This Venue Rental & Booking Agreement and Policy (the “Agreement”) applies to short-term rentals and bookings of the Turkish Canadian Cultural Centre (the “Centre”), operated by the Federation of Canadian Turkish Associations (“FCTA”).

By completing an online booking and payment, the renter confirms that they have read, understood and agreed to this Agreement. A booking is confirmed only after the required payment and any documentation required by FCTA have been received and accepted.

1. RENTAL RATE, PAYMENT AND CONFIRMATION
 

The standard rental rate is CAD $75 per hour.

The rental rate helps cover operating costs including electricity, water, heating and internet.

Full payment is required in advance unless FCTA approves another arrangement in writing.

The renter must review the booking details, including date, time, duration, price and applicable charges, before submitting payment.

Rates may change from time to time. A rate change will not affect a booking already confirmed by FCTA.

2. BOOKING PERIOD, SETUP, CLEANUP AND ACCESS
 

The renter must reserve sufficient time for setup, the event or activity, and cleanup. All activities must be completed within the confirmed booking period.

FCTA may maintain a 60-minute operational buffer between bookings. This buffer is not additional rental time.

Access to the Centre is limited to the confirmed booking period and is subject to access instructions provided by FCTA.

The booking may not be transferred, assigned, resold or used by another individual or organization without prior approval from FCTA.

3. OVERTIME
 

The renter and all guests, vendors and contractors must leave the Centre by the end of the confirmed booking period.

A grace period of up to 15 minutes may be allowed for departure and final cleanup.

Use of the Centre beyond the 15-minute grace period may result in an additional charge of CAD $75 for each additional hour or portion of an hour.

The grace period does not constitute additional booked event time and must not be used to extend the event.

4. TABLES, CHAIRS AND EQUIPMENT
 

Existing tables and chairs may be used subject to availability and must be returned to their original location and condition after the event.

No Centre furniture, equipment, fixtures or property may be removed from the premises without prior permission from FCTA.

The renter is responsible for loss of or damage to Centre property caused by the renter, guests, participants, vendors or contractors.

Normal wear and tear resulting from reasonable use will not be charged to the renter.

5. CLEANING, GARBAGE AND DAMAGE
 

The Centre must be left clean, tidy and substantially in the same condition in which it was provided.

All personal property, decorations, food, supplies and event materials must be removed at the end of the booking.

Garbage and recycling must be placed in designated containers or disposal areas.

Where additional cleaning is reasonably required following an event, FCTA may charge an additional cleaning fee of up to CAD $100.

The renter is responsible for the reasonable cost of repairing or replacing Centre property damaged by the renter, guests, participants, vendors or contractors.

FCTA may provide documentation of significant repair, replacement or extraordinary cleaning costs where applicable.

6. CAPACITY AND EVENT SETUP
 

FCTA’s maximum booking capacity for the Centre is 60 persons.

The permitted number of guests may be reduced depending on the seating arrangement, tables, equipment, event setup, accessibility requirements or other safety considerations.

The renter must provide an accurate estimated number of guests during the booking process and must not exceed the capacity approved for the event.

The 60-person booking limit is an operational limit established by FCTA and does not represent a statement or certification of the building’s legally approved occupant load.

7. PERMITTED USE
 

The Centre may only be used for the purpose identified in the booking.

The renter must provide accurate information regarding the nature of the event.

The renter must not conduct unlawful, unsafe or unauthorized activities on the premises.

FCTA reserves the right to refuse, suspend or terminate use of the Centre where an activity creates a safety risk, violates applicable law, materially disrupts the facility or surrounding properties, or differs substantially from the activity disclosed during booking.

8. FIRE AND LIFE SAFETY
 

The renter must comply with all applicable fire and life-safety requirements.

Exits, corridors, doorways, fire extinguishers and other emergency equipment must remain unobstructed and accessible at all times.

Tables, chairs, decorations and equipment must not obstruct required exits or evacuation routes.

Open flames, candles or other fire hazards are prohibited unless expressly authorized by FCTA and permitted by applicable law.

9. ALCOHOL, SMART SERVE AND PERMITS
 

The renter must disclose during the booking process whether alcohol will be served or consumed at the event.

Where required by law, the renter is responsible for obtaining a valid Special Occasion Permit (“SOP”) and any other required authorization before the event.

Where applicable, alcohol must be served by appropriately Smart Serve-certified individuals.

FCTA may require the renter to upload or otherwise provide copies of applicable Smart Serve certificates, Special Occasion Permits and other alcohol-related documentation before the event.

Alcohol may not be served or consumed at the Centre until all applicable legal requirements and FCTA requirements have been satisfied.

The renter is responsible for ensuring compliance with applicable alcohol laws and permit conditions throughout the event.

10. MUSIC AND NOISE
 

The renter must disclose during the booking process whether amplified music, a DJ, live music or a sound system will be used.

Events must comply with applicable City of Toronto noise requirements and other applicable laws.

FCTA may require music or amplified sound to be reduced or discontinued where reasonably necessary to comply with legal, building, safety or operational requirements.

11. SMOKING, VAPING AND CANNABIS
 

Smoking and vaping are prohibited inside the Centre.

Smoking, vaping or consuming cannabis by means of smoking or vaping inside the Centre is prohibited.

Renters and guests must comply with applicable Ontario and City of Toronto requirements.

12. FOOD AND CATERING
 

Food may be brought into or served at the Centre where permitted and appropriate for the event.

The renter and any caterer or food service provider are responsible for complying with applicable food-safety, public-health, licensing and other legal requirements.

Commercial food preparation, cooking operations or use of specialized cooking equipment are not permitted unless expressly approved by FCTA and permitted under applicable building, zoning and other legal requirements.

FCTA may restrict particular cooking or food-preparation activities where necessary for safety or compliance purposes.

13. CHILDREN AND SUPERVISION
 

Where children or minors attend an event, the renter is responsible for ensuring appropriate adult supervision at all times.

FCTA does not provide childcare or supervision as part of the venue rental.

14. ACCESSIBILITY
 

Accessible routes, entrances and exits must not be obstructed.

Renters should advise FCTA in advance of any specific accessibility-related requirements so that available arrangements can be discussed.

15. EVENT LIABILITY INSURANCE
 

FCTA may require Event Liability Insurance or Commercial General Liability (“CGL”) insurance depending on the nature, size or risk profile of an event.

Insurance may be required particularly for events involving alcohol, large attendance, parties or dancing, live music or DJs, outside vendors or contractors, or other activities that FCTA reasonably considers to present an increased risk.

Where insurance is required, FCTA will advise the renter of the applicable requirements.

FCTA may require proof of insurance before the event and may require the Federation of Canadian Turkish Associations and/or the Turkish Canadian Cultural Centre to be named as an additional insured where appropriate.

An event for which insurance has been required may not proceed until satisfactory proof of coverage has been provided.

16. REQUIRED DOCUMENTS
 

Where FCTA requires permits, Smart Serve certification, proof of insurance or other documentation for an event, the renter must provide the requested documentation within the timeframe specified by FCTA and before the event.

Failure to provide required documentation may result in suspension or cancellation of the booking.

FCTA is not responsible for losses resulting from the renter’s failure to obtain or provide legally required permits, licences, insurance or certifications.

17. RENTER AND ON-SITE CONTACT RESPONSIBILITY
 

The person making the booking is responsible for providing accurate contact information.

If the person making the booking will not be present during the event, FCTA may require the name and mobile telephone number of an adult who will be present and responsible for the event.

The renter remains responsible for the conduct of guests, participants, vendors, contractors and other persons attending or participating in the event.

18. LIABILITY AND INDEMNIFICATION
 

To the extent permitted by law, the renter agrees to indemnify and hold harmless FCTA and its directors, officers, volunteers and representatives from claims, losses, damages or expenses arising from the renter’s use of the Centre or the acts or omissions of the renter or persons for whom the renter is responsible.

Nothing in this Agreement excludes or limits liability that cannot legally be excluded or limited, including liability arising from FCTA’s negligence or wilful misconduct where applicable.

19. CANCELLATION AND REFUNDS
 

Cancellations made at least seven (7) days before the scheduled booking date are eligible for a full refund of the rental amount paid.

Cancellations made between three (3) and six (6) days before the scheduled booking date are eligible for a 50% refund of the rental amount paid.

Cancellations made less than seventy-two (72) hours before the scheduled booking are non-refundable.

One request to change the booking date or time may be made at least 72 hours before the scheduled booking, subject to availability and approval by FCTA.

A change of date or time is not guaranteed.

If FCTA cancels a confirmed booking and cannot provide a reasonable alternative, the renter will receive a full refund of the rental amount paid.

Third-party payment processing fees that are non-refundable to FCTA may be excluded from a refund where permitted by applicable law and appropriately disclosed.

20. FAILURE TO ATTEND
 

Failure to attend or use the Centre during the confirmed booking period does not entitle the renter to a refund.

Late arrival does not extend the confirmed end time of the booking.

21. COMMUNITY AND NON-PROFIT BOOKINGS
 

FCTA may approve special rates, waived fees or alternative arrangements for member associations, community organizations, non-profit organizations or other approved activities.

Any such arrangement must be expressly confirmed by FCTA and does not create an entitlement to the same terms for future bookings.

22. COMPLIANCE WITH LAW
 

The renter is responsible for ensuring that the event and activities conducted at the Centre comply with applicable federal, provincial and municipal laws, regulations, permits and licensing requirements.

Nothing in this Agreement authorizes an activity that is otherwise prohibited by law or by applicable building or property restrictions.

23. ELECTRONIC ACCEPTANCE
 

Checking the required acceptance box during the online booking process and completing the booking constitutes the renter’s electronic acceptance of this Agreement.

The renter confirms that they have had the opportunity to review this Agreement before completing the booking.

The renter also confirms that the information provided during the booking process, including the event type, number of guests, alcohol use and other event details, is accurate and complete.

24. GOVERNING LAW
 

This Agreement is governed by the laws of the Province of Ontario and the applicable federal laws of Canada.

25. ENTIRE AGREEMENT
 

This Agreement, together with the confirmed booking details and any additional written event-specific requirements communicated by FCTA, constitutes the agreement governing the rental of the Centre.

If FCTA imposes an event-specific requirement, including insurance, permits or safety requirements, that requirement forms part of the conditions under which the booking may proceed.

CONTACT

Federation of Canadian Turkish Associations
Turkish Canadian Cultural Centre
1170 Sheppard Avenue West, Unit 15
Toronto, Ontario