Hamlet of Cambridge Bay Luke Novoligak Community Hall Rental Form

User Group Policies

1.All organizations must submit their application form at least ten (10) working days prior to their function. Bookings are based upon first come-first served basis; payments confirm bookings.

2.All events must end by 2 am unless otherwise agreed upon by Hamlet Council. Last Call must be made ½ hour prior to closing.

3.An incidents report for all functions must be completed and returned to the Hamlet Office the next working day following the event if the function took place on Hamlet property.

4.Any organizations that contravene this policy will be brought to the Recreation Coordinator’s attention and will not be allowed to hold their next function until approved by the SAO.

5.If any cleaning after the event has to be done by the Hamlet of Cambridge Bay, the damage deposit of $200 will not be refunded.

6.Any damage to property during a specific event will be the responsibility of the renter.

7.It is the renter’s responsibility to obtain from the Recreation Coordinator a list of all persons banned from Hamlet property and to ensure those persons if any, are not present at any function unless approved by Hamlet Council.

8.Management of Council reserves the right to waive all or part of a specific rate for any event. In- kind donations may be granted by Hamlet Council in return for volunteer service to be provided within a period of time determined by Council. In the event that the volunteer service is not complete with the period of time set by Council, the in-kind recipient will receive an invoice for the rental billed at the full rental rates according to this policy.

9.The person or organization wishing to use audio equipment must have an operator approved by the Recreation Coordinator.

I have read and I understand the above user group policies that have been outlined by the Hamlet of Cambridge Bay Council.

Signature: __________________________________________________________________________

Date: ______________________________________________________________________________

Contact Information

Organization/Business Name: _________________________ Contact Person: __________________________

Contact phone number: _________________________ Contact Email: ______________________________

Date(s) of event: ____________________________________________________________________________

Time(s): (If different each day include separate sheet stating times if necessary and include set up and clean up times as well): ______________________________________________________________________________

___________________________________________________________________________

If it’s for a Bingo or Resale Dance please state Licence Number: _____________________________________

Total number of hours (including set up and take down if applicable):__________________________________

PO BOX 16Cambridge Bay, NUX0B 0C0PH: 867 983 4650Fax: 867 983 2193

If you require an invoice and you want us to bill you later, please fill out the following information and we will send it to your finance department using the information below.

(Government/Organizations/Businesses only)

Please note the $200 damage deposit will need to be paid prior to gaining access to the hall:

Department: ______________________________________________________________

Billing address: ____________________________________________________________

Equipment Needed Please indicate all that apply: Number of Tables: Stage Number of Chairs :

Sound Equipment including microphones Projector Kitchen (including appliances)

Would you like us to set up for you? _____________________________

Would you like us to clean up and/or put tables and chairs away for you? _________________________

Fees

Meetings for all businesses, Government, Inuit Organizations, & all other non-local organizations

$105 an hour$750 a day

Resale Dance, Bingo’s and/or Lotteries $750

Meetings for local charities, sports groups, youth events (fund raising)

$40 an hour$300 a day

Stereo Rental (for music and/or projector)Stereo Rental for use of Microphone only

Stereo Rental (for music and/or projector & microphone)

$75$50

$125

Bingo Machine $50

Cleaning Fee (garbage, mopping, sweeping bathrooms)Set up Fee (tables, chairs)

Damage Deposit (required upfront for all events)

$200$100$200

*Prices do not include GST

Payment The acceptable methods of payment are cash, cheque, debit, VISA, and purchase orders/invoices. All payments must be made to the Hamlet of Cambridge Bay secretary or the recreation coordinator in order to finalize your booking of the community hall. We require full payment prior to any organization using the community hall. Please note if you are paying with a purchase order and we are invoicing you the $200 damage deposit needs to be paid up front.

Credit Card Number: ____________________________________________________________

If applicable please email credit card expiration date to fmuise@cambridgebay.ca for security purposes.

Signature authorizing purchase (if applicable): _________________________________________________

Rental Cost:

Equipment rental fee (sound equipment, bingo machine, projector) (if applicable)

Set up fee (if applicable)

Clean up fee (if applicable)

Damage deposit:(This will be refunded upon final inspection or subtracted from your final bill if paying by Purchase order/invoice when a refund has been approved)

$200.00

Subtotal:

Tax (5%):

Grand Total: