Delta Agricultural Hall 110 Mill Creek Drive Delta, Ontario K0E 1G0
FACILITY RENTAL TERMS
For the purpose of this facility, the applicant will be known hence forth as the LESEE.
2. If the Lessee fails to comply with the regulations herein, he/she will assume full
responsibility for any costs incurred. In addition, the Lessee may not be permitted to
obtain further permits from the Delta Agricultural Society.
3. The Delta Agricultural Society or its duly appointed representatives will have the right to
cancel / stop the event if deemed out of control and after a representative or the
Agricultural Society or the OPP has ordered the event to be cancelled or halted, the
Lessee shall immediately comply with the directive.
4. The Lessee will indemnify and save harmless the Delta Agricultural Society and its duly
appointed representatives from and against all claims, demands, loss, costs, damages,
actions and suits or other proceedings by whomever made, sustained, brought, or
prosecuted in any manner, based upon, occasioned by, or attributed to any injury or
damage arising or resulting from any omissions of the Lessee, its servants or agents in
using the said promises.
5. The Agricultural Society will not be responsible for any loss or damage to any articles
including food from theft or malfunctioning equipment or any other cause.
6. No alcoholic beverages can be distributed or sold without a Special Occasions Permit of
which the Agricultural Society will obtain and exercise full control over. All LCBO
regulations must be adhered to by the Lessee and the attendees.
7. The Agricultural Society is not responsible for the cancellation of any event as a result of
an Act of God; however, all attempts will be made to reschedule the event if desired.
8. Payment is required upon submission of the Rental Contract. If the Lessee is paying by
cheque, payment must be cashable within 14 days prior to the event otherwise; payment
must be made with a certified cheque, money order or cash.
9. If the event is cancelled within 14 days of the scheduled activity, 50% of the payment will
be refundable.
10. The keys to the facility will be made available no earlier than two working days prior to
the event. Keys will not be issued until payment is received. The keys must be returned
to the Fair Contact the next working day. The Lessee shall pay an additional fee of $10
in the event the key is lost.
11. The contracted hours of the rental shall include sufficient time before and after functions
to allow for preparation and cleanup. Lessees wishing to set up the day before the event
must make a request to do so to ensure the facility is not booked by another group. The
Lessee must also ensure the building is secured with all doors locked and windows are
closed whenever the building is left unattended.
12. The Lessee of the facility agrees to be responsible for the care and control of all people
in attendance.
13. The Lessee agrees to ensure that the maximum capacity of the hall
(Group Classification A-2) is not exceeded:
a. Standing Space: 605 persons
b.Space with non-fixed seats: 322 persons
c.Space with non-fixed seats with tables: 255 persons
d.Space with non-fixed seats with tables with alcohol served: 220 persons
14. The Lessee must ensure that there is adequate adult supervision for any underage
persons during the entire time that the facility is being used: ratio of one adult for every
15 youth.
15. Smoking is not permitted within the building.
16. The Lessee agrees that there will not be any signs / banners nailed or attached to the
outside of the building in a manner which will cause damage to the siding or door paint.
Similarly, the applicant agrees that signs, banners or decorations will only be affixed to
interior walls through the use of pins (nails, screws or tape are prohibited). Displays are
restricted to a height of 8’.
17. After the event is over, the Lessee must ensure that the facility is cleaned according to
the attached check-list and left in the same condition as it was prior to the rental. The
Lessee shall be held responsible for any damages to the building and its equipment
during the contracted hours of the rental or any additional time during set-up or clean-up
while the Lessee is in possession of the keys to the building. The Lessee shall pay all
costs of damage or theft occurring at any time during the rental period.
I, the undersigned, have read the above and understand the Terms and Conditions of this
contract. I agree to abide by this agreement and take full responsibility for the rental of this
facility as the Lessee. I and the organization I represent will indemnify and save harmless the
Delta Agricultural Society and its representatives and / or agents from all and against all claims,
demands, loss, costs, damages, actions and suits or other proceedings by whomever made,
sustained, brought, or prosecuted in any manner, based upon, occasioned by, or attributed to
any injury or damage arising or resulting from any act or omission or due to circumstances
beyond the control of myself / our organization if applicable, its servants or agents in using the
said premises.
Signature: _______________________________
Date: ______________________
For further information, please contact the Delta Fair Office at the following coordinates:
Telephone: 613-928-2800
Email: deltafair@ripnet.com
Upon completion, the Agreement shall be returned with full payment payable to same to the
following address:
Delta Agricultural Society
Box 220
110 Mill Creek Drive
Delta, Ontario K0E 1G0
FACILITY CHECKLIST / POST FUNCTION
This is your community hall and it is your responsibility to leave it in a condition suitable
for the next rental group. Please review this checklist before returning the keys.
All garbage (including washrooms) must be bagged in clear bags.
All garbage must be picked up from grounds
All food is to be removed from the refrigerator.
Dishes and utensils, if available, are to be washed, dried and put away.
Kitchen and bar counter are to be wiped clean.
Check that all toilets have been flushed and that no water (toilets, urinals or
Decorations or posters are to be removed along with any pins.
Ensure that all exits are closed tight and locked.
Turn off all lights before leaving the building.
Return keys to the Hall Contact by the next working day after the function.
Please notify the Hall Contact of any problems, damage or concerns.
Problems Encountered
______________________________________________________________________
______________________________________________________________________
Equipment Missing / Damaged
______________________________________________________________________
______________________________________________________________________
Signature: ____________________________________ Date: ____________________
FACILITY RENTAL FEE STRUCTURE
1. For all events at which the Agricultural Society operates and profits from the
operation of the bar, a flat rate of $250.00 shall be applicable which shall cover
the Special Occasion Permit, pumping of the holding tank pump and cleaning
charges. This rate is applicable prior to the winter closure.
2. For events at which there is no sale of alcoholic beverages, a flat rate of $150
shall be applicable which shall cover the pumping of the holding tank and
cleaning charges.
3. For events operated by local charitable and non-profit organizations, a special
individual ruling will be made by the Board of Directors.
4. For events sponsored by a member of the Agricultural Society at which alcohol is
not being sold, a flat rate of $100 shall be applicable which shall cover the
pumping of the holding tank and cleaning charges.
5. For events sponsored by a member of the Agricultural Society at which alcohol is
being sold, rate 1 shall be applicable.
6. For all elections, the pre-established rate per pole will be levied.
7. There shall be restricted rentals during available between November 1 st and
May 1st. Each request during this period shall be reviewed by the Board.
Additional charges for heat and snow removal will be applicable.
FACILITY RENTAL CONTRACT
To be Completed by the Applicant and Returned to the Agricultural Society with Payment.
Name of Organization / Applicant: _________________________________________________
Name of Applicant’s Agent: ______________________________________________________
Mailing Address: ______________________________________________________________
Contact Number: _________________________ Cell Number: _________________________
Date / Time of Use: ____________________________________________________________
Purpose of Function: ___________________________________________________________
Estimated Attendance: _________________________________________________________
Date / Time of Set-Up: __________________________________________________________
Date / Time Building Key is required: ______________________________________________
$______________________
$______________________
$______________________
I have read and understand the terms regarding the rental of the facility.
I agree to adhere and abide by said terms. I have included payment with this contract.
Signature of Applicant: _______________________________________Delta Agricultural Hall
110 Mill Creek Drive Delta, Ontario K0E 1G0