THIS Rental Contract made (in duplicate) the day of, Two Thousand, and Fourteen

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1 FANSHAWE PIONEER VILLAGE 2609 Fanshawe Park Road East London, Ontario. N5X 4A1 Ph THIS Rental Contract made (in duplicate) the day of, Two Thousand, and Fourteen BETWEEN THE London and Middlesex Heritage Museum, hereinafter called Fanshawe Pioneer Village, of the First Part and hereinafter called the Renter of the Second Part. WHEREAS the said Renter has contracted use of the premises of Fanshawe Pioneer Village on the following terms and conditions: Facilities Rates Trinity Church $ Lochaber Church $ Victoria Park and Lawson Gazebo $ Miller Barn $ 1, Pioneer Village Café $ Tecumseh Field $ 1, London Brewery Yard $ Trillium Gallery $ 1, Trillium Gallery Not for Profit Rental Rate $ (Monday thru Thursday) Packages Trinity Church/Pioneer Village Café $ 1, Victoria Park/Gazebo/Miller Barn $ 1, Trinity Church/Miller Barn $ 1, Trinity Church/Trillium Gallery $ 1, Victoria Park/Gazebo/Trillium Gallery $ 1, Trinity Church or Victoria Park/Gazebo & Brewery Yard or Tecumseh Field $ 1, Trinity Church or Victoria Park/Gazebo/Café/Miller Barn $ 1, Trinity Church or Victoria Park/Gazebo & Miller Barn & Trillium Gallery $ 2, Rent Fanshawe Pioneer Village $10, *Note: All rates include Taxes Rental Time 1. All rental events held at Fanshawe Pioneer Village may not extend past 1:00 am. This requires that the bar be shut down, music discontinued, all required clean up completed, and guests vacated from the premises by 1:00 am. Please note: Any rental held in Tecumseh Field or the Brewery Yard may not extend past 12:00 am. This requires that the bar be closed and music stopped at 12:00 am and guests must vacate the premises by 12:00 am. 1

2 2. Rental times, which are outlined in this contract, include the amount of time needed to set up for the event and clean up afterwards. If this time is exceeded, a $50/hour fee will be incurred by the renter. Wedding ceremonies will be allotted ninety minutes (90 minutes) for the event, and one (1) hour for photography, unless prearranged with the Manager of Visitor Services. The Gazebo and Trinity Church may be rented for wedding ceremonies only. These spaces may not be used for receptions. 3. Please Note- Fanshawe Pioneer Village is open to the public Tuesday to Sunday and Holiday Mondays from Victoria Day to Thanksgiving from 10:00 am to 4:30 pm. You may not set up or engage in activities during your rental in any way that interferes with the daily operation of Fanshawe Pioneer Village. 4. Rental times for any event also includes two (2) hours for decorating either the evening before the event (after 2:00 pm) or the day of the event (anytime). It also includes one (1) hour for rehearsal time for weddings. If this time is exceeded, the same $50/hour fee will be incurred by the renter. All decorating and rehearsal times must be communicated to the Manager of Visitor Services. Booking and Payment of Rentals 1. A rental is not booked until a signed contract, a damage/cleaning deposit and 50% of the rental fee is received. The remaining balance of the rental fee must be paid 30 days prior to the event. A reminder/invoice will be mailed to renter in advance of this time. 2. If a rental is scheduled within 30 days of its date, the rental fee must be paid in full and the damage/cleaning deposit submitted, to confirm a rental. 3. If a rental is cancelled the damage/cleaning deposit will be returned. However, the 50%deposit is NON- REFUNDABLE. Catering The Steel Grill is the preferred caterer for rental events at Fanshawe Pioneer Village. Please see the Manager of Visitor Services for a selection of menus. The renter may choose any other licensed and insured caterer for their event, however an additional fee of $1 per plate will be charged to the final invoice. Damage/Cleaning Deposit 1. The damage/cleaning deposit will be a separate cheque of $ This cheque will be cashed and Fanshawe Pioneer Village will return the entire amount of the damage deposit to the renter upon completion of the rental event if the terms and conditions of this contract are upheld. The damage deposit will be returned to the renter within 60 days of the event. Please advise Fanshawe Pioneer Village of any changes to your address so this deposit may be returned to you without incident. 2. Any items which the renter brings in must be removed by the renter at the end of the event. This includes decorations, food and beverage items, alcohol. Please do not leave any items as a donation to the Village. If items are left and Fanshawe Pioneer Village staff must dispose of them, a $100 fee will be deducted from the damage/cleaning deposit. Fanshawe Pioneer Village is located within the Conservation Area. It is our mission to minimize the amount of refuse generated by public events. Please use supplied recycling bins. Conditions and Requirements 1. Cleanup Fee: A $50/hr. fee will be charged and deducted from the damage/cleaning deposit if the facility is not left reasonably clean and orderly. This includes the need for special janitorial services. 2. Prohibited Items: Rice, confetti, balloons, candles, open flame torches and fire pits are not permitted at Fanshawe Pioneer Village. If any of the above is used during a rental, a $100 fee will be deducted from the damage/cleaning deposit. 2

3 3. Damage: No items or decorations may be attached to floors, walls or ceilings in any of the buildings interiors or exteriors or any facilities of Fanshawe Pioneer Village. Fanshawe Pioneer Village will use the damage/cleaning deposit to cover any costs of repairs or replacements if a Fanshawe Pioneer Village facility incurs damage during the rental event for any reason. 4. No Smoking: Fanshawe Pioneer Village is a non-smoking facility. Smoking is not permitted in any of the buildings or on any of the grounds of Fanshawe Pioneer Village. It is the responsibility of the renter to communicate this rule to their guests. 5. Vehicles: No modern Vehicles are permitted on site during the hours of 10:00am-4:30pm. If items need to be delivered on site, hand carts are available. After 4:30, vehicles may drive on site for deliveries/pick-ups/drop-offs. Equipment Rental 1. All rentals of equipment or services must be arranged through the Manager of Visitor Services. The Renter will forfeit the damage deposit if coordination of rentals is by others. 2. Any and all required rentals including; tents, tables, chairs, decorative items, linens, tableware or equipment must be coordinated by the Manager of Visitor Services. Fanshawe Pioneer Village will add the cost of rentals to the final invoice due 30 days prior to the function. There is no additional fee for this service. Accessible washrooms are available at the Pioneer Village Café. Additional portable washroom facilities may be arranged by the Manager of Visitor Services for an additional fee. Special Fees 1. A SOCAN fee may apply: This payment is required if live or recorded music is used at your event. Please see the Manager of Visitor Services for more detailed information. If these fees apply, these costs will be added to the final invoice due 30 days prior to the function. 2. If alcohol is to be served or sold, it is the responsibility of the renter to obtain a Special Occasion Permit from the local LCBO. By signing this contract, the Renter agrees to comply with all requirements and regulations of the Special Occasion Permit. Licensed events also require the renter to hire a Smart Serve Certified bartender. If a bartender is required, please ask the Manager of Visitor Services for a list of preferred bartending companies. Access to Fanshawe Pioneer Village Guests of rental events will not be charged admission to Fanshawe Conservation Area or Fanshawe Pioneer Village. When entering Fanshawe Conservation Area at 1424 Clarke Road, please inform the gatehouse attendant that you are holding or attending an event at Fanshawe Pioneer Village. You will not be charged admission. After arriving at Fanshawe Pioneer Village, please inform Fanshawe Pioneer Village Staff that you are attending an event or arriving to take wedding photographs and you will not be charged an entry fee. Please inform your guests of the above to avoid standard entry fees. Indemnification Renter hereby agrees to indemnify and hold Fanshawe Pioneer Village, its respective directors, officers, agents, employees, and volunteers harmless from and against any and all claims, damages, losses, costs, expenses, or liability (including reasonable attorneys fees) suffered or sustained by Fanshawe Pioneer Village by reason of the acts or omissions of Renter, Renter s agents, employees, guests, vendors, or others associated with Renter or Renter s event, arising out of or relating to or connected with Renter s activities at and use of the Facility under this agreement. Renter shall, at its own cost and expense, defend any such claim, suit, action, or proceeding, whether or not groundless, which may be commenced in connection with Renter s activities at and use of the Facility under this Agreement. Insurance The Renter shall, at its sole expense, obtain and properly maintain, a Comprehensive General Liability Insurance Policy from an insurer reasonably acceptable to Fanshawe Pioneer Village, for all aspects of the facility use, in an amount of not 3

4 less than TWO MILLION DOLLARS ($2,000,000). The said policy shall contain, Contractual Liability Insurance, Personal Injury Insurance, Non-owned Automobile Insurance and a Cross Liability Clause. Fanshawe Pioneer Village shall be designated on the policy as an additional insured. The Renter shall, prior to the start of the Facility use, or to the occupancy of the premises for the preparation of the Facility use, whichever occurs first, provide Fanshawe Pioneer Village with a Certificate of Insurance evidencing the above mentioned Insurance Policy. Fanshawe Pioneer Village is not liable for the loss, theft, or damage to property belonging to the undersigned, their guests or invitees. I M P O R T A N T Please read this contract carefully before signing. By signing you agree to follow Fanshawe Pioneer Village s facility rental policies, procedures and regulations as identified in this contract and in Appendix A,B and C, fully and completely and take full responsibility for ensuring all members of your party are aware of the same policies. Failure to do so may result in loss of all or part of your damage/cleaning deposit. Renter Contact Information: Name: Organization: Date: Address: City: PC: Telephone: (day) (eve) (Cell) Rental Information: Date of Rental: Ceremony: (Not to exceed 90 minutes from start time of ceremony indicated on this contract) Start time of ceremony: rental ends at: Reception: Reception begins at: rental ends at: Total hours: Date of Decorating: Decorating Time Required: from to (Not to exceed 2 hours) Date of Rehearsal: Rehearsal Time Required: from to (Not to exceed 1 hour) 4

5 Rental of additional equipment, tableware, linens, furnishings, tents or portable toilets required? Yes No Description Total Rental Fee: I, the undersigned, have read and agree to the facility rental guidelines as set forth in this contract. Signature: Date: Fanshawe Pioneer Village Representative: Date: Fanshawe Pioneer Village Use Only: Damage Deposit received: Date Amount: Rental deposit received: Date Amount Balance due: Total Date Balance received: Date Charges deducted from damage/cleaning deposit: Amount Reason: 5

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