Southern Manitoba Convention Centre

TERMS AND CONDITIONS

Responsibility
Deposits, Guarantees, and Cancellations
Advertising
Socan
Kitchen Fees

Setup and Tear Down
Damages and Liability
Security
Licensed Events

RESPONSIBILITY:

It is the responsibility of the Convenor to be familiar with and abide by the documented guidelines governing the Southern Manitoba Convention Centre Inc. (SMCC).

The Convenor accepts responsibility for and agrees to pay for the replacement or repair costs of any and all damages that may occur due to their actions or the actions of persons attending their function.TOP

DEPOSITS, GUARANTEES, AND CANCELLATIONS:

The Convenor agrees to pay a non-refundable deposit of $250.00 towards the Rental costs, which is due at the time of booking to hold the space. Payment of full room rental is due within seven (7) business days prior to the event. Additional charges (i.e. coffee, linen, etc.) are due within seven (7) business days following the event. For receptions and social functions, an additional damage deposit of $250.00 is required prior to the event taking place. The full amount will be returned once the facility has been inspected and it has been determined that no damages have occurred during the event.

The Convenor is to confirm the guaranteed number of guests three (3) business days prior to the event. For events held on Mondays or Holidays, the guaranteed number of guests is due on the previous Wednesday. Should the Convenor fail to confirm the final guaranteed number three (3) business days prior to the function, the Convenor shall be charged for the expected number unless the final attendance is higher.

Should this agreement be cancelled within one (1) month prior to the event, the Convenor agrees to pay the Southern Manitoba Convention Centre 50% of the remaining Rental Costs. Should this agreement be cancelled within two (2) weeks prior to the event, the Convenor agrees to pay the Southern Manitoba Convention Centre 100% of the remaining Rental Costs. Additional charges may apply for non refundable purchases made on behalf of the Convenor (i.e. audio visual rentals, items from rental companies, catering, etc.).

The Convenor will not be charged for cancellation of events due to: acts of God, war, government regulation, disaster, strikes, civil disorder or curtailment of transportation.

Prices for Food & Beverage, Rental Equipment, Audio Visual etc., are subject to change without notice. If necessary, the Southern Manitoba Convention Centre reserves the right to relocate events to a comparable room, based on size and requirements of the events in question.

Due to existing vendor contracts, only Coca-Cola products and Van Houtte/Red Carpet Coffee products are to be used in the building. These products will be sold to the convenor by the SMCC.TOP

ADVERTISING:

Use of the Southern Manitoba Convention Centre name and logo for advertising purposes requires approval by the Southern Manitoba Convention Centre Management. At no time shall the facility be referred to as the "Big "M" Centre".

Please be advised that, as per Manitoba Liquor Control Commission guidelines, no notice, announcement or advertisement concerning a social occasion shall be made unless written approval has been obtained from the MLCC Permits staff. This also applies for posters put up by individuals providing entertainment at your event.TOP

SOCAN:

For events where music is being played (live or recorded) the Convenor will be required to pay a SOCAN fee. SOCAN (The Society of Composers, Authors and Music Publishers of Canada) is the Canadian copyright collective for music. They administer the performing rights, collect the license fees in Canada and pay the royalties to the creators and publishers of the musical works performed in Canada and around the world. SOCAN is a not-for-profit, independent organization run by a board of directors elected by thousands of composers, lyricists, songwriters and music publishers across Canada. The cost of a SOCAN license depends on a range of factors, from where and how the musical work is being performed, the seating capacity, and the type of event. A license is required whether the music is live or played on a tape/CD player, jukebox, video or karaoke and whether the performers are paid or not. The SMCC collects the appropriate fees and remits them to SOCAN on a quarterly basis. For more information regarding SOCAN, please refer to their website www.SOCAN.ca.TOP

KITCHEN FEES:

As of June 20, 2006, events that require full meal services will be subject to a Kitchen Fee. The money collected from this fee will be kept in a special reserve and will be used for repairing equipment and replacing items in the kitchen. Clients will be provided with a list of local caterers, as well as their phone numbers. The kitchen fee for using one of the SMCC's suggested caterers will be $75.00. Should the client use an outside caterer, the kitchen fee will be $150.00.

All caterers will be provided with (and must sign) a list of expectations and requirements regarding use of our kitchen. Please be advised that following all events, our staff will check all dishes for cleanliness and spots. Should it be necessary to rewash dishes, the convenor will be contacted and given the option to rewash the dishes themselves, or pay a $150 cleanup charge.TOP

SETUP, TEAR DOWN AND DECORATIONS:

The Convenor will be supplied with a blank floor plan of the room in which their event will be held, and is requested to supply the Southern Manitoba Convention Centre with a setup plan for the event.Any major changes that are requested after the room setup is complete will be subject to a charge of $50.

Start and end times of all events are to be adhered to, as space is reserved for the times indicated on the contract. Setup and tear down times are to be arranged with Southern Manitoba Convention Centre prior to the event taking place. Additional charges will apply for staff being called in to open the facility prior to time indicated on the contract, and for staff being required to stay later than time indicated on the contract.

The Southern Manitoba Convention Centre must approve decorating and decorations. Balloons must remain fastened at all times so they do not rise to the ceiling. Confetti is not allowed inside the building. No open candles or candelabras are allowed due to fire hazards - all candles must be contained in an appropriate holder. All decorations must be removed immediately following the event. Should SMCC staff be required to remove decorations following the event, additional charges will apply. Please ensure that your decorators are aware of these conditions. TOP

DAMAGES AND LIABILITY:

The Convenor accepts responsibility for all damages (includes stains and extra clean-up to floors), destruction (including theft or mysterious disappearance of any equipment owned or leased to the Convenor) and injuries that may occur while using the facility as well as any damages that occur to the Southern Manitoba Convention Centre premises by those attending the event, or independent contractors acting on the Convenor's behalf. All damages or losses will be billed to the Convenor.

As of August 16, 2006 for all events where alcohol is being served, the Convenor must provide proof of Public Liability and Property Damage Insurance (PAL Insurance) in the amount of $1 million prior to the event taking place. TOP

SECURITY:

At least one (1) Southern Manitoba Convention Centre Employee will be present at all times during all events. The Convenor is responsible for the actions of their guests, and is required to provide a minimum of two (2) Security Personnel for every 100 people on the premises. Security Personnel are to be identified to the Southern Manitoba Convention Centre Employees and Bartenders. If requested the Southern Manitoba Convention Centre shall provide adequate security at a charge of $75.00 per Security Personnel.

Duties of Security Personnel include; maintaining control of those attending the event, verifying age of those attending the event and identifying minors, monitoring entrances and exits, ensuring no unauthorized alcohol is brought into or removed from the premises, monitoring of ticket taking during open socials to assist in verifying proof of age and identifying minors, monitoring of ticket sales during open socials to ensure liquor tickets are not oversold or sold to minors, abiding by all rules and regulations pertaining to the service of alcohol and cooperation fully with all law enforcement, MLCC Officials and Southern Manitoba Convention Centre Employees.

Any individual caught fighting, creating a disturbance, causing mischief or damage will be removed from the premises and may be barred from the facility in the future.TOP

LICENSED EVENTS:

All licensed events held at the Southern Manitoba Convention Centre must abide by the Rules and Regulations outlined by the Manitoba Liquor Control Commission (MLCC). Liquor limits as outlined by the Occasional Permit must be adhered to. It is the responsibility of the Convenor to be familiar with all MLCC Rules and Regulation. Failure to comply with MLCC Rules and Regulations may result in charges being laid by MLCC.

An Occasional Permit is required for events where alcohol is being consumed. Alcohol may not be brought onto the premises prior to the date specified on the Permit. Alcohol may not be consumed prior to or after the specific times stated on the Permit. Individuals who fail to comply with these conditions will be asked to leave the premises.

Please be advised that, as per Manitoba Liquor Control Commission regulations, with the exception of approved community or charitable event functions, the general public shall not be admitted to a permit function. The premises must be reserved for the exclusive use of members and individually invited guests of the person or organization granted the permit. Their guests must have previously (not at the door) received an invitation or have purchased tickets after being invited to attend the function. Tickets can not be sold to the public by any means on the premises or from the parking lot. A list of names of individuals attending from out of town who were not able to buy advance tickets may be kept at the door. In the event that a function is shut down by an MLCC Inspector due to non-compliance with MLCC Regulations, no refunds will be given to the Convenor, and full room rental charges will apply. Please refer to the Duties and Responsibilities of Permittee information provided by MLCC.

Minors will be allowed to attend licensed functions, however all minors must be identified, either by stamps or wristbands. The Convenor is responsible for their actions. Under no circumstances will minors be allowed to consume alcohol.

For social events, alcohol may not be served after 1:00 am. All alcohol must be removed from the tables by 1:30 am. Guests must vacate the premises by time stated on the contract. Failure to adhere to these conditions will result in additional service charges to the Convenor.

All alcoholic beverages must be poured into plastic cups. Beer bottles must remain in the Bar area, and are not permitted in the Hall Area. No Beverages are allowed in the Hallways or Washrooms.

All events will be subject to inspection by MLCC Officials as well as members of the RCMP.

It is the responsibility of the Convenor to remove all alcohol from the premises immediately after the conclusion of the event. The Occasional Permit is to be removed at the same time as the alcohol. Any empty bottles or alcohol left at the facility shall be properly disposed of by Southern Manitoba Convention Centre staff.

The Southern Manitoba Convention Centre is a non smoking facility. There shall be no smoking inside the building at any time and failure by the Convenor to control the no smoking policy, could result in fines being laid by inspectors.

Failure to comply with the facility Terms and Conditions will result in immediate vacating of the premises, as well as, the loss of any monies paid.TOP