Venue Guide

Brittany Lynn Martin

Artscape Venue Contact

Assistant Manager, Events
bmartin@artscape.ca
(437) 235-6948

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.

There is an events storage room available, which is available for your use. During your site tour, ensure the events storage space available will meet your needs. If it does not suffice, speak to the Artscape Venue Contact regarding your storage needs during you event.

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.

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.

• 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

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.

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.

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.

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:

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

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.

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.

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.

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

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.

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.

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 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.

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.

• 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

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.

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.

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.

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.

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.

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

2. 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.

IN THE EVENT OF AN EMERGENCY, PLEASE NOTE THE FOLLOWING 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.

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