Town of Markham

Meeting / event organizer(s) & contact information

Organization/ Group/Association Name(s):

Contact Name:

Title:

Address:

City, Province, Postal Code:

Day Tel:

(eg. 123-456-7890)

Eve Tel:

(eg. 123-456-7890)

Cell Tel:

(eg. 123-456-7890)

Email:

(eg. name@email.com)

Fax:

(eg. 123-456-7890)

Web:

(eg. http://www.web.com)

Meeting / event details

Date of Meeting/Event:

Start Time:

End Time:

Name Of Meeting/Event:

Description Of The Meeting/Event: (Please describe the purpose /topic of the meeting/event):

Meeting/Event Open to the Public:

Yes

No

Estimated Attendance:

Will you be charging any fees for attending this meeting/event:

Yes

No

Have you used the Civic Centre to for this meeting/event in the past:

Yes

No

Please indicate the approximate dates:

Meeting rooms requested

All Town of Markham meeting rooms have individual maximum capacity limits based on sq. meters and exits. The maximum occupancy load calculation is regulated by the Province Fire Code and must not to be exceeded;

Please Select Room:

MEETING ROOM	CAPACITY	Rental Rates		ROOM(s) REQUESTED
MEETING ROOM	CAPACITY	Daily Rate	Hourly Rate (Min. 3 hrs)	ROOM(s) REQUESTED
Council Chamber	225	$ 500	$ 100
Canada Room	80	$ 300	$ 50
Ontario Room	16	$ 200	$ 25
York Room	18	$ 200	$ 25
Great Hall		$ 300	$ 50

Please have a read

FEES & OTHER SERVICES

The Town of Markham will advise you of the total rental fees payable. Receipt of rental fees is required 10 business days prior to your meeting.

In additional to rental fees, all groups may be responsible for payment of any direct security and janitorial costs associated with hosting the meeting on Town property. You will be advised of any additional fees prior to your meeting.

Use of audio visual equipment may require assistance of Town staff. Staff is not able to provide these services on evenings or weekends. Weekend meetings requiring use of audio visual equipment will be required to contract with the Town external AV supplier

ACCESSIBILITY PLAN

The Town of Markham will advise you of the total rental fees payable. Receipt of rental fees is required 10 business days prior to your meeting.

In additional to rental fees, all groups may be responsible for payment of any direct security and janitorial costs associated with hosting the meeting on Town property. You will be advised of any additional fees prior to your meeting.

Use of audio visual equipment may require assistance of Town staff. Staff is not able to provide these services on evenings or weekends. Weekend meetings requiring use of audio visual equipment will be required to contract with the Town external AV supplier

INSURANCE REQUIREMENTS

All meetings must be covered by an insurance policy. The general liability must name The Corporation of the Town of Markham as an additional insured. A certificate of insurance must be provided to the Town one week prior to the event date upon request. Please mail the certificate to The Corporation of the Town of Markham, attention Communications Clerk, Legislative Services Department, at 101 Town Centre Blvd., Markham, Ontario L3R 9W3 or by fax at 905-475-4741. The failure to submit a proper certificate of insurance will result in the cancellation of your meeting.

Please note that insurance requirements depend upon the risk level of the event.

If you wish, the Town of Markham offers a third party insurance. The Town would require payment prior to issuing the liability insurance.

Do you wish to obtain insurance through the Town of Markham Insurance Providers?

Yes

No

TERMS & CONDITIONS

1. Meetings promoting views and ideas likely to encourage discrimination, contempt or hatred for any person on the basis of race, national or ethnic origin, ancestry, colour, citizenship, religion, age, sex, marital status, family status, sexual orientation, gender identity, disability, political affiliation, receipt of public assistance or level of literacy, will not be permitted at the Civic Centre or any other town owned facility. Functions that have the intention of fundraising or collecting signatures for a petition will also not be permitted. Functions that are religious or political in nature will not be approved;

2. Organizer(s) to provide 30 days notification to the Town of Markham to allow the processing of the application;

3. Organizer(s) to complete the Town of Markham Civic Centre Room Booking Application, provide details of the meeting, sign it and fax to the Town Clerk at 905-475-7771 or email to cjayakrishnan@markhm.ca;

4. Organizer(s) to ensure NO food and/or beverages in the Council Chamber;

5. Organizer(s) to ensure NO Open Flames in any rooms and/or space of the Civic Centre;

6. Organizer(s) responsible for all fees, charges related to meeting;

7. Organizer to submit all outstanding payments, invoiced by the town, to the Town of Markham at least two weeks prior to the event date;

8. Organizer(s) will be responsible for compensating the Town of Markham for any damage to Town property;

9. Organizer(s) to be mindful of the noise - as the theatre may have another function;

10. Organizer(s) is aware and will ensure NO SELLING OF GOODS AND SERVICES in the Civic Centre and parking lot;

11. Organizer(s) must ensure that all equipment, litter and debris associated with the event are collected in the building and parking lots;

12. Organizer is aware that the Town of Markham will not be responsible for any lost items or equipment left by those in attendance at the meeting or the organizer;

13. Organizer(s) to sign in / out when entering and leaving the civic centre building;

14. Organizer(s) is aware that all cancellations must be done in writing 14 days before the event. Verbal cancellation will not be accepted;

15. Organizer(s) will ensure that there must be NO obstructions at all ramp ways, entrances, exits, stairways and restrooms;

16. Organizer to consider having a clear path for wheelchair to accommodate persons with disabilities;

17. Organizer(s) must comply with all applicable Town of Markham By-Laws and Policies.

AGREEMENT UPON APPROVAL

I/We, do hereby agree that:

1) we have read and understood this application (including it's Terms and Conditions) and the Civic Centre Facilities Reservation Policy, and will abide by them, and any other By-Law or Policy established by the Corporation of the Town of Markham ("Town"), during the rental/use of the Town's facilities;

2) we will pay any and all fees required for use of the Town's facilities, including but not limited to the rental fees, fees associated with the provision of janitorial and security services, and compensation associated with damage caused directly or indirectly;

3) we have, or will obtain, general liability insurance for our use of the Town's facilities, and that said general liability will name the Corporation of the Town of Markham as an additional insured;

4) we will hold and save harmless and agree to indemnify The Corporation of the Town of Markham and its elected officials, directors, officers, employees, servants, agents, contractors and their respective heirs, executors, successors and assigns with respect to any and all actions, debts, suits, demands, costs, damages and expenses whatsoever arising either directly or indirectly as a result of the rental/use by me/us/it of the Facility/Location.

5) upon written approval of this application by the Town, this application shall constitute a legally binding agreement with the Town.

I read and agree the terms

Please enter the two words you see before submitting this form. You may also click on the speaker icon to hear the two words.

Municipal Government

How can we help?

Mayor & Council

Council & Committee Meetings

About Municipal Government

Tax and Budget Information

Employment & Volunteer

Departments

Bylaws

Permits & Licences

Accessibility & Diversity

Other Government Services

Contact Us

Civic Centre Room Booking

Room Booking Application Markham Civic Centre