Reservation Procedures and Rental Rates – External Clients
120 Accolade East Building
4700 Keele Street
Toronto ON M3J 1P3
Prospective clients are invited to submit reservation enquiries for Performance Facilities after May 31 for the upcoming operational year. Requests must be made in writing via mail, email or fax. Upon receipt of an enquiry, if the requested venue is available, Performance Facilities will hold the requested date for a period of one week. During this period please follow the steps outlined below to reserve your event.
STEP ONE: Rental Request Form
Fill out the Rental Request Form. The form may be downloaded at: www.yorku.ca/perform/rentals.htm Please complete each area of the form including:
Box Office & Ticketing Services
All ticketed events taking place in Performance Facilities must be ticketed through the Box Office. Box Office service charges will apply. Ticket prices for all events sold through the Box Office will include applicable HST as well as a Facilities Renewal Fund (FRF) fee. For more detailed information or assistance with ticket pricing and sales, contact the Performance Facilities Box Office: firstname.lastname@example.org or phone 416-736-5292.
Front of House Services
Front of House staff attendance is obligatory in all Performance Facilities venues during performances. Front of House staffing requirements are adjusted according to the size of venue, the number of patrons attending and the nature of the event. The FOH staff team includes a House Captain and Event Assistants who provide ushering and coat check services to patrons attending events. Front of House staff are key safety officers and in the event of an emergency will be in charge of evacuation or any other action that may become necessary.
Catering & Food Services
All food and beverage services for events taking place in Performance Facilities must be provided by designated York University caterers or vendors. A list of food and beverage service providers can be found at: http://www.yorku.ca/foods/locations/restaurantscafeterias.html. Event producers and patrons must adhere to York University policies and procedures concerning alcoholic beverages. Alcohol consumption is permitted in licensed areas only. Alcohol is not permitted in performance venues, dressing rooms or backstage areas. More information on York’s policy pertaining to alcoholic beverages can be found at: http://www.yorku.ca/univsec/policies/document.php?document=63.
Technical Services Requirements
Please list all pertinent technical information including any technical riders, stage plots, schedules, equipment needs, lighting, audio and staging requirements needed for your event. For complex arrangements, it is advisable to discuss the details of the event in advance with Victor Wolters, Technical Services Coordinator at: email@example.com or phone: 416-736-5254.
Note: The Performance Facilities unit manages multiple venues. There may be more than one event taking place at any given time. As such, there are areas which are considered for common use. These shared areas include the backstage hallways, loading docks, catering room, CIBC Lobby and the Box Office. All planned rehearsals in a venue must be included in the Rental Request Form. It is understood that performers on stage and production crew will be in the Venue during rehearsal periods. An open rehearsal for invited guests, parents or other performers waiting for their time to go on stage constitutes as a performance and full front of House staffing and applicable charges will apply.
STEP TWO: Insurance
York University’s liability insurance does not protect External Clients. External Clients must maintain the following policies of insurance during the term of the rental contract:
Comprehensive General Liability Insurance: The client must provide proof of comprehensive general liability insurance in his/her name sixty (60) days in advance of their event. Liability insurance shall deem York University harmless from any claims for damages that may arise from the client’s use of the facilities. Proof of liability insurance coverage for a minimum amount of $5,000,000 is required, with an endorsement naming York University, its Board of Governors, trustees, officers and employees as Additionally Insured. The insurance policy shall contain a cross-liability clause protecting York University against claims by the client as if York University were separately insured, and protecting the client against claims by York University as if the client were separately insured. Where there is ongoing continuous use, the insurance shall contain a clause that it will not be cancelled or changed without York University first having received written notice of such cancellation or change a minimum of 30 days in advance.
Property Insurance: If the client brings his/her own equipment onto York University premises, the client must have All Risks Property insurance for full replacement cost of the equipment.
Other Insurance: Depending on the nature of the event, other types or increased amounts of insurance may be requested and may be elected by the client and/or required by the University. Full details regarding insurance requirements are outlined in the License Agreement.
STEP THREE: Submit the Rental Request Form
Submit the completed Rental Request form to:
120 Accolade East Building
4700 Keele St.
Toronto, Ont. M3J 1P3
Email: firstname.lastname@example.org or
Cost Estimate & Reservation Confirmation
Upon receipt of the documents indicated above, Performance Facilities will prepare the rental package, including a statement of estimated costs and a formal contract. The booking is confirmed only when the contract has been signed by both Performance Facilities and the client, and a deposit of 50% of the total estimated costs (less taxes) has been received by Performance Facilities. The payment of the balance of the estimated costs must be made in full – five business days before the event. Ticket sales or promotion of an event cannot begin before the booking is confirmed with the signed contract and the deposit received. Revenue generated at the box office prior to the event will be held in trust for the ticket buyers and cannot be used to cover estimated rental costs.
Post Event Settlement
Performance Facilities will email a credit/invoice notification detailing payment(s) received, labour charges, other expenses and ticket revenue, normally within 30 days following the event. A cheque for any revenue owed to the client will follow in the mail. If the statement indicates an amount owing to Performance Facilities, this amount is due within 30 days of the date of the emailed statement. Payment may be made by Visa, MasterCard, American Express, certified cheque or money order payable to “York University”. Interest on overdue payments is charged at the rate of 1.5% per month (18% per annum), accruing 30 days from the date of the emailed statement. Clients with an overdue account will not be permitted to reserve or rent any Performance Facilities venues until the outstanding balance is paid. In the event of a disagreement about charges, the client must notify Performance Facilities in writing (email or fax) within 14 days of the date of the emailed statement/invoice.
Cancellation of a reservation must be made in writing (e-mail or fax accepted). If a reservation is cancelled more than six weeks before the scheduled event date, the client forfeits his/her deposit payment of 50% of the estimated total charges / minimum of $300 (whichever is higher). In addition, the client is responsible for paying any expenses incurred by Performance Facilities in preparation of the venue(s).
In the case of cancellation between six and three weeks before the booked event, in addition to the costs outlined above, the client will pay a box office fee in the amount of $2.25 per ticket to cover costs incurred in refunding tickets.
If a booking is cancelled less than three weeks before the scheduled event, in addition to the costs outlined above, the client will be charged the remaining 50% balance of the estimated total costs.
In the event of extreme weather or other emergencies which render the campus grounds unsafe, the University reserves the right to suspend its operations and cancel all events. This may or will impact events that take place in the various Performance Facilities.
Rental Rates for External Clients
|Venues||Seating Capacity||Base Time||Base Cost||After Base||Minimum Number of Tech Staff|
|Sandra Faire and Ivan Fecan Theatre||360||8 hours||$1500.00||$185/hour||4|
|Tribute Communities Recital Hall||327||8 hours||$1500.00||$185/hour||3|
|Joseph G. Green Studio Theatre||200||8 hours||$700.00||$90/hour||2|
|McLean Performance Studio||90||8 hours||$400.00||$50/hour||1|
|Price Family Cinema||500||4 hours||$750.00||$190/hour||1|
|CIBC Lobby||500 standing
|Studio space||Varies||8 hours||$175.00||$22/hour||1|
|Staffing||Per hour||After 7 hours||Stat. Holiday **|
|Lead Technician||$50.00||X 1.5||X 2.5|
|Technician||$45.00||X 1.5||X 2.5|
|House Captain||$27.00||X 1.5||X 2.5|
|Event Assistant||$19.00||X 1.5||X 2.5|
** Statutory Holidays and Long Weekends: Long weekends are defined as three days which include a Saturday and Sunday plus a statutory Friday or Monday holiday. Rental of a facility on a statutory holiday or long weekend will entail the applicable overtime charges for labour.