Cole Harbour Community Well Rental Agreement

Please fill out the following form to book a room.

Event Information

Agreement Terms

Facility Guidelines

1. Condition of Premises The premises must be returned in the same condition as provided. At the end of the rental period, the Renter will conduct an inspection using the provided checklist. Any damage or issues that may interfere with the normal use of the building must be reported immediately to the management of the Cole Harbour Community Well.

2. Decorations Wall-safe tape (e.g., masking or painter's tape) must be used for decorations. Damage to walls, ceilings, or paint will result in deductions from the damage deposit.

3. Garbage Disposal Renter is responsible for disposing of garbage in the provided bags and placing them at the designated service area.

4. Personal Belongings All personal items and equipment must be removed by the end of the rental period. The Cole Harbour Community Well is not responsible for any items left behind.

5. Facility Usage Hallways, passages, and stairs must remain clear and free of obstructions. Noise or nuisance that disturbs other renters or events is prohibited.

6. Closing Responsibilities For evening events, the Renter must ensure that lights are turned off, doors are locked, and water taps are turned off before leaving.

7. Prohibited Activities Smoking, vaping, and illegal activities are strictly prohibited inside the building. Smoking is permitted at least 15 feet from entrances/exits, with proper disposal of smoking materials in designated containers.

Renter Responsibilities

1. Rental Period All setup and tear-down must be completed within the rented time. Additional charges will apply for occupying the space beyond the rental period.

2. Cleaning and Maintenance Renter agrees to leave the space tidy and in its original condition. Floors should be free of debris, surfaces wiped, and appliances cleaned if used.

3. Damages Any damages to the space, furniture, or equipment will be deducted from the security deposit. Damages exceeding the deposit will be billed to the Renter.

4. Restrictions Sub-letting or transferring the rental to another party is prohibited. Alcohol is permitted only with prior approval, proper permits, and visible postings.

Included Amenities

1. Access to the rented room for the agreed time period.

2. Tables and chairs as pre-arranged for the chosen layout style.

3. Use of basic utilities, including electricity, heating/cooling, and restrooms.

Financial Terms

1. Deposit and Payment A 50% non-refundable deposit is required at booking. The remaining balance, including a 50% of the full amount, refundable damage deposit, must be paid 2 weeks prior to the event. For example, if you rent the space for $200, your non-refundable deposit will be $100. The remaining $100, plus $100 (50% of the $200) refundable damage deposit will need to be paid 2 weeks prior to your rental date.

2. Refund Policy Damage deposits will be refunded if no issues are reported during the post-event inspection.

   
   

Permits and Insurance

1. Renters are responsible for obtaining necessary permits for alcohol and providing a copy to the Cole Harbour Community Well before the event.

Liability

The Renter agrees to indemnify and hold harmless the Cole Harbour Community Well and its representatives from any claims, damages, or liabilities arising from the use of the premises.

Agreement Enforcement

1. Failure to adhere to rules (e.g., early tear-down, leaving a mess, or causing disturbances) may result in additional fees or refusal of future rentals.

2. The Cole Harbour Community Well reserves the right to terminate this agreement immediately if terms are violated.

Checklist for Return of Premises

• Floors are free of major debris.

• Doors and windows are closed.

• No damage to walls or paint (no holes or tape residue).

• Tables and chairs are properly stored.

• Garbage bags are disposed of in designated areas.

• Lights are turned off and heat pumps are returned to 17 degrees Celsius.