ellis bird farm ltd. facility rental package information ... · ebf facility rental package 2015...

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Ellis Bird Farm Ltd. Facility Rental Package Information and Agreement Thank you for your interest in renting the MEGlobal Ellis Bird Farm Visitor Centre. This information and form package includes all information pertaining to your rental. These documents include: Ellis Bird Farm Ltd. Facility Rental Policy Ellis Bird Farm Ltd. Facility Rental Form Ellis Bird Farm Ltd. Facility Rental Agreement Ellis Bird Farm Ltd. Facility Checklist. Ellis Bird Farm is a private nature sanctuary. All activities and behaviour must be in keeping with the quiet and peaceful qualities of the site. Children must be supervised at all times and all visitors must stay on lawns and designated paths. Ellis Bird Farm retains the right to immediately evict anyone in contravention of this request. In the event of eviction, no refund will be provided.

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Page 1: Ellis Bird Farm Ltd. Facility Rental Package Information ... · EBF Facility Rental Package 2015 info@ellisbirdfarm.ca Box 5090 Lacombe AB T4L 1W7 403-885-4477 1 Ellis Bird Farm Ltd

Ellis Bird Farm Ltd. Facility Rental Package

Information and Agreement

Thank you for your interest in renting the MEGlobal Ellis Bird Farm Visitor Centre. This information and

form package includes all information pertaining to your rental. These documents include:

● Ellis Bird Farm Ltd. Facility Rental Policy

● Ellis Bird Farm Ltd. Facility Rental Form

● Ellis Bird Farm Ltd. Facility Rental Agreement

● Ellis Bird Farm Ltd. Facility Checklist.

Ellis Bird Farm is a private nature sanctuary. All activities and behaviour must be in keeping with the quiet

and peaceful qualities of the site. Children must be supervised at all times and all visitors must stay on

lawns and designated paths. Ellis Bird Farm retains the right to immediately evict anyone in contravention

of this request. In the event of eviction, no refund will be provided.

 

Page 2: Ellis Bird Farm Ltd. Facility Rental Package Information ... · EBF Facility Rental Package 2015 info@ellisbirdfarm.ca Box 5090 Lacombe AB T4L 1W7 403-885-4477 1 Ellis Bird Farm Ltd

 

Ellis Bird Farm Ltd. Facility Rental Policy

The new MEGlobal Ellis Bird Farm Visitor Centre is available for rent to business, education and

non-profit groups. Ellis Bird Farm Ltd. provides an excellent location to host small meetings, workshops

and retreats. Booking applications in 2015 will be considered on a case-by-case basis by a committee

appointed by the Ellis Bird Farm Board of Directors.

Facility rental will entail the use of the new MEGlobal Ellis Bird Farm Visitor Centre only (no other

buildings). Rental groups are welcome to tour our lovely gardens using the walking paths provided.

Entrance onto the pastureland, hay and cropland is not allowed. The MEGlobal Ellis Bird Farm Visitor

Centre consists of one main room which will seat 85 theatre style and 65 if tables are used. There is also a

small kitchen available for use by caterers. Parking is conveniently located adjacent to the building. Wi-fi

and a state-of-the art AV system are also available. During the summer season (May – September long

weekends), the facility will be available for rent on non-holiday Mondays and during the evenings. The

facility is available for daily, evening and weekend use for the month of May prior to opening, and then

again after closing until mid-October. The EBF Tea House operators have the right of first refusal on all

on-site catered meals. Given the sensitive nature of the site, all off-season rentals will entail the services of

an Ellis Bird Farm-designated security person who may remain on the site and/or be in the Visitor Centre

for the duration of the event. Wine served with a meal will be the only alcoholic beverage allowed, with

renter responsible for all alcohol related permits and insurance. Michelle Moore at Brokerlink can assist

with Party Alcohol Liability Insurance at 403-343-8233 or [email protected]. Chateau Wine and Spirits

can provide the permit (5001 52 St, Lacombe, AB T4L 2A6 403-782-6260).

Please Note: Ellis Bird Farm is a private nature sanctuary operated by a non-profit society. All activities and

behaviour must be in keeping with the quiet and peaceful qualities of the site. Children must be supervised

at all times and all visitors must stay on lawns and designated paths. Ellis Bird Farm retains the right to

immediately evict anyone in contravention of this request. In the event of eviction, no refund will be

provided.

Fees

Summer (non-holiday Mondays between the May and September long weekends)

Mondays Full Day: $395.00 (8:00 AM – 9:00 PM)

Mondays Business Day: $295 (8:00 PM – 5:00 PM)

Evening Only: $195.00 (5:00 PM – 9:00 PM)

Off Season (May before opening, to mid-October after closing)

Full Day: $495.00 (8:00 AM – 9:00 PM)

Business Day $395.00 (8:00 PM – 5:00 PM)

Evening Only: $295.00 (5:00 PM – 9:00 PM)

Weekend or part thereof (Friday evening, Saturday, Sunday): $650.00

Note: the hours above include setup and takedown time. Not-for-profit rates are available.

A booking deposit in the amount of 50% of the rental fee is to be received no later than 30 days prior to the

approved event date.

A separate damage deposit in the amount of $500.00 is also to be received no later than 30 days prior to the

approved event date.

The Ellis Bird Farm Facility Rental Agreement must be signed prior to use of the facility.

EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477 

Page 3: Ellis Bird Farm Ltd. Facility Rental Package Information ... · EBF Facility Rental Package 2015 info@ellisbirdfarm.ca Box 5090 Lacombe AB T4L 1W7 403-885-4477 1 Ellis Bird Farm Ltd

 

Ellis Bird Farm Ltd. Facility Rental Form

EBF Contact 1: Phone:

EBF Contact 2: Phone:

Rental Date(s): Rental Times:

Purpose of Event: *Including setup and takedown time

Number of People:

Equipment: Tables (14 available) Y/N Notes:

Chairs (85 available) Y/N

AV (projector and outlets) Y/N

Food/Beverage: Liquor Service (Wine only) Y/N If yes, permit #:

Catering Y/N If yes, company:

Party Alcohol Liability

Insurance:

Y/N

Group Name: Contact Name:

Address: Address:

City: City:

Postal Code: Postal Code:

Phone: Phone:

Email: Email:

For office use:

Rental Fee: $ Invoice #

Less Rental Deposit: $ Date Received:

Balance: $ Date Received:

Damage Deposit: $500.00 Invoice #

Less Damages: $ Date Received:

Balance to Return $ Date Sent by EBF:

EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477 

Page 4: Ellis Bird Farm Ltd. Facility Rental Package Information ... · EBF Facility Rental Package 2015 info@ellisbirdfarm.ca Box 5090 Lacombe AB T4L 1W7 403-885-4477 1 Ellis Bird Farm Ltd

 

Ellis Bird Farm Ltd. Facility Rental Agreement

This RENTAL AGREEMENT made this XX day of XX , 20XX

Between:

Ellis Bird Farm Ltd.

(hereinafter referred to as “EBF ”)

and

XX

(Lessee/Renter hereinafter referred to as the “RENTER”)

WHEREAS THE RENTER is desirous of occupying Ellis Bird Farm Ltd.’s MEGlobal Visitor Centre

and designated accessible trails as defined by the attached map (Hereinafter referred to as “the

facility”) for the event at date and time as described on the Ellis Bird Farm Ltd. Rental Form of this

agreement, and EBF is desirous of renting to the RENTER for such event,

NOW THEREFORE, the parties agree as follows:

1. RENTAL

1.1. The RENTER agrees to provide EBF with the damage deposit, rental deposit and balance

of rental payment by credit card or cheque according to the dates stated on the Ellis Bird

Farm Ltd. Rental Form section of this agreement.

1.2. The RENTER agrees to pay EBF the cost of repairs to the facility over and above that of the

damage deposit, as stated on the Ellis Bird Farm Ltd. Rental Form section of this

agreement, in case of damage to the facility during its use by renter.

1.3. The RENTER agrees to pay EBF an additional rental rate of $50.00 every hour of

occupancy after the expiry of the rental period stated on the Ellis Bird Farm Ltd. Rental

Form section of this agreement. The desired rental period should include anticipated set-up

and clean-up time.

1.4. If the RENTER fails to use the premises for the rental date referred to on the Ellis Bird

Farm Ltd. Rental Form, EBF may keep the rental deposit as liquidated damages unless the

RENTER has given EBF at least 30 days notice that it will not be using the premises on that

date or EBF is able to re-rent the premises for that date.

1.5. Subject to any clause of the agreement that authorizes EBF to deduct money from the

damage deposit, EBF will return the damage deposit to the RENTER. Credit Card, cash and

cheque deposits will be refunded by cheque within 14 days.

1.6. Ellis Bird Farm is a private nature sanctuary operated by a non-profit society. All activities

and behaviour must be in keeping with the quiet and peaceful qualities of the site. Children

must be supervised at all times and all visitors must stay on lawns and designated paths.

Ellis Bird Farm retains the right to immediately evict anyone in contravention of this

request. In the event of eviction, no refund will be provided.

EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477 

Page 5: Ellis Bird Farm Ltd. Facility Rental Package Information ... · EBF Facility Rental Package 2015 info@ellisbirdfarm.ca Box 5090 Lacombe AB T4L 1W7 403-885-4477 1 Ellis Bird Farm Ltd

 

2. FACILITY CARE AND CONDITION

2.1. The RENTER and EBF representative will conduct an inspection of the facility and

equipment prior to commencement of the rental event and identify any damages or other

conditions present. The RENTER and EBF representative will conduct a second inspection

following the rental event to identify any damages to the facility and equipment arising

from the RENTER’S event. The Ellis Bird Farm Ltd. Facility Rental Checklist section of

this agreement will be used for this purpose.

The RENTER shall remove all garbage from the site and clean the premises within the

stated rental period on the Ellis Bird Farm Ltd. Rental Form . The RENTER further agrees

to abide by any additional requirements regarding facility condition and care attached to

this agreement. If the RENTER fails to comply with this clause and any additional

requirements, the RENTER agrees that EBF may deduct from the damage deposit the cost

of doing the cleaning and performing other remedies at the rate of $50.00 per hour.

Cigarette butts and any other garbage left anywhere on the site will be considered damage,

and cleanup thereof charged at the stated rate.

3. RENTER’S RESPONSIBILITY

The RENTER agrees to accept the following responsibilities in association with this agreement:

3.1. Ensure that the maximum total capacity of 85 persons for the purposes of the RENTER’s

use is not exceeded.

3.2. Setting up and arranging tables and chairs, as well as take down..

3.3. Providing all necessary implements for food preparation and serving (eg. cutlery, cups,

plates, tea towels, table cloths etc). Renters have access to a fridge, microwave and oven. A

kettle, one small coffee machine (10-cup) and one large coffee perk (100 cups) are also

provided.

3.4. No decorations can be attached to the walls or ceiling.

3.5. Strictly observe the liquor laws of the Province of Alberta and comply with conditions

specified in any liquor permits.

3.6. Assume full responsibility for the discipline of members and guests and others who may be

in attendance and to see that orderly conduct is maintained.

3.7. Restrict use of the facility to the purpose of event stated on the Ellis Bird Farm Rental

Form section of this agreement (Purpose of Event), and not permit the use of the facility

for any other purpose without the prior, express, and written consent of a representative of

EBF.

3.8. Not to use the facility in any manner that will increase risks covered by insurance on the

facility and result in an increase in the rate of insurance or a cancellation of any insurance

policy.

3.9. Not to assign or sublease the facility, or any right or privilege connected with the facility, or

allow any other person except agents and employees of the RENTER to occupy the facility

or any part of the facility without first obtaining the written consent of EBF. A consent by

EBF shall not be a consent to a subsequent assignment, sublease, or occupation by other

EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477 

Page 6: Ellis Bird Farm Ltd. Facility Rental Package Information ... · EBF Facility Rental Package 2015 info@ellisbirdfarm.ca Box 5090 Lacombe AB T4L 1W7 403-885-4477 1 Ellis Bird Farm Ltd

 

persons. Any unauthorized assignment, sublease, or license to occupy by the RENTER shall

be void and shall terminate this lease agreement at the option of EBF.

3.10. Not to keep, use, or sell anything prohibited by any policy of fire insurance covering the

facility, and shall comply with all requirements of the insurers applicable to the facility

necessary to keep in force the fire and liability insurance.

3.11. Not to allow any waste or nuisance on the facility or site, or use or allow the facility to be

used for any unlawful purpose according to appropriate bylaws/laws of Ellis Bird Farm,

Lacombe County, the Province of Alberta and Country of Canada.

4. LIABILITY AND INDEMNITY

4.1. The RENTER agrees that it will indemnify and save harmless EBF, EBF Board, Directors

and affiliated parties from any and all liability, loss, or other damage claims or obligations

resulting from any injuries or losses of this nature.

4.2. EBF shall not be liable for liability or damage claims for injury to persons or property from

any cause relating to the occupancy of the facility by the RENTER, including those arising

out of damages or losses occurring anywhere on the site during the term of this lease

agreement or any extension of such term.

PARTY ALCOHOL LIABILITY INSURANCE

4.3. If wine is being served at any time during the event, the RENTER must obtain host Party

Alcohol Liability Insurance in accordance with the number of guests anticipated to be in

attendance. Michelle Moore at Brokerlink can assist with Party Alcohol Liability Insurance

at 403-343-8233 or [email protected]. Verification of this insurance coverage shall be

provided to EBF no later than five working days prior to the date of the RENTAL as per

Ellis Bird Farm Ltd. Rental Form section of this agreement..

4.4. If the aforementioned insurance policy is not delivered to the timely satisfaction of EBF,

EBF may cancel the event and retain the damage deposit. They will notify the RENTER of

such cancellation by phone and/or email per the information provided on the Ellis Bird

Farm Ltd. Rental Form section of this agreement.

By signing below, the RENTER acknowledges having read the contents of this agreement.

RENTER

Signed: ______________________________

EBF

Per: _______________________________

EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477 

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Ellis Bird Farm Facility Rental Checklist

The EBF rental policy states that a walk-through must done before and after the rental takes place.

Indicate with an initial that you completed the required service or indicate that the area does not apply by

marking “N/A” in each of the following areas:

*Kitchen cleaning supplies can be found under the kitchen sink. Please

refer to notes inside the cupboard door for instruction. Renters will be

provided with a general cleaning supply tub including cloths and

instructions. Access to the mops and brooms will also be provided.

Before

Date:

After

Date:

Furnishings are returned to their original location including chairs, tables

and trash cans.

Tables and chairs are clean and properly stored.

Kitchen countertops and sinks are wiped down and clean.

Coffee perks, Microwave/Refrigerator/Oven empty and cleaned of all food

spills

Floors are clean (swept and mopped) and janitorial equipment and

cleaning supplies are returned to original location

Facility as defined by the attached map is clean of cigarette butts and

litter.

Personal belongings are removed from the facility.

Doors are locked and secured (where on-site staff are not present).

Notes:

We have completed a walk through of the facility and performed the tasks stated above. Everything has

been left in good order, as it was found, except as noted above in ‘Notes’. By our signatures below, we

acknowledge the cleanliness and condition of the facility and equipment after the rental group activity.

RENTER Signed:

_______________________________________

RENTER Signed:

_______________________________________

EBF Per:

_______________________________________

EBF Per:

_______________________________________

EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477 

Page 8: Ellis Bird Farm Ltd. Facility Rental Package Information ... · EBF Facility Rental Package 2015 info@ellisbirdfarm.ca Box 5090 Lacombe AB T4L 1W7 403-885-4477 1 Ellis Bird Farm Ltd

 

EBF Facility Rental Package 2015 [email protected] Box 5090 Lacombe AB T4L 1W7 403-885-4477