Schedule D: Meeting & Event Space Use Policies

CONTACT: Your main contact for meeting and event bookings is Nathan Lawr, Community Operations Lead at [email protected] and 519.803.8387.

CANCELLATIONS, PAYMENTS & REFUNDS: All space rental fees are due at the time of booking the space. The following guidelines also apply to meeting and event bookings:

  • Minimum booking time is 1 hour in all rooms
  • A 20% deposit is required for event bookings over $500 – deposit is non-refundable if cancelled within 30 days of event
  • Bookings cancelled 8 – 14 days prior to the event date will be required to pay 30% of the booking fee, in addition to any required 20% non-refundable deposit
  • Bookings cancelled within 7 days will be required to pay the full amount
  • The Kitchen Assistant (at $30/h, 2h min.) is mandatory for all community bookings in the kitchen, all events with alcohol and all kitchen bookings without a safe food handling certificate
  • Payments can be paid via cheque payable to “10C Shared Space”, direct payment, paypal, or e-transfer to [email protected] with the password Guelph2050.

 

ACCESSING 10C’s SPACES: 10C Shared Space’s regular business hours are Monday-Friday, 9am-5pm. If you are booking after hours, you will have a temporary access code issued to you through the KISI app available on your smartphone. During regular business hours, 10C will have a host at the front desk who is able to direct your guests. Outside of regular business hours, you will need to unlock the door and direct your guests.

 

The Farmers’ Market space is generally locked when not hosting a public event (i.e. Take Home Thursdays, Saturday Farmers’ Market). You will use KISI to access this space for your meeting or event outside of these times.

 

You may make arrangements for 10C staff to be on site during your event for an additional hourly rate. Please contact Nathan at [email protected] to learn more.

 

Reserving a meeting or event space does not include use of other areas of 10C or Farmers’ Market space. Feel free to show your guests around the space, but they should not be in the space unattended, or using other areas of the facilities.

SITE VISIT: Please reach out if you’d like to visit the space to plan your event and talk through logistics with the 10C team. Nathan ([email protected]) can work with you to find a suitable time.

SET-UP: Set-up for the specific needs of your meeting (arranging patterns for tables and chairs, location for technology, welcome sign-in tables, etc.) is the responsibility of the user, however, 10C staff will ensure that all required equipment is available in the space for you.  Please be in touch with Nathan ([email protected]) at least 7 days prior to your event to communicate your specific needs.  Subject to availability, you may request any of the following:

  • Projector, projection screen
  • Hybrid meeting equipment (microphone, webcam)
  • Dishes and cutlery
  • Tables – round and rectangular
  • Chairs – for up to 100 people
  • Whiteboard and markers
  • Flipchart and markers

Please do not hang anything on the walls without clearance and guidance from 10C staff.

CLEANING & GARBAGE: A 10C staff team member regularly cleans all common areas.  Meeting and event spaces should be left how you found them, including washing any dishes used. We provide black containers that can be used to collect the 3 types of waste, which can then be emptied into the 3 stream ‘mushroom’ containers on the street provided by the City of Guelph. You are also welcome to empty these containers in the basement where you will find 2 large containers for grey and blue items.

Failure to leave the room in a clean and undamaged condition (including the equipment therein) may lead to a $50-$100 cleaning fee.

GUIDELINES FOR COMMUNITY EVENTS: The 10C teams reserves the right to monitor all functions being held on the premises. We also reserve the right to refuse space to any group that are inconsistent with the purpose and policies of 10C. In addition, the following guidelines apply:

  • No group may display permanent or temporary public signage at 10C, other than signs providing direction for a specific event.
  • Political groups/parties – 10C maintains a transpartisan approach to political engagement. 10C will not endorse a specific political party, but does present a transpartisan forum for political parties and elected representatives and candidates to engage the community. All political parties are welcome to apply for 10C membership, and all are welcome to host events, activities at 10C and the Guelph Farmers’ Market. All political parties are welcome to use the 10C space, but may not display permanent public signage at 10C.
  • Religious/religious-sponsored groups – 10C welcomes all groups to use the 10C space, but will not work with or accommodate any group that actively discriminates against LGBTQ+, BIPOC, or any other community
  • Private events –  10C is a great place to host a private event (i.e. wedding, birthday party, family reunion, etc.) however a $100 cleaning fee will be applied to any private event with 50 or more attendees

 

SERVING ALCOHOL: 

  • Please see Schedule E: Alcohol Policy for all guidelines about serving alcohol as part of your event. 
  • If you are planning to serve alcohol at your event, you must review the details of your event with 10C staff in advance. 
  • A Special Occasion Permit (SOP) and Event / Party Alcohol Liability Insurance are required for most community events serving alcohol  (some member exceptions apply). See Co-operators’ Duuo for relevant insurance: duuo.ca/event-insurance

 

SECURITY: 10C is not responsible for lost or stolen items or those left unattended, nor is 10C responsible for unsecured rooms and common areas. 

 

NOISE: Microphones and amplification equipment are not permitted in meeting and event rooms during regular business hours, as this may affect our co-tenants and other Meeting Room renters. Computer speakers at a reasonable volume are permitted and we ask you to be courteous of those around you.

 

EMERGENCY: In the unlikely event of an emergency during business hours, contact the 10C staff on site immediately. For emergencies that may occur off-hours, please contact any of the following below or CALL 911 IF THE EMERGENCY WARRANTS. We will do our best to respond but may not be immediately available. Please text and/or call: Nathan Lawr (519.803.8387), Julia Grady (519.546.5640) and/or Katie Baikie (519.803.0595).