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Decor & Room Rental Policy

Decor Policy

 If you are planning to decorate, please ensure that your decorator(s) and/or organizing committee members receive this notice before they begin.  

The Cornwall Civic Complex & Convention will provide access to the banquet room the morning of your event to begin decorating of the facility. Should you require entry into the facility prior to this, please call Janice Robinson, Facility Rental Coordinator at (613) 930-2787 ext. 2543 to discuss availability.  Please advise Janice of your decorating plans/event set up to ensure there are no surprises at the last minute.

 

Please do NOT use any of the following:

  • nails, screws, hooks on walls, ceilings or tables.
  • push pins, thumb tacks, staples on walls, ceilings or tables.
  • sticky tape or adhesive on wallpaper.
  • confetti, rice, paper, popcorn.
  •  decorations such as straw, hay, pine boughs, leaves, tree branches.
  • tape of any kind.

 Helium Tanks & Balloons

  • Any helium tank brought into the building must be secured upright on a dolly.  Any tanks not secured on a dolly will not be allowed in the building.
  • No individual balloons on a string are allowed to be given away in the Cornwall Civic Complex or the Ed Lumley Arena.

 Please bring your own equipment such as string, ribbon, scissors, etc.

If you are supplying your own candles, please put something under them to catch the drips. All candles MUST have hurricane lamps around them. No open flame candles are permitted due to fire regulations.

All decorations/rentals must be removed immediately following the event. The Cornwall Civic Complex & Conference Centre is not responsible for any lost, stolen or damaged decorations or rental items.  All decor must be removed as we have room changeovers daily.

Should the decorator(s) not comply with this policy additional charges will be added to the clients invoice without notice.

Event Set Up
Please advise Janice of your set up plans in advance (no matter what your event is), especially if you are building custom sets or planning a trade show.  There are many fire code regulations to follow and communicating your plans in advance will avoid any disappointment.  Also, no exhibitors and/or displays can block any fire pull stations or fire hose stations in the convention centre/hallways.  No doorways/exits can be blocked in any way.  No hallways can be blocked with sets/tables, and an eight foot walkway must be kept open.  Janice would be happy work with you to prepare a custom floor plan for your event.

Civic Complex Equipment
The Civic Complex has limited quantities of equipment on site such as tables, chairs, screens, overheads, extension cords etc.  Please communicate your needs well in advance to ensure that the equipment is available for your event.  Please note that the Civic Complex does not have an LCD Projector on site, and it's up the client to rent this equipment at their expense.

The Civic Complex cannot guarantee the same number of tables for events from year to year as many get damaged, lost, etc. 

Catering
Please be advised that Brown's Fine Foods is the exclusive cater for the Cornwall Civic Complex & Convention Centre.  Anyone booking space at the Civic Complex is not allowed to bring in food from any outside source.  All catering/bar requirements must be made with Lise Lalonde at Brown's Fine Foods at (613) 551-9732.

Linens
The Civic Complex has very limited quantities of linens/table skirting on site.   Please note our linen provider is not local and we require a minimum of one week's notice to fulfill your requests.   At this time, the Civic Complex only has approximately 20 table skirts on site with multiple bookings taking place each day.  The client is responsible for renting table skirting at their expense, should they not be available.

Indemnification
Any damage and or injury caused by decorating will be the responsibility of the applicant and/or the decorator.  Any mess made during the decorating must be cleaned up by the applicant and/or decorator before the event begins.

The applicant hereby agrees to indemnify and forever hold harmless the City of Cornwall, its officers, employees, contractors, agents and volunteers from and against any and all claims, actions, damages, liabilities, demands, suits, costs, and expenses including legal fees in connection with loss of life, bodily injury or loss or damage to the facility (property of the City), the applicant or others arising from or out of any occurrence arising from the sole negligence or misconduct of the applicant, its employees, agents, contractors, officers or those for whom it is in law responsible on or about the facility in respect of the occupancy or use of the facility by the applicant or occasioned wholly or in part by any act or omission of the applicant, its employees, agents, contractors, officers, artists or those for whom it is in law responsible on or about the facility in respect of the occupancy or use of the facility by the applicants, its officers, employees, agents, the artists, or other applicants or any other person hired by the applicant that are present or working at the event.


 

Room Rental Rules & Regulations

The applicant agrees to abide by the rules and regulations stated below. Room rental contracts are subject to the following conditions:

  1. All payments hereunder shall be made to the "Cornwall Civic Complex", 100 Water St. East East, Cornwall, Ontario, K6H 6G4.
  2. Three business days notice in writing is required for cancellation or rescheduling room rentals.
  3. All clients shall not nail, hook, tack, screw, staple, or tape any items onto any part of the building, fixtures, or equipment contained therein, which includes the walls, brick, glass, floor, ceiling, tables, and the insulated flooring system in the arena. Repair or replacement for any and all damages will be the responsibility of the user.
  4. Applicant and/or his agent shall not pledge the credit of the City of Cornwall and shall save it harmless against any and all claims for damages against persons or property which may arise during or as a consequence of this agreement or the occupation arising hereunder.
  5. The applicant shall be responsible for the conduct and supervision of all persons using the facility while occupied by the applicant.
  6. The applicant shall comply and ensure the compliance of all persons using the facility, while occupied by the applicant, with these regulations.
  7. The applicant shall, if he/she wishes to have liquor or beer at or in the facility, make the appropriate arrangements with the Provincial agency responsible therefore and obtain the requisite permit of license prior to occupying the facility.
  8. All articles brought to the facility for use by the applicant or persons using the facility when occupied by the applicant, shall be removed forthwith at the termination of the applicant's occupation of the premises.
  9. All exits, fire extinguishers, and pull stations shall be kept free from obstruction at all times during the applicants occupancy of the facility.
  10. Any regulation posted in a facility are in addition to the conditions set out herein and shall be complied with in the same manner and to the same extent as thought they were specifically referred to in condition (6) hereof.
  11. In some cases, a facility is provided with personnel who are on duty in that facility, in which the applicant shall take direction from such personnel and comply with such direction.
  12. Except as authorized on the face of this permit, no admission charge, collection or sale of refreshments shall take place.
  13. In the case of a special event an additional charge may be imposed where performing rights are involved in which the applicant shall pay the amount thereof as soon as ascertained.
  14. All charges shall be paid in advance except in the case of performing rights where the department shall estimate the amount thereof and the applicant shall pay the amount of the estimate before issuance of this permit.
  15. The Complex Manager herein referred to as the "Manager" may in his/her sole discretion cancel this permit where:

    a. the facility is required for departmental purposes.
    b. the permit was secured by misrepresentation.
    c. this permit was transferred without approval of the department.
    d. the facility is not being used for the purposes set out in the application.
    e. there has been a breach of the regulations posted in the facility or set out herein.
    f. the facility required technical or emergency repairs which cannot be performed at any other time.

  16. Where the Manager uses the power to cancel set forth in the previous condition, he/she shall give notice to the applicant as soon as possible thereafter, by whatever means may be available to him/her.
  17. In the case of an overpayment by an applicant of any of the City charges for the use of a facility, the Manager shall take such steps as are necessary to cause a refund to be made.
  18. Where a facility has been damaged, the Manager shall first notify the applicant of the damage and request the applicant to repair or make good the damage forthwith at his/her expense.
  19. If the applicant fails to respond favorably to such request or delays in taking any action, the Manager shall obtain (2) estimates of the cost to repair and inform the applicant of the quotes and request payment in advance of the cost of the acceptable estimate.
  20. Where payment is not made pursuant to the previous clause, the Manager may in his sole discretion have the work done to his/her satisfaction and the cost thereof shall be recovered according to law.
  21. I, the applicant have read over the foregoing conditions set out in clauses 1 to 21 hereof, and agree to them and undertake to comply with them.

If you would like more information about holding an event at the Civic Complex, please call Janice Robinson, Facilities Rental Co-ordinator at (613) 930-2787 ext. 2543.

* The Decor/Room Rental Policy is an attachment to the Rental Contract Permit

 

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