Conventions and Reservations Terms and Conditions
1. ONLINE RESERVATION FORM
The online reservation form is mandatory in order for Conventions and Reservations Services to process the reservation request. Once the online reservation form is received by Conventions and Reservations Services, the Event Coordinator assigned to your file will be responding to your request within approximately 2 business days.
While the University rents its facilities, granting permission to use the facilities does not constitute an endorsement or sponsorship of the Client’s activity.
2. APPLICABLE FEES AND PAYMENT SCHEDULE
2.1 EVENT ESTIMATES
Estimates are drawn up according to the information provided in the online reservation form and discussions held with the Event Coordinator.
2.2 FINAL INVOICE (POST EVENT)
The final invoice may differ from the original estimate when extra services were used or required during the event. The final invoice will be sent to the Client within 2 weeks after the event.
2.3 COORDINATION FEES
When using Conventions and Reservations Services, all external clients and internal clients without an internal budget code (FOAP) must pay coordination fees for their events. This fee is currently set at 15% of the total charges before taxes. Coordination fees are subject to change without notice.
Please note that all fees are also subject to change without notice.
Harmonized sales taxes are added where applicable to estimates and final invoices. Currently, the taxes is set at 13% HST for external clients and a 3.41% HST recovery fee for internal clients with a FOAP (internal budget code). All taxes are subject to change without notice.
3. FEES FOR CLIENT CATEGORIES AND PAYMENT SCHEDULE
3.1 Internal clients with FOAP (internal budget codes): The client will receive internal client rates. The client must provide a FOAP in the online reservation form. If the client fails to submit a FOAP, the reservation request will not be processed or external rates and payment schedule will apply.
3.2 Internal clients without FOAP (internal budget codes), Student Clubs or Associations: Clients not using a FOAP will be charged the internal client rate. Unless special agreements have been established*, the following payment schedule will be applicable:
- Two (2) calendar days following the event confirmation: deposit equivalent to the meeting room(s) rental charge(s)
- Seven (7) calendar days before the event: full payment of the event estimate which will include fees for catering orders, rentals, services and any other relevant charges.
- Thirty (30) calendar days upon receiving the final invoice: any outstanding balances which includes any additional fees and charges resulting from changes that may have been incurred during the event. The final invoice will also include any refunds ( i.e. key deposit, etc.). Outstanding balances not paid within 30 days will be charged a rate of 2% interest per month.
*NOTE: For internal clients with special agreements, pre-event payments are not required. The invoice with all applicable charges and any refunds will be sent after the event with payment due within thirty (30) calendar days. Outstanding balances not paid within 30 days will be charged a rate of 2% interest per month.
3.3 External Clients (including students not belonging to a student club or association): The client will receive external rates and the following payment schedule will be applicable:
- Two (2) calendar days following the event confirmation: deposit equivalent to the meeting room (s)rental charge(s)
- Seven (7) calendar days before the event: full payment of the event estimate which will include fees for catering orders, rentals and services.
- Thirty (30) calendar days upon receiving the final invoice: any outstanding balances which includes any additional fees and charges resulting from changes that may have been incurred during the event. The final invoice will also include any refunds ( i.e. key deposit, etc). Outstanding balances not paid within 30 days will be charged a rate of 2% interest per month.
4. PAYMENT METHOD
We accept payments made by Visa, MasterCard, cash, debit or certified cheque (made payable to University of Ottawa / Conventions and Reservations).
Mail address: Attn: Administrative Agent, 85 University Private, Room 339, Ottawa, ON, K1N 6N5
Please include the contract number and date in the memo line of the cheque or attach a copy of the confirmation with the payment.
5. CANCELLATION POLICIES
5.1 CANCELLATION OF FUNCTION SPACE
No refund is given for cancellations made less than 30 days before the event.
All cancellations must be made in writing; a cancellation fee will be applied.
5.2 CATERING CANCELLATION
The following cancellation policy is applicable for all client categories (internal clients with FOAP, Internal clients without FOAP and External clients).
The client may cancel the event without cause upon written notice (letter or email) to Conventions and Reservations Services prior to the event and upon payment of an amount base on the following scale:
TIMELINE OF RECEPTION OF CANCELLATION NOTICE
MEETING ROOM RENTAL (DEPOSIT)
EQUIPMENT RENTAL AND OTHER SERVICES
COORDINATION FEES*, TAXES
Over thirty (30) calendar days before the event:
Deposit will be reimbursed
Seven (7) or more business days in advance
Deposit will be kept
Six (6) business days to four (4) business days in advance
Deposit will be kept
50% of order not including labour
50% equipment rental and 100% of labour
15% Coordination fees and taxes applicable on amount for penalty
Three business days to 48 hours:
Deposit will be kept
100% of order not including labour
100% equipment rental and 100% of labour
15% Coordination fees and taxes applicable on amount for penalty
48 hours or less:
Deposit will be kept
100% of order and 4 hours of labour for each catering staff ordered
100% equipment rental and 100% of labour
15% Coordination fees and taxes applicable on amount for penalty
Cancellation fees, if any, shall be due and payable 30 days upon reception of invoice. Outstanding balances not paid within 30 days will be charged a rate of 2% interest per month. For internal clients with a FOAP, the cancellation fees will be processed on the FOAP. *Coordination fees are only applicable for external clients or clients without FOAP.
6. SPONSORSHIP OF EXTERNAL CLIENTS
Faculties, school or services wishing to sponsor an external client or event, please choose one of the two following options:
1-A contract signed at internal prices is written in the name of the faculty, school or service, which, on receipt of the invoice, pays the entire amount of the contract with its FOAP (budget code). The faculty, school or service then requests a reimbursement (for all or part of the amount) from the client to refund its budget.
2.-A contract signed at external prices is written in the name of the external client, who pays the total amount of the invoice as set in the contract. The faculty, school or service wishing to help finance an external client or event determines the amount to send by cheque to the external client or organization responsible for the event.
7. BOOKING INFORMATION- GENERAL
Except for room fees and coordination fees, Conventions and Reservation Services complies with the rates, prices, policies and procedures set by departments, faculties, services and external suppliers. All fees are subject to change without notice.
7.2 ROOMS AND SPACES
The client agrees to take the venue space as is and the University is not responsible if layout changes have an impact on legal room capacity. If additional equipment (tables, chairs, podium, etc.) is used in a classroom, in a conference room or in any other area on campus, the equipment must be cleared from the location before the next course or next activity at the client’s expense.
Clients remain fully responsible for multimedia equipment, furniture and accessories in their room for the full reservation period specified in the contract, even if the activity starts later or end sooner than expected. Clients must therefore keep the room and its contents under constant supervision for the full reservation period. Clients must also return the space to its original configuration after the event, failing to do so will result in additional charges on the final invoice.
7.3 ROOM OCCUPANCY LIMITS
7.4 DURATION OF ACTIVITY
The start and end times for the activity are stated in your contract. Clients are required to vacate the room(s) thirty (30) minutes after the event end time.
Under no circumstances can an event extend beyond the hours stated in the contract without the Event Coordinator being consulted in advance. If circumstances permit for the hours to be extended, extra fees may apply on the final invoice.
Note that minimum rates for labour services are applicable outside of regular university hours.
7.5 12th FLOOR DESMARAIS ACCESS:
You will have access to the 12th floor 1 hour prior to the event. A 30 minute grace period following the end time of the event is granted to vacate the premises. An extra fee of $25 an hour, for a minimum of 4 hours, will be added to the contract should the activity exceed the event end time.
All activities related to the event must take place inside reserved spaces. One registration table per room is allowed outside the rooms. Clients are not allowed to use the reception`s desk nor any other unreserved spaces.
7.6 LOCKING AND UNLOCKING DOORS
Some classroom and boardroom doors are locked and unlocked automatically according to reservation listings entered in the Student Information System (SIS), hence the importance of reserving classrooms formally through Conventions and Reservations Services (contacting firstname.lastname@example.org or 613-562-5771). For rooms accessed by key, clients are responsible for locking up and returning keys.
The client agrees to provide a security deposit of $200.00 for any keys to rooms as part of the contract. Upon the return of the room key, the full deposit will be reimbursed. In the event that the key is not returned or lost, Conventions and Reservations will retain the deposit.
8. FOOD AND BEVERAGE
8.1 FOOD AND BEVERAGE POLICIES
- All items are quoted per person unless otherwise stated in the menu.
- Prices include delivery for all events on the main campus and in satellite locations such as Lees Avenue, the Roger-Guindon campus and 1 Nicholas
- Prices in the <Infusion Classic Menu> include the following basic services: delivery, pick-up, all necessary disposable tableware (biodegradable paper plates, napkins and cups and compostable cutlery).
- Prices in the <Infusion Executive Menu > include the following basic services: delivery and pick-up, glassware, cutlery, service utensils and napkins; additional charges may apply for specific linen colours or styles for your function.
- Orders from the <Infusion Executive Menu> may require service staff to be onsite during your event; this includes set-up and teardown; labour charges apply (see the labour charges chart at point 8.4).
- Catering orders for less than $75 are subject to a $15 delivery fee.
- We try to meet last-minute orders within 24 hours, subject to food availability and workload.
- A charge applies to all unreturned dishes, linens and equipment.
- For health and safety reasons, no food can be packaged or taken off-site from any event.
- Clients are solely responsible for removing their items immediately following the conclusion of their event.
- We do our utmost to accommodate dietary substitutions when possible, but we need advance notice.
8.2 FOOD AND BEVERAGE POLICIES- 12th FLOOR DESMARAIS EXTERNAL CATERER
Should you retain the services of an external caterer, the fees for the 12th floor kitchen are $100 and you must rent the kitchen prior to the event. The same rules apply if you provide your own food. If the kitchen is left unclean by the external caterer, the client will be charged a $200 cleaning fee.
8.3 GUARANTEED NUMBERS / DEADLINES
Final menu selections must be confirmed with our office seven (7) days before your event. A guaranteed number of guests including children must be confirmed with your Event Coordinator by 9 a.m. three (3) business days before the function date. Children 4 to 10 years old are half price (1/2 portion), and children 3 years and under are not charged.
Please indicate if we have to include meals for your service providers so we can add these to the guaranteed number. Final floor-plan changes need to be confirmed seven (7) business days before the function. You are billed for the guaranteed number of guests or the actual number of persons served, whichever is greater.
8.4 LABOUR CHARGES
All service labour charges are calculated at a minimum of four (4) hours per employee. Servers, bartenders and chefs are charged at $25 an hour. When staff has to work on recognized statutory holidays, labour charges are double the normal hourly rate. Please refer to our staffing ratio chart below.
Receptions with served canapés and/or wine and cheese
One server per 30 guests
Buffet breakfast, lunch or dinner
One server per 30 guests
Served breakfast, lunch or dinner
One server per 20 guests
One server per 40 guests
Bar service (please see the bar staffing policy below)
One bartender and one attendant per 60 guests
8.5 STATUTORY HOLIDAYS
Additional labour charges apply for events held on a statutory holiday:
- Family Day – Third Monday in February
- Good Friday – Friday before Easter Sunday
- Easter Monday – Monday after Easter Sunday
- Victoria Day – Third Monday in May
- Canada Day – July 1
- Civic Holiday – First Monday in August
- Labour Day – First Monday in September
- Thanksgiving Day – Second Monday in October
Please note that the University of Ottawa is closed during the Holiday Season (late December to early January); please contact your Event Coordinator for specific dates.
8.6 ON-CAMPUS LIQUOR SERVICE POLICY
The Alcohol Gaming Commission of Ontario Liquor License Act prohibits guests, employees and students from providing their own alcoholic beverages on University of Ottawa property and from obtaining a Special Occasions Permit (SOP) for on-campus premises. If illegal alcohol is found, it is confiscated and the event is shut down.
8.7 LIQUOR SERVICE
Alcoholic beverages must be ordered through Conventions and Reservations at the time of reservation. Bar services are offered in compliance with Liquor License Board of Ontario regulations and University policies and procedures.
HOST BAR: You, the client, cover the cost of all beverages served and are invoiced based on consumption. Host bar prices include glassware when the Infusion Executive Menu is chosen and plastic disposable single-use cups when the Infusion Classic Menu is chosen.
CASH BAR: Your guests buy their own beverages. Cash bar prices include all taxes. Glassware is offered when the Infusion Executive Menu is chosen, and plastic disposable single-use cups are used when the Infusion Classic Menu is chosen. Please note that we cannot process payments by debit or credit card at events; we can only accept cash.
WINE SERVICE: You cover the cost of all wine served and are invoiced based on consumption. There is no minimum requirement for sales at wine-service events. Bar prices include glassware when the Infusion Executive Menu is chosen and plastic disposable single-use cups when the Infusion Classic Menu is chosen.
8.8 MINIMUM REQUIRED SALES FOR HOST AND CASH BAR
Bar sales of at least $200 are required (with the exception of wine service). If event sales fall below this amount, the client is invoiced the difference between the actual amount sold and the minimum required.
8.9 BAR STAFFING AND A.G.C.O. (Alcohol and Gaming Commission of Ontario) POLICY
Both host bar and cash bar options are staffed with one bartender and one attendant for every 60 guests. Clients are billed $25 an hour per employee and for a minimum of four hours. This four-hour minimum includes one hour of set-up, one hour of teardown and two hours of service. If your event exceeds two hours of service time, additional hours appear on your final invoice. All bar services end at 1:30 a.m., and guests must leave the premises by 2 a.m. at the latest.
ALL bars must provide some type of light food under the requirements of the Alcohol and Gaming Commission of Ontario.
9. OUTDOOR EVENT PERMIT
If the event is occurring outdoors with an expected attendance of at least 500 persons at any one time, the City of Ottawa requires a special events permit. The client is responsible, at its expense, for completing and submitting a special events application to the City of Ottawa and for obtaining a special events permit from the City of Ottawa prior to the event in accordance with the City’s by-law on special events. The City of Ottawa imposes deadlines for submitting a special event application so for more information on the application process and on obtaining a special events permit, please consult the City of Ottawa website at www.ottawa.ca or contact the City at 3-1-1 or by email at email@example.com.
10. RESOUND MUSIC LISCENSING FEE
Re•Sound has been mandated by the Copyright Board of Canada to collect royalties when published music is played publicly. This includes, but is not limited to, background music played during receptions, weddings, assemblies, exhibits, fairs, festivals and physical activities. This fee is applicable per day/ per space. Re•Sound then compensates artists and record companies for their performing rights. The University of Ottawa, through Conventions and Reservations, is required by law to collect these fees and to make annual payments to Re•Sound for the use of these rights. www.resound.ca
In the event that Conventions and Reservations was not informed before the event that recorded music was to be played, a penalty of $50 will be billed.
11. OTHER SERVICES
Conventions and Reservations uses outside providers for china, cutlery, glassware, table décor, tenting and audio-visual requirements, among other needs. These items entail an additional charge. Table and chair rental costs may also apply if the venue booked does not already have tables and chairs. If items are not returned to the rental supplier after the event or if items go missing, clients are invoiced for these after the fact.
Conventions and Reservations cannot be held responsible for suppliers’ mishaps, errors, delays or failure to provide services during your event. Conventions and Reservations is not responsible for services omitted or errors made by third party suppliers. Conventions and Reservations does everything possible to troubleshoot on clients’ behalf.
Clients agree to pay for cleaning services if, according to the University, such cleaning is needed before and/or after the activity. Regular housekeeping services are not scheduled on weekends and holidays, so cleaning costs in those cases are added to the final invoice. Any damages or missing furniture will be charged to the Client.
Parking arrangements can made through Conventions and Reservations, with fees added to contract accordingly. For information on parking, please consult Parking and Sustainable Transportation.
The University reserves the right to impose additional security if it deems necessary. The final invoice is adjusted accordingly.
All minors must be chaperoned at all times by an adult (19 years or age and older) at a minor/chaperone ratio of 10:1. The University reserves the right to hire Protection Services and/or the Ottawa Police Service to chaperone any minor not accompanied by an adult while on University property. The Client will be responsible for paying all charges associated with this service. Client shall ensure that the minors are properly supervised and that all activities undertaken are safe given the relative age, skill and experience of the minors under their care.
11.6 PROTECTION SERVICES
Protection Services is located at 141 Louis Pasteur. It is open 24 hours a day, seven days a week. Emergency phones are located in many strategic campus areas and connect directly to Protection Services’ office. They can be contacted by dialing:
- Security: 613-562-5499
- Foot patrol: 613-562-7433
- Emergency: 613-562-5411
During their inspections, protection officers visit campus locations in which activities are taking place. They ensure that municipal, provincial and federal laws are observed.
11.7 POSTING AND PUBLICITY
Directional signs are important to the success of conferences. Posters and advertising matters about activities should conform to the University Policies and Guidelines. For information, contact the University’s Communications Directorate (550 Cumberland Street, 613-562-5708 or firstname.lastname@example.org or http://communications.uottawa.ca/home.html)
All signs must be removed at the end of the event or booking.
To advertise on campus, you can post your material on any of the 80 or so bulletin boards across the campus. However, you must get your poster approved by our Community Life Service, located at 85 University. You can reach CLS at 613-562-5800, ext. 4424
11.8 FIRE HAZARDS
Open-flame burners, candles and other such items are prohibited in the University's buildings, as are “smoke-producing” activities, unless these are pre-approved by your Event Coordinator. For BBQ activities on campus, a fire extinguisher is required at each BBQ for the entire the event.
Equipment or decors using an open flame are not permitted in the buildings or on the site during a rental activity. Clients must get approval from Conventions and Reservations to use candles with holders for tables.
12.1 FORCE MAJEURE
If extraordinary circumstances so require (mechanical breakdown, equipment failure, natural disaster, fire, labour disruptions as examples), the University reserves the right to cancel the reservation by any means of communication (oral or written). If this happens, the University refunds the client, but cannot be held responsible for damages or other losses, including indirect, special or consequential damages or loss of profit, caused by the cancellation.
12.2 NATURE OF EVENT
By accepting these terms and conditions, you pledge to use only the premises listed in the contract and strictly for the purposes indicated under Type of activity on page 1 of the confirmation/contract. This contract is given on the condition that you will not use the room for illegal purposes and that you will comply with all applicable statutes, regulations and University of Ottawa policies.
12.3 LIABILITY AND INDEMNIFICATION
The client agrees that the University of Ottawa, its officers, governors, employees and agents are not be responsible for loss of, damage to or destruction of any property, nor for personal injury or death, however caused, arising from this contract.
The client will indemnify and save harmless the University of Ottawa and its governors and employees against all actions, claims, demands, damages, costs and expenses, including reasonable legal fees, for death, injury, loss or damage to persons or property, however caused, in connection with this contract.
The client will not damage the rental venue in any way and will supervise all event participants to ensure they conduct themselves in an orderly manner. The client is liable for the conduct and actions of all participants and must pay the cost of damages arising from this contract.
Included as a separate line item in your invoice is an insurance premium for Commercial General Liability Insurance with a limit of TWO MILLIONS DOLLARS ($2,000,000.) per occurrence for Bodily Injury or Death of one or more persons and Property Damage arising in connection with the Event or Activity. Such insurance extends to cover the event organizers, volunteers, employees, agents and officers and includes the University, its officers, governors, employees, and agents as Additional Insured with respect to Liability arising out of the use or occupation by the Client of the University premises and facilities. Such insurance contains coverage for Premises and Operation, Blanket Contractual Liability, Cross Liability and Tenants Legal Liability.
The Client has the option of obtaining, from a different source, Commercial General Liability insurance with a limit of a minimum of TWO MILLION DOLLARS ($2,000,000) per occurrence for Bodily Injury or Death of one or more persons and Property Damage arising in connection with the Event or Activity. Such insurance is to cover event organizers, volunteers, employees, agents and officers and shall include the University, its officers, governors, employees, and agents as Additional Insured with respect to Liability arising out of the use or occupation by the Client of the University premises and Facilities. Such insurance shall contain coverage for Premises and Operation, Blanket Contractual Liability, Cross Liability and Tenants Legal Liability. Upon providing the University with an acceptable Certificate of Insurance evidencing these requirements, the University sourced Commercial General Liability coverage will be removed for this event and the associated insurance premium waived.
12.5 RIGHT OF THE UNIVERSITY TO TERMINATE
The University reserves the right to limit access or to refuse space at its discretion and to reject future reservation requests from the Client.
Further, the University may withdraw its permission to use its facilities and not refund the Client’s deposit, fees or other payments where:
- an activity or action in the rented facility disrupts campus activities or other campus occupants or, according to the University, presents a nuisance, a threat or a climate of violence; or
- the Client has made false representations or the use of the facilities has been transferred without the University's consent;
- facilities are not used for the purposes set out in the Reservation Request; or
- laws or regulations are violated, or the terms and conditions of use are not met
The University reserves the right to terminate the agreement, without prior notice, of any Client who promotes behavior and views that are likely to encourage discrimination, contempt or hatred, and if the University believes such use is likely to interfere with University operations.
The Client acknowledges that the University cannot guarantee an uninterrupted supply of electricity, water, heat, air conditioning or other types of interruptions, and that the Client will save harmless the University from any claim of damage arising from the interruption. The University will be diligent in restoring an interrupted utility or any other types of interruptions where it is in its power to do so.
Where, in some circumstances, the University is unable to provide access to its facilities (for example; in cases of mechanical breakdown, equipment failure, natural disaster), the University will refund the Client’s reservation deposit. The University is not responsible for damages or other losses, including indirect, special or consequential damages, or loss of profit, caused by the cancellation.
In the circumstances highlighted in the above paragraph, the University does not refund the client; in addition, the University reserves the right to reject future reservation requests from the client in question.
- No animals are permitted on campus, with the exception of Service Animals.
- Smoking is prohibited in the University’s buildings.
- Clients must be aware that the public has access to University property. Conventions and Reservations cannot accept responsibility for the safety of the Client and its members or their property.
- The Client cannot assign or transfer this contract to any other person, corporation, and organization or group unless the University consents in writing to such assignment or transfer.
- The use of the facilities and any materials displayed or distributed must comply with University policies and federal, provincial or municipal laws, bylaws and regulations.
Acceptance of the Terms & Conditions by the Client means that the Client will
use the facilities only for the purpose indicated in the Reservation Contract.