Rules and Regulations




PRICING

  • The pricing and information contained within the 2020 Alderlea Rental Rates and this document are subject to change without notice
  • Prices are subject to HST

VENUE FEE

  • Alderlea Rental Rates 2020
  • Catering costs are in addition to the Alderlea Rental Rates. Clients must contact the caterers directly for quotes and services.
  • The Alderlea venue fee includes the following:
    • Access to the Outside Grounds, the Parlour, the Pavilion and the Chisholm Room
    • City of Brampton Attendant on-site for the duration of event
    • Chiavari chairs and banquet tables including set-up and tear down
    • Onsite parking
    • Built-in lighting system
    • Key access to a safe
    • Built-in audio-visual equipment
    • Wireless microphone
    • Podium
    • Easels
    • Wheelchair accessible
    • Many photographic locations on property
    • One final details meeting with Facility Support Associate and Facility Technician Lead (maximum 1 week prior to event)

DEPOSIT AND PAYMENT STRUCTURE

  • In order to reserve your date:
    • Signed request for reservation
    • Signed and initialed event rules and regulations
  • Payment structure consists of:
    • Signed rental agreement
    • 20% non-refundable deposit within ten (10) business days of Agreement being issued
    • Remaining balance required thirty (30) days prior to the event date
    • $300 damage deposit required thirty (30) days prior to the event date
  • Events booked less than thirty (30) days before the event date must be paid in full upon booking
  • Bookings may only be made up to one (1) year in advance unless approved by the Director, Facilities Operations and Maintenance or Designate

DAMAGE DEPOSIT

  • The Agreement Holder is responsible for leaving the facility in the same condition as it was when they entered onto it
  • A damage deposit of $300 is required thirty (30) days prior to the event date. The damage deposit will be returned to the Agreement Holder following the event, provided that the area is left clean and free of damage; additional charges may apply
    • Receipt of the refunded amount may take up to five (5) business days for credit card payments and up to six (6) weeks for cash/debit/cheque payments

ACCESS TO ALDERLEA PRE-EVENT

  • The Agreement Holder is permitted to have one (1) final details meeting with family, friends and/or vendors prior to their event for one (1) hour during regular business hours. Final details meetings are by appointment only. Please contact the Facility Support Associate to set up an appointment. Drop in visits will not be accommodated
  • Rehearsals are not considered a walkthrough and regular fees will apply for the use of Alderlea for rehearsals

ACCESS TO ALDERLEA ON EVENT DAY

  • If an event is booked for the full day, Agreement Holder and applicable vendors (with the exception of the Alderlea caterers) have access to Alderlea from 10:00am – 1:00am which includes the clients set-up and tear-down
  • If an event is booked for six (6) hours or less, Agreement Holder and applicable vendors (with the exception of the Alderlea caterers), have access to Alderlea during the time period indicated on the contract, which includes the client’s set-up and tear-down
  • All equipment, décor and persons must be off the premises at the end time as stated on the Agreement or an overtime fee of $350/hour may be charged

INSURANCE

  • The Agreement Holder shall obtain Commercial General Liability insurance, at their own expense, with an inclusive limit of not less than $2 million per occurrence or $5 million per occurrence for high risk category activities, against all claims, and shall provide the City with proof of insurance coverage on a form provided by the City
  • Insurance can be provided through the Agreement Holder’s own Insurance Policy or purchased through the City’s Liability Insurance Program

SATURDAY RENTALS

  • Saturday rentals can only be booked for the full day; full day rental rates will apply

PHOTO/VIDEO SHOOT REQUESTS

  • Photo/video shoot requests for a Saturday will only be confirmed the week of the requested date when available
  • Drones are not permitted on the premises

CATERING

  • Catering costs are in addition to the Alderlea Rental Rates
  • Alderlea has three (3) Caterers/Event Specialists to service and plan all events and are the only caterers permitted to cater (food/beverage) for events held at Alderlea
  • Outside caterers are not permitted
  • Event food and beverage are not permitted on the outside premises of Alderlea or in the parking lot
  • A 15% Landmark Levy on the cost of food, beverage and catering staff will be added by the caterer to the catering invoice

ADMISSION FEE

  • Admission fees may be charged by the Agreement Holder in order to attend a private event held at Alderlea, with approval by the Director, Facilities Operations and Maintenance or Designate

SELLING OF GOODS/SERVICES

  • The selling of goods and services is not permitted at Alderlea

ENTERTAINMENT/MUSIC

  • Clients are welcome to provide their own DJ/live entertainment. To maintain the integrity of our space, clients/DJ/entertainment services are required to use the Alderlea in-house AV/speaker system and are not permitted to bring in their own speakers
  • The Agreement Holder is responsible for any music licensing costs in connection with this Agreement as collected on behalf of the Society of Composers, Authors and Music Publishers of Canada (SOCAN) and remitted by the City of Brampton to the applicable organization, if any music, live or pre-recorded, is played at any event.
  • During your event, we ask that you keep the music volume moderate due to the City of Brampton Noise By-Law 93-84. City of Brampton staff reserves the right to adjust the volume as necessary
  • Music must end at the conclusion of your event or by 1:00am

RENTALS/DÉCOR

  • Clients are welcome to provide their own rental/décor vendors
  • Decorations may be used in Alderlea and must be adhered to with non-permanent adhesives
  • Decorative structures may be permitted inside Alderlea, with approval, and only if the roof is uncovered and does not pose a fire hazard
  • Only decorative structures that are not required to be staked into the ground may be permitted on the outside premises of Alderlea, with approval
  • Set-up and tear-down of all décor items is the responsibility of the Agreement Holder. It is the responsibility of the Agreement Holder to remove all décor items including personal items before they vacate the premises at the conclusion of the event
  • Rice, glitter, loose petals and confetti are not permitted on the premises
    • An additional $250 clean-up fee will apply if rice, glitter, loose petals or confetti are used

OPEN FLAME

  • Open flame is not permitted inside Alderlea or on the premises at any time. Battery operated candles are an excellent alternative and can be rented through our approved caterers for a nominal fee
  • Fireworks and sparklers are not permitted

SMOKING

  • Smoking is not permitted inside Alderlea. Designated areas for smoking are set-up outside Alderlea (see Smoke Free By-Law 115-99)

ALCOHOL

  • The Agreement Holder shall obtain written approval from the designated Department representative, prior to obtaining a liquor permit, if alcohol will be consumed and/or sold on City property and shall abide by any conditions indicated
  • Alcohol may be consumed inside Alderlea (with an appropriate Special Occasion Permit)
  • Alcohol is not permitted on the outside premises of Alderlea or in the parking lot
  • The Agreement Holder will submit to the City of Brampton proof of permit no less than fourteen (14) days prior to the event. The Agreement Holder shall comply with the Liquor License Act, Municipal Alcohol Policy, and any other applicable laws and municipal policies and/or by-laws dealing with alcohol consumption and/or sale on City property. The Alderlea caterers will assist in obtaining the applicable license/permit for your event

PARKING

  • Alderlea has 23 parking spaces and 4 accessibility spaces. Overflow parking may be made available at City Hall; parking fees may apply
  • Guests are not permitted to leave their vehicle overnight in the Alderlea parking lot. If vehicles are required to be left overnight, they must be moved to Brampton City Hall or West Tower prior to the event start (charges may apply)

SECURITY

  • Security and/or paid-duty Police Officers may be required at certain functions, at the Agreement Holder’s expense, which will be determined by The City of Brampton’s Security Services
  • The City of Brampton has the right to remove and ban any person or persons from the property due to excessive intoxication, physical or verbal abuse towards staff or guests, and vandalism
  • The City of Brampton has the right to monitor for compliance on the occupancy numbers of the facility
  • The City of Brampton is not responsible for any lost, stolen or damaged items either on the premises or in the parking lot