Stamp Heritage circa 1867 Estate

Rules and Regulations




PRICING

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

VENUE FEE

  • Alderlea Rental Rates
  • 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 and on-site parking
    • Chiavari chairs and banquet tables (including set-up and tear down)
    • City of Brampton Representative on-site for the duration of event
    • Consultation meeting with Facility Support Associate
    • Photo shoot permit fees (for social and corporate events)
    • Key access toa safe
    • Easels/Flip chart stand
    • Podium
    • Adjustable lighting system
    • In-house audio-visual equipment (e.g. wireless microphones, projector, screen etc.) 
    • One final details meeting with Facility Support Associate and Facility Technician Lead (maximum 1 week prior to event)

PAYMENTS & CANCELLATIONS

  • In order to reserve your date:
    • Signed and submitted copy of the request for reservation form
    • Signed, initialed and submitted event rules and regulations
  • Payment structure for events booked more than thirty (30) days in advance consists of:
    • Signed rental Agreement and 20% non-refundable deposit within ten (10) business days of Agreement being issued
    • Remaining balance required thirty (30) days prior to the event date
    • $359.88 damage deposit required thirty (30) days prior to the event date
  • Payment structure for events booked less than thirty (30) days before the event date consists of:
    • Signed rental Agreement and balance including $359.88 damage deposit must be paid in full upon booking
  • Bookings may only be made up to one (1) year in advance unless approved by the Director or designated Department Representative

NON-REFUNDABLE DEPOSIT & BALANCE

A 20% non-refundable deposit is required for all bookings. Failure by the Agreement Holder to return this Agreement signed and with the applicable non-refundable deposit within ten (10) days of the Agreement being issued to that person will result in cancellation of the reservation of the Facility. The Agreement balance is required thirty (30) days prior to the use of the Facility or as outlined on the Agreement. Failure to comply with this payment requirement shall result in the cancellation of the use of any unpaid dates or times at the Facility.

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 $359.88 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

DEBT TO THE CITY

Agreement Holders who owe funds to the City will not be considered for any future rental requests until their account has been paid in full.

CANCELLATION BY THE CITY

The City reserves the right to cancel this Agreement without notice or reimbursement should there be a breach of any terms of this Agreement or any conditions or regulations related to the use of the Facility; should the Department be of the opinion that the premises are not being used exclusively for the purpose specified on the Agreement; for emergency purposes; If the use poses a safety risk or may in any way conflict with City By-laws, policies, or the reputation the City. The Agreement Holder agrees that upon such cancellation there will be no claim or right to any damages, or reimbursement on account of any loss, damage, or expense whatsoever. The City also reserves the right to cancel any booking on short notice for purposes including (but not limited to): special events, conflicting bookings; bookings made under a false pretence, mechanical problems; or weather conditions. Under such circumstance, the City will reimburse the Agreement Holder of any associated payments made previously to the City but not those that have been incurred to a third party.

CANCELLATION BY THE AGREEMENT HOLDER

The Agreement Holder must notify the designated Department representative in writing two (2) weeks in advance of the confirmed booking date of any cancellation. Failure to do so will result in forfeiture of the full amount paid to the City. Refunds requested in accordance with this clause will be made up to 80% of the contracted price, at the discretion of the designated Department representative. The Agreement Holder must notify the designated Department representative in writing two (2) weeks in advance of the confirmed booking date to request to reschedule. The City and the Agreement Holder may agree where reasonable to transfer the date of the function up to one (1) year from the original date or, retain the deposit in the name of the client, to be applied for a future new event booking.

NO FUTURE PRIORITY

The issuance of this Agreement does not guarantee the Agreement Holder booking priority for future individual or seasonal rentals or the future us of the facility.

ACCESS TO ALDERLEA PRE-EVENT

  • The Agreement Holder is permitted to have one (1) final details meeting at The Alderlea with the Facility Support Associate and/or Facility Technician Lead maximum one (1) week prior to the event date. Family, friends and/or vendors are permitted at the final details meeting.
  • 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 10:00 am – 1:00 am 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 $419.86/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 $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 shoot fees are only applied for stand-alone photoshoots. All photo shoot fees are included in all event bookings.
  • 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 (including outside).

CATERING

  • Catering costs are in addition to the Alderlea Rental Rates.
  • The Alderlea has two (8) Caterers/Event Specialists to service and plan all events and are the only caterers permitted to cater (food/beverage) for events held at The Alderlea.
  • Outside caterers are not permitted.
  • Food trucks 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. These funds assist to preserve and promote The Alderlea for the benefit and enjoyment of present and future generations.

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 permitted at The Alderlea, with approval by the designated Department Representative.

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’s in-house 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 reserve 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 The Alderlea, however they are not permitted to be secured or fastened on the walls or ceilings.
  • Decorative structures may be permitted inside and on the outside premises of The Alderlea, with approval by the designated Department Representative.
  • Helium balloons are permitted, provided they are tied to balloon weights.
  • Dry-Ice and/or Fog are not permitted.
  • Set-up and tear-down of all décor items is the responsibility of the Agreement Holder.
  • Rice, glitter, loose petals and confetti are not permitted on the premises.
    • An additional $299.90 clean-up fee will apply if rice, glitter, loose petals or confetti are used

LINENS

  • Caterers provide linen for all events with food/beverage.

OPEN FLAME

  • Open flame is not permitted inside The Alderlea or on the premises at any time.
  • Gel sternos, where the flame does not rise above container, are permitted.
  • Ceremonial Flame/Fire Pits are permitted only within a designated spot on the outside premises.
  • Fireworks and sparklers are not permitted on the premises at any time (including outside).

FLOORPLANS

  • For any events with food/beverage, clients will work directly with the caterers to develop floorplans.
  • Major changes to floorplans will be only be accepted more than one (1) week prior to event.
  • Minor changes to floorplans may be accommodated on the day of event.
  • Set up will be prepared according to the most recent floorplan submitted by the caterer.

SMOKING/VAPING

  • Smoking/Vaping is not permitted inside Alderlea. Designated areas for smoking are set-up outside Alderlea (see Smoke Free By-Law 115-99)
  • Products containing Cannabis or Cannabis-derived Compounds are not permitted on the premises at any time (including outside)

ALCOHOL

  • If alcohol will be consumed on City Property, the Agreement Holder must obtain a liquor permit prior to the event and must abide by any conditions indicated. The Alderlea caterers can assist in obtaining the applicable license/permit for your event.
  • The catering staff are the only persons permitted to serve alcohol to you and your guests.
  • Alcohol may be consumed inside The Alderlea (with an appropriate Special Occasion Permit).
  • Alcohol is not permitted on the outside premises of The Alderlea or in the parking lot.
  • The Agreement Holder must 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 any laws, municipal policies and by-laws dealing with alcohol consumption on City Property.

PARKING

  • The Alderlea has 25 parking spaces and 4 accessibility spaces. Overflow parking may be made available at City Hall and West Tower; 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 end of the event (charges may apply).

OUTDOORS

  • No food/beverage can be served outside.
  • The Garden space beside the Pavilion is used for outdoor ceremonies.
  • Tents are permitted, but staking is not permitted; must use weights or water barrels.
  • BBQ and Pig roasts are permitted with a mat to protect the concrete from drippings, ash, etc. A specific location is set for these cooking functions; located on the paved area in front of the caterer entrance. A fire extinguisher must be nearby.

SECURITY

  • The City of Brampton reserves the right to require Security and/or paid-duty Police Officers at any event at the expense of the Agreement Holder, which will be determined by The City of Brampton’s Security Services. The City of Brampton will notify the Agreement Holder if Security and/or Police presence is required, prior to the use of The Alderlea.
  • 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.