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EVENT RENTAL GUIDE 2017

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Thank you for your interest in hosting your special event at the Chilliwack Museum. The Museum building – Chilliwack’s historic 1912 City Hall - is a designated National Historic Site of Canada. By hosting your event at the Museum, it is guaranteed to be filled with heritage ambience and charm, along with all the modern amenities of today.

A civic gathering on the grounds of Chilliwack City Hall, 1920s. This guide is designed to give you all the information you will need as you consider hosting your event at the Museum. Our space available for Event Rentals – the Chambers Gallery – is the historic Council Chambers. The Chambers Gallery is home to the Museum and Archives’ School and Public Programs. When not in use for these, it is also available for your recital, corporate meeting, cultural performance, or special event (anniversary, birthday – you name it!). With its soaring arched windows, historic ambience, and breathtaking mountain views, the Chambers Gallery is quickly earning a reputation as “the best room in Chilliwack.” Why not consider us as a venue with character for your next special event?

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Chambers Gallery Room Details and Specifications

Capacity (as shown in diagrams) • Theatre – 100 • Classroom (can also be set

up as a semi-circle) – 80 • U-Shape – 65 • Hollow Square – 65 • Conference (one line of

tables) – 35 • Banquet (three lines of

tables) – 75 • Banquet Rounds – 80 • Stand-Up “Cocktail”

Reception – 100

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FOR YOUR MEETING – SUPPLIES AVAILABLE FOR RENT At the Chilliwack Museum and Archives, we want to ensure that your special event goes smoothly, and that you have everything you need to make your meeting a success! To simplify your planning, we have some equipment and supplies available for use during your meeting, at very affordable rates. Chairs 35 chairs included with rental;

additional chairs $1.00/per 6’ Rectangular Tables $5.00/per 60” Round Banquet Tables (Seat 8 People) $7.50/per Use of A/V System (LCD Projector, Surround Sound System, DVD Player, Microphones, PA System)

$50.00

Internet connection FREE Linens $2.50/per

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RENTAL AGREEMENT Date of Proposed Event Type of Event Renter Mailing Address (including City, Postal Code) Phone Email Address Event Start Time Event End Time Caterer (if applicable) Decorator (if applicable) Photographer (if applicable) Musicians / Entertainment (if applicable) Anticipated Attendance (Please note Chambers Gallery Maximum)

The Chilliwack Museum and Archives requires all Renters to have general liability insurance in the amount of two million dollars [$2,000,000]. If you have existing general liability insurance, please provide a copy of the Certificate of Insurance. The “Chilliwack Museum and Historical Society” and the “City of Chilliwack” must be listed on this Certificate as additionally insured for the Museum property at 45820 Spadina Avenue, Chilliwack, BC. Proof of Insurance (Date Provided) Special Occasion Liquor License Required (Date Provided)

Copies of this documentation are required for the Chilliwack Museum and Archives’ files on or prior to the date of the event. Additional Comments / Set up Instructions / Supply Rentals

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Renter’s Charitable Registration # (If applicable)

Rental Fee STANDARD RATE: $150 / Hour (Discount available for Chilliwack Museum and Historical Society Members and Registered Charities) Minimum Rental for Weddings / 5 Hours - $750.00

Non-Refundable 1st Payment (Date Received) Form of Payment Signed Copy of the Conditions of Use (Date Received)

Assigned Staff Member(s) for Event By signing this contract, the Renter acknowledges and accepts all the conditions and requirements specified in the Contract and attached Conditions of Use; confirms that the information given above is accurate and complete; and agrees to report any changes to that information to the Event Rentals Coordinator at the Chilliwack Museum and Archives immediately. Signing also confirms the Renter understands and accepts that the initial payment comprises 50% of the estimated cost of your event, is non-refundable and due at the time this contract is signed. The balance of the payment is due no later than the date of the event. ______________________________ _____ Date _______________ Renter ___________________________________ Date _______________ For the Chilliwack Museum and Archives

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Event Rentals - Conditions of Use 1. Insurance: The Chilliwack Museum and Archives (CMA) requires renters to have $2, 0000, 0000 general liability insurance, with “The Chilliwack Museum and Historical Society” and “The City of Chilliwack” listed as additionally insured upon the Certificate of Insurance, and specifying the date of the event. If you already have insurance, please provide a copy of the certificate of insurance. If you don't, please discuss insurance with the Event Rentals Coordinator.

2. Payment: Payment will be made according to the terms established in the Rental Agreement, generally with full payment made on or prior to the day of the event.

3. Decorating: The Chilliwack Museum and Archives is first and foremost a Museum and Archives, as well as being a designated National Historic Site of Canada.

PERMITTED:

• Arches and other stand alone decorations • CSA approved electric mini lights and other electricity-dependent décor • live flowers • battery-operated candles

NOT PERMITTED:

• Tape/thumbtacks • Candles, fireworks • Hanging of decorations, etc. from the ceiling • Attaching decorations to the windows or walls

4. Setting up / Decorating: Please note that setting up decorations prior to your event is done as per the schedule agreed upon by you and the Facility Booking Coordinator at the Chilliwack Museum and Archives.

5. No Supplies/Tools Provided: The Chilliwack Museum and Archives will not be able to provide you with any tools or supplies – except those specified in your Rental Agreement – so please ensure you bring everything you may need.

6. Food and beverages are allowed in the Chambers Gallery only, according to the terms of your rental

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agreement.

7. Parking: On-Street parking is available immediately adjacent to the Museum, on Spadina Avenue, Yale Road, and Main Street.

8. Entrance doors to the Chilliwack Museum and Archives are not allowed to be propped open at any time.

9. Personal property is the responsibility of those attending your function, including the unsupervised coat check. The Chilliwack Museum and Archives shall not be liable for loss or damage to the property of others while such property is in or on CMA property. A 'Lost and Found' is maintained in the general office at the Museum so please contact us after the event if anything is missing and we will check for it.

10. Replacement of any lost or damaged equipment belonging to the Chilliwack Museum and Archives will be added to the rental bill at full replacement cost.

11. Equipment belonging to the Chilliwack Museum and Archives is not allowed off the premises.

12. Due to the security of historic resources on our networks, public WiFi is not available throughout the Museum building.

13. The Chilliwack Museum & Archive is a smoke-free building. No smoking is permitted either in the building or on the grounds.

14. If you are serving alcohol, please ensure you supply a liquor permit as required by the BC Liquor Control and Licensing Branch. If you hosting a private special occasion, this process generally takes 3-6 weeks to process. You can obtain more information at http://www.pssg.gov.bc.ca/lclb/. Since the Museum building is a City-owned property, if you are planning on hosting a special event open to the public (concert, performance, etc.) for wish you intend to serve alcohol, you must also apply to the City of Chilliwack’s Committee to Approve Public Events. This process can take up to 4 months, so please plan accordingly. Please contact the City of Chilliwack for details. A copy of your liquor permit will be needed on or before the day of your booking for our files.

15. Events are to end by the time agreed upon in the Rental Agreement.

16. You are required to use the name of the “Chilliwack Museum and Archives” on any and all

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advertising, invitations, and other printed materials for your event. If you require any clarification, please contact the CMA at (604) 795-5210 ext. 101.

17. The Renter is responsible for clean-up according to the checklist agreed upon in the Rental Agreement. Clean-up is to be completed immediately after the event, unless otherwise arranged in advance of the event. All other clean-up functions will be performed by staff of the Chilliwack Museum and Archives. Failure to comply with this checklist will result in the additional charge of $75 per hour. It is the Renter's responsibility to communicate this requirement with their contracted caterer.

18. Photography: For events and social gatherings, there is no additional charge for your photographer during your event’s scheduled hours. For professional photographers wishing to stage photo shoots in the Museum for commercial purposes, a negotiated rate would apply.

19. The Chilliwack Museum and Archives reserves the right to refuse a booking.

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CLEAN UP CHECK LIST RENTAL SPACE (Chambers Gallery, Catering Kitchen, Washrooms, or any other facilities used) □ Tables are to be cleared, and all garbage and recyclable containers are to be removed from the premises. □ Floors are to be cleared of garbage and recyclable containers. □ All garbage is to be removed from the premises. □ All recyclable materials are to be removed from the premises. □ All food is to be removed from the premises. □ All catering supplies/dishes/decor and other items brought in for the event are to be removed from the premises. □ Any equipment or items provided by the Chilliwack Museum and Archives must be returned to the location indicated in your rental agreement.

Thank you for hosting your event at the Chilliwack Museum! We hope you choose the Chambers Gallery

at the Chilliwack Museum for your next event.