and tearing down event rentals and furniture
  • Upon request, they may also be hired to manage coat check, attend to washrooms and provide other tasks agreed upon in advance with your Artscape Venue Contact.

Technical Staff

  • Technical staff are responsible for the setup and operation of all technical equipment and staging and will arrive at the time agreed upon with the Technical Services Coordinator. All day-of requests for adjustment to the technical set-up and operations such as staging, lighting or microphones, must be discussed with the Head Technician.
  • Please note while there is overhead work being done, your staff or team members may not be permitted in the event space. Two (2) or more technicians may be required.
  • For more information refer to our Technical Package.

Security

  • Artscape will determine the appropriate number of security staff required for your event and will schedule guards based on factors including, but not limited to, the expected number of attendees, alcohol service, age of guests and number of entrances and exits. Should you require specialized security coverage for your event, please discuss this with your Artscape Venue Contact.
  • If alcohol is served, wristbands may be required at the discretion of Artscape and any costs incurred will be added to your final invoice.

Noise and Amplified Sound

Artscape buildings contain a mix of public and private spaces and are in predominantly residential areas. To minimize disruption to our neighbours, Artscape abides by the Municipal Code of Toronto Chapter 591 (noise bylaw). This policy may be updated from time to time as required and may be altered without prior notice in response to Bylaw changes.

INDOOR SOUND AND NOISE LEVELS

No indoor sound or noise shall cause disruption to tenant, member or community spaces and activities or be the cause of contravention of the City of Toronto Noise Bylaw. Artscape reserves the right to determine the appropriate volume of all amplified sound for the venue and shall have final authority on any adjustments or mitigation of non-amplified sound and noise. Individual venue / space decibel (dB) limits shall be posted in the respective venue and be reflected in venue use terms and conditions.

OUTDOOR SOUND AND NOISE LEVELS

AMPLIFIED SOUND

At any outdoor point of reception outside of Artscape’s property line, amplified sound must not exceed the following decibel (dB) limits and Artscape will not permit the emission of continuous amplified sound in excess of these limits, at the point of origin:

  • 50 dB(A) or 65 dB(C) between 11 p.m. and 7 a.m.
  • 55 dB(A) or 70 dB(C) from 7 a.m. to 11 p.m.

Artscape may consider exceptions on a case-by-case basis, provided that the following steps have been taken by the person(s), organization(s) or staff member(s) requiring an exception to these limits, in accordance to the City of Toronto Noise Bylaw:

  1. Apply for a Noise Exemption Permit from the City of Toronto. This may take up to four weeks. https://www.toronto.ca/services-payments/permits-licences-bylaws/noise-exemption-permit/.  Upon review of an application, the City may require:
    • Noise Mitigation Plans
    • Noise Monitoring
    • Statement from a professional engineer or acoustical consultant for any sounds that cannot be controlled
  1. Provide all the above documentation, with an approved Noise Exemption Permit to the Artscape Venue Contact no later than 30 days prior to date of event as per Noise Exemption Permit, to allow notification of surrounding buildings and tenants of any such activity.

LOADING AND UNLOADING

Noise is not permitted from 11 p.m. to 7 a.m. the next day, except until 9 a.m. on Saturdays, Sundays and statutory holidays. This includes noise from loading, unloading, delivering, packing, unpacking and otherwise handling any containers, products or materials.

Artscape may consider exceptions for loading in and / or out during these hours on a case-by-case basis – please discuss with your Artscape Venue Contact.

Technical Services

Artscape Venues are fully equipped with audio visual equipment and offers in-house technical staffing.  For more about our Technical Services, please follow the link below for the technical package.

TECHNICAL PACKAGE

Emergency Procedures

IN THE EVENT OF AN EMERGENCY, PLEASE NOTE THE FOLLOWING PROCEDURES:

FIRE PROCEDURE

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.

The Venue Supervisor will provide direction in the event of a fire alarm according to the two-stage system.

EMERGENCY EXITS

Signs are posted throughout the floors indicating locations of emergency exits. Most signs will include an arrow indicating the direction of the emergency exit.

UPON DISCOVERY OF A 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: 31 Widmer Street, 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 Offical

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 closed 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 stairwell

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 HYATT HOTEL ENTRANCE (10 WIDMER STREET) 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.