Rental Agreement
Terms and Conditions
A part of RAC’s mission is to serve the neighbourhood where it is located. One of the ways this occurs is through the rental of its facilities when not otherwise engaged directly in carrying out RAC’s services, ministries, programs or purposes. When renting, RAC gives priority to charities, groups or persons whose activities most closely align with its charitable purposes, mission and vision. Other groups or persons desiring to rent facilities do so at the sole discretion of RAC. Because RAC is a Christian church, it reserves the right to enter into agreements where the activities being undertaken are not in any way contrary to the tenets and practices of the Christian faith as expressed in RAC’s statement of faith and that of The Alliance. Such determinations will be made by an authorized staff member.
Proposed Use and Conduct of Renter: The property and building at 2459 Islington Avenue (the facility) is a place of worship owned and operated by Rexdale Alliance Church (RAC) for its purposes stated above. Any use of the facility must be consistent with tenets of faith, mission, vision and core values of RAC. The determination of whether any activity, conduct, exhibit, portrayal or performance is deemed consistent and satisfactorily meets this condition rests solely in the discretion of RAC. The facility may not be used for any unsafe or illegal activity and if engaged in contrary to this policy, is cause for immediate revocation of the Rental Agreement. The Renter will not do or permit to be done any act that will or may be a nuisance, annoyance, or damage to the facility, RAC’s members, or other persons lawfully using the facility. RAC may, at its discretion, evict a function for violating this policy.
Hours of Use: The RAC facility will only be made available within the approved time as indicated on the rental agreement. The facility must be vacated at the end of the approved time. Failure to end on time will result in extra charges—the hourly rental fee will apply for each 15 minutes over the approved time. Access to the building will be provided no more than 15 minutes prior setup time as per the agreement. It is the responsibility of the Renter to see that all persons admitted to the function being held have promptly vacated the premises and grounds on the time specified as per the agreement.
Designated Areas: Only those areas authorized n the rental agreement may be used. Use of areas beyond those identified in the rental agreement will result in additional rental fees at the per hour rate for the space used or a $200 charge whichever is higher.
Exits and Entrances: Exits and entrances must not be obstructed at any time. Parking of vehicles in fire lanes is prohibited. Persons who do so risk having their vehicle ticketed and/or towed away at their own expense.
Emergency Evacuation: Exits are clearly marked. It is recommended that the renter familiarize themselves with the closest emergency exits and evacuation routes. In case of emergency, it is the renter’s responsibility to ensure their guests are safely evacuated.
Clean-up: The Renter is responsible for removing all decorations, cleaning off all tables and chairs, putting all garbage and recycling in designated bins or containers and leaving the rented space in a tidy condition. If the facility requires cleaning time beyond what is in the rental agreement, any additional hours will be billed to the Renter.
Supervision: The Renter must designate a Supervisor who is at least 21 years old to be on site during the entire activity who will be in charge at all times overseeing all activities, participants and invitees and will ensure compliance with these terms and conditions and adherence to the rental agreement. The Supervisor must immediately report to RAC any damage resulting from or found during the rental. In an emergency, such as fire, the Supervisor will be responsible for directing the evacuation of the facility. RAC reserves the right to decide when and if security or church personnel is required for a rental. Such security or church personnel, if required, will be charged to the Renter.
Personal Injury: The Renter agrees to accept all responsibility for personal injury or damage.
Moving Furniture and Fixtures: No furniture, fixtures or equipment are to be removed from the facility. Furniture and equipment may not be taken outdoors unless prior approval from RAC is obtained. If time is required beyond what is in the Rental Agreement for replacing equipment or moving furniture, any additional hours will be billed to the Renter.
Damage, Breakage or Missing: The Renter will be responsible for all damages caused to RAC during the activity. The Renter will be expected to assume responsibility for reasonable care of any RAC property used during the rental or located in the facility. Repair or replacement of damaged or missing equipment, furniture or fixtures (including linen and kitchenware), will be paid for by the Renter unless covered by the Renter’s insurance.
Audio and Video Resources: Church equipment in the Sanctuary must be operated by church technicians approved and trained by the Technical Director. Church equipment (i.e. TV, projectors, screens and/or sound equipment is subject to availability. Approved use of equipment will be noted in the rental agreement.
Insurance: The Renter is required to show proof of insurance with a minimum general liability coverage of $2,000,000 (2 million) with RAC shown as an Additional Named Insured and include full participant coverage prior to the event. Event Insurance can be purchased through RAC’s partner insurance agent, DUUO.
Fundraising: Fundraising activities at the facility require prior approval. Games of chance, lotteries, bingo games and all other forms of gambling are not permitted.
Vending and Concessions: The Renter shall not sponsor a vending or concessions operation that competes with RAC’s vending or concession operations.
Property Belonging to Renter: The Renter will remove all of their equipment or belongings which they have brought to the facility. Such removal must be made by the end of the rental period. RAC shall not be responsible for lost, stolen or damaged property belonging to the Renter, its participants or invitees, before, during or after the rental. RAC does not accept responsibility for equipment or items left on RAC’s property without prior permission.
Signs and Decorations: Decorations and posters can only be fastened to walls or other surfaces using painters tape (masking tape) or blue removable sticky tack. Tacks, nails or any means that puncture the walls, floors, or ceiling are strictly prohibited. Any damage to walls or other surfaces arising from improperly fastened decorations will incur additional charges. Confetti, rice, flower petals or similar particulates are not permitted. Helium balloons are not permitted unless they are securely anchored. Use of any decorations that requires additional cleaning by custodial staff will be charged to the Renter. Decorations are to be removed the same day and the rooms restored to the pre-rented condition in which they were found. All tape and sticky tack must be removed from walls or other surfaces.
Candles: The use of combustible candles is only permitted for the momentary lighting of birthday candles.
Smoking and Cannabis: Smoking is NOT PERMITTED on RAC property at any time. Use of Cannabis in any form is also prohibited. Any violation will result in the immediate cancellation of the Rental Agreement and eviction from the premises.
Pets: Pets are not permitted to be brought into the building. Clearly marked service animals are allowed.
Food or Drink: The consumption of food or drinks must be communicated ahead of time and approved in the agreement. If the use of the kitchen is required, an additional rider will be attached to the agreement. Any damage or costs incurred due to food or beverage consumption will be the responsibility of the Renter.
Alcohol: The use or serving of alcoholic beverages is prohibited on RAC property.
Maximum Capacity: It is the responsibility of the Renter not to exceed any posted maximum capacity limits for rooms being used.
Parking: Parking on RAC property is only allowed in marked spaces. The Renter is solely responsible and liable for all vehicles and the contents inside vehicles that enter or park on RAC property to attend the Renter’s event/activity. RAC does not guarantee the availability of parking spaces. Overnight parking is strictly prohibited. Any vehicle not parked in a designated space is subject to ticketing and towing at the owner’s expense.
Payment of Booking Deposit and Rental Fees: The Renter shall pay a deposit to secure the rental agreement at the time of booking equal to 25% of the quoted fee or $50.00 whichever is greater. Full payment of the fee is due three (3) weeks before the date of the rental. Payment can be made by cash, cheque or e-transfer to give@rexdalealliance.ca. N.S.F. items will be charged back to the Renter with a $40 administration fee. Rental fees are not donations and not eligible for a charitable donation receipt. RAC reserves the right to modify the payment terms based on the terms of the rental agreement.
Cancellation by Church: RAC reserves the right to cancel a rental agreement due to any circumstance where the safe use of the building is deemed not possible including but not limited to unsafe weather conditions or repairs required to HVAC, plumbing, electrical or other building systems. In the event of any cancellation, RAC will endeavour to inform the Renter as soon as possible and provide alternatives for rescheduling the rental. A full refund will be provided when RAC cancels the rental. Furthermore, RAC will not be held responsible for any failure to provide access to the facility due to circumstances beyond RAC’s control.
Cancellation by Renter: All notice of cancellations must be in writing and submitted to RAC. Once a booking is confirmed and a deposit received, the cancellation fee is a minimum of $50.00. Notice of cancellation with less than 14 days before the rental results in the loss of the deposit; with less than 7 days, the cancellation fee is 50% of the quoted fee; with less than 48 hours notice, there is no refund. Penalties under this policy may be waived at the sole discretion of RAC.
Transfer and Assignment: This rental agreement is not transferable or assignable by the Renter.
Applicable Laws: The Renter will not conduct or permit any activity in the facility which is illegal.
Disclosure: It is understood and agreed that the Renter named in this rental agreement is the real party in interest and the Renter is not acting for or on behalf of an undisclosed principal and should it hereafter appear that the Renter is not a real part in interest, that fact shall be grounds for permitting RAC to immediately cancel the rental agreement and any remaining portion of the time thereof without liability on the part of RAC. The rental fee will be forfeited.