ellis bird farm ltd. facility rental package information ... · ebf facility rental package 2015...
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Ellis Bird Farm Ltd. Facility Rental Package
Information and Agreement
Thank you for your interest in renting the MEGlobal Ellis Bird Farm Visitor Centre. This information and
form package includes all information pertaining to your rental. These documents include:
● Ellis Bird Farm Ltd. Facility Rental Policy
● Ellis Bird Farm Ltd. Facility Rental Form
● Ellis Bird Farm Ltd. Facility Rental Agreement
● Ellis Bird Farm Ltd. Facility Checklist.
Ellis Bird Farm is a private nature sanctuary. All activities and behaviour must be in keeping with the quiet
and peaceful qualities of the site. Children must be supervised at all times and all visitors must stay on
lawns and designated paths. Ellis Bird Farm retains the right to immediately evict anyone in contravention
of this request. In the event of eviction, no refund will be provided.
Ellis Bird Farm Ltd. Facility Rental Policy
The new MEGlobal Ellis Bird Farm Visitor Centre is available for rent to business, education and
non-profit groups. Ellis Bird Farm Ltd. provides an excellent location to host small meetings, workshops
and retreats. Booking applications in 2015 will be considered on a case-by-case basis by a committee
appointed by the Ellis Bird Farm Board of Directors.
Facility rental will entail the use of the new MEGlobal Ellis Bird Farm Visitor Centre only (no other
buildings). Rental groups are welcome to tour our lovely gardens using the walking paths provided.
Entrance onto the pastureland, hay and cropland is not allowed. The MEGlobal Ellis Bird Farm Visitor
Centre consists of one main room which will seat 85 theatre style and 65 if tables are used. There is also a
small kitchen available for use by caterers. Parking is conveniently located adjacent to the building. Wi-fi
and a state-of-the art AV system are also available. During the summer season (May – September long
weekends), the facility will be available for rent on non-holiday Mondays and during the evenings. The
facility is available for daily, evening and weekend use for the month of May prior to opening, and then
again after closing until mid-October. The EBF Tea House operators have the right of first refusal on all
on-site catered meals. Given the sensitive nature of the site, all off-season rentals will entail the services of
an Ellis Bird Farm-designated security person who may remain on the site and/or be in the Visitor Centre
for the duration of the event. Wine served with a meal will be the only alcoholic beverage allowed, with
renter responsible for all alcohol related permits and insurance. Michelle Moore at Brokerlink can assist
with Party Alcohol Liability Insurance at 403-343-8233 or [email protected]. Chateau Wine and Spirits
can provide the permit (5001 52 St, Lacombe, AB T4L 2A6 403-782-6260).
Please Note: Ellis Bird Farm is a private nature sanctuary operated by a non-profit society. All activities and
behaviour must be in keeping with the quiet and peaceful qualities of the site. Children must be supervised
at all times and all visitors must stay on lawns and designated paths. Ellis Bird Farm retains the right to
immediately evict anyone in contravention of this request. In the event of eviction, no refund will be
provided.
Fees
Summer (non-holiday Mondays between the May and September long weekends)
Mondays Full Day: $395.00 (8:00 AM – 9:00 PM)
Mondays Business Day: $295 (8:00 PM – 5:00 PM)
Evening Only: $195.00 (5:00 PM – 9:00 PM)
Off Season (May before opening, to mid-October after closing)
Full Day: $495.00 (8:00 AM – 9:00 PM)
Business Day $395.00 (8:00 PM – 5:00 PM)
Evening Only: $295.00 (5:00 PM – 9:00 PM)
Weekend or part thereof (Friday evening, Saturday, Sunday): $650.00
Note: the hours above include setup and takedown time. Not-for-profit rates are available.
A booking deposit in the amount of 50% of the rental fee is to be received no later than 30 days prior to the
approved event date.
A separate damage deposit in the amount of $500.00 is also to be received no later than 30 days prior to the
approved event date.
The Ellis Bird Farm Facility Rental Agreement must be signed prior to use of the facility.
EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477
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Ellis Bird Farm Ltd. Facility Rental Form
EBF Contact 1: Phone:
EBF Contact 2: Phone:
Rental Date(s): Rental Times:
Purpose of Event: *Including setup and takedown time
Number of People:
Equipment: Tables (14 available) Y/N Notes:
Chairs (85 available) Y/N
AV (projector and outlets) Y/N
Food/Beverage: Liquor Service (Wine only) Y/N If yes, permit #:
Catering Y/N If yes, company:
Party Alcohol Liability
Insurance:
Y/N
Group Name: Contact Name:
Address: Address:
City: City:
Postal Code: Postal Code:
Phone: Phone:
Email: Email:
For office use:
Rental Fee: $ Invoice #
Less Rental Deposit: $ Date Received:
Balance: $ Date Received:
Damage Deposit: $500.00 Invoice #
Less Damages: $ Date Received:
Balance to Return $ Date Sent by EBF:
EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477
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Ellis Bird Farm Ltd. Facility Rental Agreement
This RENTAL AGREEMENT made this XX day of XX , 20XX
Between:
Ellis Bird Farm Ltd.
(hereinafter referred to as “EBF ”)
and
XX
(Lessee/Renter hereinafter referred to as the “RENTER”)
WHEREAS THE RENTER is desirous of occupying Ellis Bird Farm Ltd.’s MEGlobal Visitor Centre
and designated accessible trails as defined by the attached map (Hereinafter referred to as “the
facility”) for the event at date and time as described on the Ellis Bird Farm Ltd. Rental Form of this
agreement, and EBF is desirous of renting to the RENTER for such event,
NOW THEREFORE, the parties agree as follows:
1. RENTAL
1.1. The RENTER agrees to provide EBF with the damage deposit, rental deposit and balance
of rental payment by credit card or cheque according to the dates stated on the Ellis Bird
Farm Ltd. Rental Form section of this agreement.
1.2. The RENTER agrees to pay EBF the cost of repairs to the facility over and above that of the
damage deposit, as stated on the Ellis Bird Farm Ltd. Rental Form section of this
agreement, in case of damage to the facility during its use by renter.
1.3. The RENTER agrees to pay EBF an additional rental rate of $50.00 every hour of
occupancy after the expiry of the rental period stated on the Ellis Bird Farm Ltd. Rental
Form section of this agreement. The desired rental period should include anticipated set-up
and clean-up time.
1.4. If the RENTER fails to use the premises for the rental date referred to on the Ellis Bird
Farm Ltd. Rental Form, EBF may keep the rental deposit as liquidated damages unless the
RENTER has given EBF at least 30 days notice that it will not be using the premises on that
date or EBF is able to re-rent the premises for that date.
1.5. Subject to any clause of the agreement that authorizes EBF to deduct money from the
damage deposit, EBF will return the damage deposit to the RENTER. Credit Card, cash and
cheque deposits will be refunded by cheque within 14 days.
1.6. Ellis Bird Farm is a private nature sanctuary operated by a non-profit society. All activities
and behaviour must be in keeping with the quiet and peaceful qualities of the site. Children
must be supervised at all times and all visitors must stay on lawns and designated paths.
Ellis Bird Farm retains the right to immediately evict anyone in contravention of this
request. In the event of eviction, no refund will be provided.
EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477
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2. FACILITY CARE AND CONDITION
2.1. The RENTER and EBF representative will conduct an inspection of the facility and
equipment prior to commencement of the rental event and identify any damages or other
conditions present. The RENTER and EBF representative will conduct a second inspection
following the rental event to identify any damages to the facility and equipment arising
from the RENTER’S event. The Ellis Bird Farm Ltd. Facility Rental Checklist section of
this agreement will be used for this purpose.
The RENTER shall remove all garbage from the site and clean the premises within the
stated rental period on the Ellis Bird Farm Ltd. Rental Form . The RENTER further agrees
to abide by any additional requirements regarding facility condition and care attached to
this agreement. If the RENTER fails to comply with this clause and any additional
requirements, the RENTER agrees that EBF may deduct from the damage deposit the cost
of doing the cleaning and performing other remedies at the rate of $50.00 per hour.
Cigarette butts and any other garbage left anywhere on the site will be considered damage,
and cleanup thereof charged at the stated rate.
3. RENTER’S RESPONSIBILITY
The RENTER agrees to accept the following responsibilities in association with this agreement:
3.1. Ensure that the maximum total capacity of 85 persons for the purposes of the RENTER’s
use is not exceeded.
3.2. Setting up and arranging tables and chairs, as well as take down..
3.3. Providing all necessary implements for food preparation and serving (eg. cutlery, cups,
plates, tea towels, table cloths etc). Renters have access to a fridge, microwave and oven. A
kettle, one small coffee machine (10-cup) and one large coffee perk (100 cups) are also
provided.
3.4. No decorations can be attached to the walls or ceiling.
3.5. Strictly observe the liquor laws of the Province of Alberta and comply with conditions
specified in any liquor permits.
3.6. Assume full responsibility for the discipline of members and guests and others who may be
in attendance and to see that orderly conduct is maintained.
3.7. Restrict use of the facility to the purpose of event stated on the Ellis Bird Farm Rental
Form section of this agreement (Purpose of Event), and not permit the use of the facility
for any other purpose without the prior, express, and written consent of a representative of
EBF.
3.8. Not to use the facility in any manner that will increase risks covered by insurance on the
facility and result in an increase in the rate of insurance or a cancellation of any insurance
policy.
3.9. Not to assign or sublease the facility, or any right or privilege connected with the facility, or
allow any other person except agents and employees of the RENTER to occupy the facility
or any part of the facility without first obtaining the written consent of EBF. A consent by
EBF shall not be a consent to a subsequent assignment, sublease, or occupation by other
EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477
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persons. Any unauthorized assignment, sublease, or license to occupy by the RENTER shall
be void and shall terminate this lease agreement at the option of EBF.
3.10. Not to keep, use, or sell anything prohibited by any policy of fire insurance covering the
facility, and shall comply with all requirements of the insurers applicable to the facility
necessary to keep in force the fire and liability insurance.
3.11. Not to allow any waste or nuisance on the facility or site, or use or allow the facility to be
used for any unlawful purpose according to appropriate bylaws/laws of Ellis Bird Farm,
Lacombe County, the Province of Alberta and Country of Canada.
4. LIABILITY AND INDEMNITY
4.1. The RENTER agrees that it will indemnify and save harmless EBF, EBF Board, Directors
and affiliated parties from any and all liability, loss, or other damage claims or obligations
resulting from any injuries or losses of this nature.
4.2. EBF shall not be liable for liability or damage claims for injury to persons or property from
any cause relating to the occupancy of the facility by the RENTER, including those arising
out of damages or losses occurring anywhere on the site during the term of this lease
agreement or any extension of such term.
PARTY ALCOHOL LIABILITY INSURANCE
4.3. If wine is being served at any time during the event, the RENTER must obtain host Party
Alcohol Liability Insurance in accordance with the number of guests anticipated to be in
attendance. Michelle Moore at Brokerlink can assist with Party Alcohol Liability Insurance
at 403-343-8233 or [email protected]. Verification of this insurance coverage shall be
provided to EBF no later than five working days prior to the date of the RENTAL as per
Ellis Bird Farm Ltd. Rental Form section of this agreement..
4.4. If the aforementioned insurance policy is not delivered to the timely satisfaction of EBF,
EBF may cancel the event and retain the damage deposit. They will notify the RENTER of
such cancellation by phone and/or email per the information provided on the Ellis Bird
Farm Ltd. Rental Form section of this agreement.
By signing below, the RENTER acknowledges having read the contents of this agreement.
RENTER
Signed: ______________________________
EBF
Per: _______________________________
EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477
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Ellis Bird Farm Facility Rental Checklist
The EBF rental policy states that a walk-through must done before and after the rental takes place.
Indicate with an initial that you completed the required service or indicate that the area does not apply by
marking “N/A” in each of the following areas:
*Kitchen cleaning supplies can be found under the kitchen sink. Please
refer to notes inside the cupboard door for instruction. Renters will be
provided with a general cleaning supply tub including cloths and
instructions. Access to the mops and brooms will also be provided.
Before
Date:
After
Date:
Furnishings are returned to their original location including chairs, tables
and trash cans.
Tables and chairs are clean and properly stored.
Kitchen countertops and sinks are wiped down and clean.
Coffee perks, Microwave/Refrigerator/Oven empty and cleaned of all food
spills
Floors are clean (swept and mopped) and janitorial equipment and
cleaning supplies are returned to original location
Facility as defined by the attached map is clean of cigarette butts and
litter.
Personal belongings are removed from the facility.
Doors are locked and secured (where on-site staff are not present).
Notes:
We have completed a walk through of the facility and performed the tasks stated above. Everything has
been left in good order, as it was found, except as noted above in ‘Notes’. By our signatures below, we
acknowledge the cleanliness and condition of the facility and equipment after the rental group activity.
RENTER Signed:
_______________________________________
RENTER Signed:
_______________________________________
EBF Per:
_______________________________________
EBF Per:
_______________________________________
EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477
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