̫ӳ


Events and Reservations Office
reservations@ustpaul.ca
Telephone: 613-236-1393
1-800-637-6859
Ext. 2311
Request a reservation
Quick Links

Booking Policies

TERMS AND CONDITIONS

  1. The Lessee will abide by all municipal, provincial and federal laws governing taxes, permits, the consumption of alcohol and all other laws which might apply to the use of the facilities and equipment, including copyright and intellectual property laws of all material used in relation to the event.
  2. Upon signature of this application, the Lessee will pay a non-refundable deposit which at the discretion of the University may amount to a portion of or the total amount of the basic charges (see confirmation sheet).
  3. The Lessee will return the premises to the general conditions of cleanliness and repair in which they were found. Specifically, it is expected that all refuse will be placed in garbage bags or receptacles, that countertops and sinks will be left clean, and that tables, chairs and other furniture and equipment will be repositioned as found or as otherwise directed by the University.
    1. Where additional cleaning of the premises is deemed to be necessary by the University, the Lessee will pay to the University a cleanup charge.
  4. Prior to the commencement of the function, the Lessee will check the premises for any damage and report any damage to the Food and Conference Services coordinator, verbally or in writing.
    1. The Lessee will be responsible for any damage incurred to the premises or University property as a result of any act or omission of the Lessee or the group named herein or their members, officers, employees, agents or contractors or any person who attends the function, and in the event of such damage, will pay the University a damage charge in such amount as is determined by the University.
  5. The Lessee will ensure adequate adult supervision during the occupancy period of the premises. The Lessee shall take the necessary steps to prevent the entry of unauthorized persons.
  6. The Lessee will provide and pay for any supplementary security judged necessary by the University.
  7. When leaving the premises, the Lessee will leave the facilities and shall remove all furniture and equipment brought onto the premises for use at said event, unless otherwise agreed upon in advance with the Lessee’s Food and Conference Services representative.
  8. The University shall not be liable for damage to or loss of any property brought into the premises in conjunction with the function by the Lessee or the group named herein or their members, officers, employees, agents, or contractors or any person who attends the function.

FORCE MAJEURE

  1. If ̫ӳ is delayed or prevented from performing any act or service required of it hereunder, and such delay or prevention is caused by disruption due to construction activities, strikes, labour disputes, including boycotts, acts of God, government restrictions, judicial orders, fire or other casualties, civil commotion, or any other cause beyond its reasonable control, the Lessee agrees and accepts that it will save harmless ̫ӳ from any liability, financial or otherwise.

PARKING

  1. SPU’s “pay and display” policy is in effect at all times. Parked vehicles not displaying a valid paid parking receipt may be ticketed or towed at the owner’s expense.

EQUIPTMENT

  1. The Lessee takes full responsibility for the qualified use, care and protection of the University’s equipment. Any damage resulting from use other than normal wear and tear will be the responsibility of the Lessee and will incur repair or replacement costs.

SECURITY

  1. The Lessee is responsible for familiarizing him/herself with the emergency exits of the rooms reserved. Emergency exits can be found through University signage or by requesting a map. In case of an evacuation, the Lessee is responsible for helping to direct participants to the nearest safe exits. The Lessee is responsible for complying with all instructions issued by emergency personnel and, when requested, for relaying those instructions to event participants.

EVENT SIGNAGE

  1. All event signage is the Lessee’s responsibility and, if applicable, must be put up on the day of the event.
      1. Please note that only painter’s tape is to be used as adhesive in the room.
      2. No signage is to be put on windows or walls. Please contact your Food and Conference Services representative to learn about the permitted areas.
      3. The Lessee is responsible for removing all event signage before leaving the SPU campus.

EVENT PUBLICITY

  1. ̫ӳ’s name or logo cannot be used for any promotional purpose, including on the Lessee’s website and social media accounts. The University’s address can be used on promotional materials to indicate the event location.

Termination of Agreement

  1. ̫ӳ reserves the right to cancel or refuse to host any event.

Catering Services

  1. The Lessee will abide by the policy that all catering services must be ordered through the University’s Food and Conference Services. No external food or beverage is permitted on the ̫ӳ campus.

Order Details | Final Confirmation
Please let your event coordinator know whether you will need catering when you make your reservation. Seven days before your event, a final confirmation of your menu and guest count is needed. If you provide information beyond this mandatory deadline, we may not be able to meet your event demands.

The kitchen reserves the right not to accept orders that are submitted after this time.
Orders submitted outside this timeframe will be at the kitchen's discretion to accept.

Cancellation Charges
Orders cancelled within 48 hours of your event date, will be subject to full charges. Orders cancelled between 2-7 days prior to the event date will be subject to a 50% charge for all items.

Catering Drops | Staffing
All catering items are dropped in your reserved event spaces based on your confirmed order. Staff can be hired to oversee the success of your event should you your event require extra care. All events where alcohol is served require Smart Serve certified staff present. A minimum of 4 hours per staff will be billed. Hourly rates vary.

Dietary Restrictions
Dietary restrictions must be provided to your event coordinator at the time of your final confirmation (7 days prior). Additional charges may apply if specific foods must be outsourced to accommodate.

Order Minimums
A minimum order of $80 per catering drop is required during our operating hours of Monday to Friday between the hours of 8 am to 4 pm. Any catering drops requested outside our operating hours, including evenings and weekends, will be subject to a minimum order of $150.00.

Leftover Food Policy
It is not permitted to package hot food or food items that have been out for too long off-site. If clients wish to package food, only items deemed safe by our kitchen staff will be allowed. Charges for takeout containers will apply.

 

COORDINATION FEES

A coordination fee of 15% will be applied to all services rendered. This fee is essential to cover the costs associated with organizing and managing various aspects of the projects we undertake . HST will be added to this fee.