ADDENDUM 1 - APPLICATION FOR CLUB HOUSE EVENTS (s) of Proposed Event: Hours of Proposed Event: Please note that all Private Parties are subject to a minimum of 4 hours and must end no later than 12 Midnight. Set-Up Time: Event Start Time: End Time (includes tear down): Description of Proposed Event: (see Fee Schedule for Allowed Events) Room(s) Requested for use during Event check all that apply: Full Auditorium Auditorium 1 Auditorium 2 Multi-Purpose North Lounge (excluding billiards) Kitchen Access to Event check whichever is applicable Open to Any Resident Invitation Only Front Gate Event Code rate in effect at time of event $ Participation Held by officially recognized Rosedale Committee or Community Club Private Party Mandatory Clean-up After Event To be completed by current Villages Cleaner at rate effective at time of event $ Alcohol check whichever is applicable Food check whichever is applicable Will NOT be served during proposed event Will be served during proposed event (See condition 7 of acknowledgement) Will NOT be served during proposed event Will be served during proposed event Security - Event and/or Building Security to be assigned by Property Manager. Name: Company:
Renting Resident Name: Address: E-Mail: _ Phone: _ Acknowledgements from Renting Resident: 1. I agree to be present in the Clubhouse during all hours of the proposed event and remain until all guests have left the property (outside the gates) and to be responsible as the Renting Resident. 2. I agree to monitor that the event is executed according to the general representations made on this application and in accordance with other published rules of the Clubhouse. I have read and understand all rules. 3. I am aware of recommended room occupancy limits (Full Multi-Purpose 60 Persons, Multi- Purpose 1 30 Persons; Multi-Purpose 2 30 Persons; Full Auditorium 236 Persons; Auditorium 1 118 Persons; Auditorium 2 118 Persons; North Lounge 119 Persons, North Lounge when alcoholic beverage is served 103; and have selected the room applied for in full consideration of these occupancy limits relative to my planned event. 4. I have been shown where the fire extinguishers are located in the building and am aware of their proper use. 5. Should my event include the services of a caterer, I agree to include within my contract with my caterer the following requirements: A) My caterer shall be required to visit the facility a minimum of one month prior to the event to meet with me personally (and at my discretion, the Property Manager or Designate) to orient him/herself with access protocols, the limited availability of equipment, the location of telephones for emergency use and the location of fire extinguishers. 6. I shall not bring or permit to be brought into the building any gas appliances, grills, BBQ s, heaters, or other highly combustible or explosive agents. (Chaffing dishes are excluded on acknowledgement that I assume full responsibility for the proper and responsible use of same.) The use of lighted candles or any other incendiary devices are strictly prohibited. 7. No alcohol shall be SOLD during the proposed event unless I successfully acquire an event permit allowing same from my local LCBO at my own expense. Should such permit not be technically required by the LCBO, I agree nevertheless to abide by the rules attached as Schedule A to this application form. (NOTE these requirements are the same as though a permit had been required). 8. I acknowledge that smoking is not permitted inside the Clubhouse and shall strictly enforce this rule. 9. I agree that all event tear-down will be the responsibility of the Renter/User all as assessed in the sole judgment of the Property Manager or Designate cleanup will be completed by the Clubhouse designate at the current rate at my expense. 10. The Property Manager or Designate shall complete restoration as required and recover the cost of same from deposits paid, by supplemental direct payment, for any outstanding amounts. Reimbursement for damages are to be payable to the Villages of Rosedale Inc. 11. I agree that the only furniture allowed to shift between rooms in the clubhouse are the rectangular dining tables and banquet chairs stored in the auditorium (ONLY IF AVAILABLE) and that any
supplemental equipment, furniture, accessories etc. that may be required for my event, shall be my responsibility to coordinate, pay for, deliver, set up and remove from the Clubhouse. 12. Should any fees be associated with the approval of this application, I agree that payment of such fees shall be due and payable as follows: A) Usage Fees 50% on approval of this application, the balance a minimum of thirty days prior to the event. B) All other stipulated fees 100% a minimum of seven days prior to the event. 13. Renting Resident agrees that should any payment made by cheque be returned unpaid by the bank for any reason, then in addition to the payment of outstanding amounts, an administration fee of $30 per default shall also become due. See Appendix B for fee schedule. 14. Cancellations by the Renting Resident a minimum of 30 days in advance of event are subject to a full refund of deposits paid. Cancellations by Renting Resident less than such 30 days in advance of event shall result in forfeiture of deposit. 15. I acknowledge and agree to be bound by any additional conditions or rules that may be imposed upon my event as a result of ever evolving policies of The Villages of Rosedale Inc. 16. Failure to acknowledge, agree, comply with (as the case may be) any of the above noted acknowledgements may result in the cancellation of my event or may impact the processing of any future applications I may submit. 17. I will provide a list of expected attendees for security staff. I have reviewed and understand all items in Appendices A and B and agree to abide by same. Signature of Renting Resident I have reviewed all terms of this application, including Appendices A and B with the Renting Resident in advance of receiving the applicant s signature above. I further confirm that the space requested is available for the specific date requested. Signature of Property Manager or Designate FEES PAYABLE to Villages of Rosedale Inc. Payment due as per item #12. Cancelled Event: Refundable deposit has been returned Signature of Renting Resident Signature of Property Manager or Designate EVENT ROOM INSPECTION COMPLETED: Signature of Renting Resident Signature of Property Manager or Designate
Appendix A To Club House Event Application Form (Additional Requirements if Alcohol is to be served) Your responsibility The Applicant is responsible for the safety and sobriety of people attending the event as well as compliance with the Act and Regulations (NOTE: The Liquor Act and Regulations may be obtained from Publications Ontario at 416-326-5300 and on the AGCO website at www.agco.on.ca/en/ft.features/ft4.acts.html) Sale of Liquor No alcoholic beverage may be sold without a proper license being obtained Age Restriction No one under the age of 19 may be served any alcoholic beverage. Food An adequate supply of food must be available to persons attending the event. Snacks such as chips, peanuts or popcorn are not an acceptable substitute for this requirement. Advertising The availability of liquor cannot be advertised for Reception events. Security The applicant must use designated security sufficient to ensure that unauthorized persons do not attend the event and to ensure that the requirements of the Act are observed. In order to determine whether security is sufficient, the applicant shall consider: a) the nature of the event: b) the size of the premises: and c) the age and number of persons attending the event. Alcohol left on premises Any leftover Alcohol must be removed from the premises at the end of the event.
Appendix B To Club House Event Application Form Rosedale Village Club House Fee Schedule NOTE: Property Manager or Designate to highlight applicable fees for event and give booking resident a copy of the full application and appendices and keep the signed original on file. Final approval is subject to review by the Property Manager based upon rules. Ratified by the Villages. NON-REFUNDABLE PRIVATE FUNCTION USAGE FEES (See Notes 5 & 7) ROOM NAME MAXIMUM OCCUPANCY RENTAL FEES (INCL. SECURITY OF $25/HOUR) SEE NOTES MGT. STAFF SEE NOTES CLEANING SEE NOTES North Lounge Full Auditorium Auditorium 1 (with stage) Auditorium 2 119 Persons OR 103 Persons when alcoholic beverage is served $75 per hour 236 Persons $85 per hour 118 Persons $60 per hour 118 Persons $50 per hour Hourly Rate as in effect at time of function $25/Hour Min. 4 hrs Cash *only applies if party is outside regular staff hours* Hourly Rate as in effect at time of function $25/Hour Min. 4 hrs Cash *Mandatory if using Rosedale dishes* Multi-Purpose Room 60 Persons Full Room OR 30 Persons ½ Room $50 per hour Kitchen $50 Flat Fee *In addition to the Non-Refundable Fees stipulated above, a Refundable Damage Deposit in the amount of $750 for all Private Functions applies. See Note 4. ALL BOOKINGS ARE SUBJECT TO DUE APPLICATION. FEES PAYABLE BY CHEQUE (FROM THE RENTING RESIDENT) payable to "VILLAGES OF ROSEDALE INC", DEBIT, VISA OR MASTER CARD ONLY plus HST. NO CASH WILL BE ACCEPTED. MAXIMUM OCCUPANCY PLEASE BE AWARE THAT OCCUPANCY LEVELS STIPULATED ABOVE ARE TAKEN DIRECTLY FROM THE OCCUPANCY RATES RECEIVED FROM BRAMPTON FIRE AND EMERGENCY SERVICES FOLLOWING AN INSPECTION PERFORMED IN AUGUST 2015.
NOTE 1 These fees apply to all Private Events. Villages Staff is required to be on site for the duration of the event. An hourly rate will be charged after normal staff working hours. Private security staff as chosen by the Property Manager is required for all Private Functions excluding Wakes. NOTE 2 Official supervision is required for all Rosedale Committees, Community Clubs or Condominium Corporation events or activities. However, trained volunteer staffers of the Clubhouse are eligible to provide this service. (Note that official supervisors of these events are eligible to be event participants PROVIDED THAT they do not consume ANY alcohol). NOTE 3 No Room Rental Fee shall be applied to set-up for a limit of 2 hours immediately preceding an event. Tear down must be completed by the end time of the event as stated on the application. NOTE 4 This security deposit is entirely refundable except for any monies required to replace or repair any aspect of the facility, its accessories or furnishings that are damaged during any event. Security deposits for Private Functions will be paid by the applicant for such Private Function and cashed. Refunds will be made once it is determined that no damages have occurred. NOTE 5 A Private Function is defined as any other than a recognized Rosedale Committee or Community Club. Rooms for Private Functions may be rented only by current residents for immediate family events or an unrecognized Rosedale group with the following exclusions: 1. Birthday Parties (ages 1-20). 2. Business, Sales or Seminars where the sponsor stands to make a profit. 3. The function is not permitted to raise funds or have gambling events for any purpose. 4. Jack and Jill Parties 5. Stags 6. Graduation Parties 7. Religious Ceremonies. Immediate family is defined as someone s spouse, parents, grandparents, children, grandchildren, siblings, in-laws of resident. NOTE 6 Cleaning of the facility will be by the Villages appointed cleaning contractor. NOTE 7 ALL BOOKINGS are subject to availability and approval. ALL BOOKINGS must be accompanied by an executed EVENT APPLICATION FORM for file purposes documenting event particulars. NO PRIVATE EVENT will be scheduled at the same time as an officially recognized Rosedale Committee/Group event. NOTE 8 A guest list is required at least one week in advance of the event. Only people on the list will be admitted to the function. This rule is needed to ensure the number of people at the event conforms to the contract details and Fire regulations. NOTE 9 No room rental fee shall be charged for the Wake of a resident. However, due to the uncertainty of number of people attending, all Wakes must be held in the auditorium. All setup/teardown is the responsibility of the renting resident and regular cleaning fees will apply.