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Space Rental Agreement (Social)

This agreement is between Collabüro (the “Organization”) and the renting party (the “Client/Renter”)


WHEREAS:

A. The Client is an Independent body wishing to rent room space for a social event.

B. The Organisation has agreed to provide certain rental room space within the Organisation to the Client under the terms of this Agreement as hereinafter provided:


THEREFORE in consideration of the covenants, terms and conditions contained in the Addendum, the Organisation and Client agree to the following:

  1. The Organisation will provide the Client with the facilities, equipment and/or services during the agreed upon period, on the agreed upon date, for the agreed upon space at agreed cost + HST.

  2. Any set-up and/or clean-up time required by the Client are required to be part of the booking time or paid as extra time before the event. If the event is extended, then the extra time will be charged at the hourly rate.

  3. The Client will use only the facilities booked and paid for on that date.

  4. The Client will only use the equipment that comes with the booked space and/or services only for the purpose set out in the Agreement. Extras need to have been agreed upon in advance in writing. Furniture that is provided in each space is detailed in the Addendum.

  5. The Client will maintain the facilities and/or equipment in good working order throughout the time of the Clients access or use.

  6. The Client will maintain the security of the building by keeping the front door shut, where door will lock automatically from outside unless during an unlock period that can be organised by the Organisation, and not allowing unauthorized access by others that are not the Clients guests. The Client is responsible for the conduct of their guests and any damages that their guests inflict. The Client must check that no one is left on the premises when they leave.

  7. The Client’s event will not interfere with the orderly functioning of the facility either before, during or after their event booking. The Client must remove their belongings from the space and items they have rented directly from 3rd party suppliers so as to not impact the next event or the cleaning crew. The Client will clean spills as they happen and at the end of the event clear off tables, recycle or remove their un-recycled garbage from the premises so as to not incur a charge.

  8. The Client will have access to the property 15 minutes prior to the booked period unless an alternate arrangement is made with the Organisation.


1. Rental

1.1 Bookings are held on a first-come, first-serve basis. Rental spots can only be held for up to 48 hours without payment. The reserved spot will expire automatically after 48 hours.


1.2 Payment Policy - A 50% deposit is required to book and hold the event rental date. The remaining 50% is to be received 5 business days prior to the rental start date. If the booking date is less than 1 week from the event rental date, then full payment is required. Facility will not be considered booked until 50% of the total rental space costs are paid/received. Costs can be paid via credit card or Electronic transfer to [email protected].


1.3 Payment Policy - Recurring Events - A 50% deposit is required to book and hold the initial event rental date. The remaining 50% invoice is payable 5 business days prior to each rental start date as well as 50% of the next rental booking invoice. Facility should not be considered booked until 50% of the total rental space costs are paid/received.


1.4 Costs can be paid via credit card or Electronic transfer to [email protected].


1.5 A Damage Waiver fee is payable for all Spaces rented one week prior to the event. Damage Waiver fees are different for each space and for the type of event. These costs are subject to change but due notice will be provided prior to booking. There is no tax applied for Damage Waiver fees.


Private Event Semi Event Public Event
Main Hall: Banquet - $500
Non-Banquet - $750		 Banquet - $500
Non-Banquet - $1000		 $1000
Large Room: Banquet - $200
Non-Banquet - $300		 Banquet - $200
Non-Banquet - $400		 $400
Elevated Area: $100 Banquet - $100
Non-Banquet - $200		 $200
Lounge: $200 Banquet - $300
Non-Banquet - $400		 $400
Patio: $100 Banquet - $150
Non-Banquet - $200		 $300

Damage Waiver fees paid and refunded via debit or credit cards are subject to an advertised card processing charge which is approximately 3% levied by the credit card company. Those paying by e-transfer do not currently incur a payment processing charge. There is no tax applied for Damage Waiver fees.

1.6 The Damage Waiver fee is refundable unless there are charges incurred. These can be due, but not limited to, the following:

Delay in Damage Waiver refunds can be due to: time incurred to recycle garbage left on the premises; quote for any repair or replacement needed for damage or lost items; or a 3rd Party rental company needing to confirm that they are not applying any charges where we have organized rentals on Clients behalf. 3rd Party rental company charges can be due to missing items or rental equipment being damaged or not being returned as per their rental policies.


1.7 One-time bookings are considered to be consecutive hours and cannot be split into multiple timed portions, such that a 4 hour booking has to be 4 consecutive hours. Extra hours spent in the building after the event may be charged to the Client at the hourly rate of the rented facility.


1.8 Exceptions to Point 1.7 - An earlier access period can be provided at a “Set-Up/Teardown” additional cost for when a period is booked earlier for Extensive decorating, AV equipment set-up, sound checks for DJ’s and singers (this can not interfere with another space due to noise). Or later for equipment/decorating teardown and/or Clean-up but this also can not interfere with later bookings in the space. The Client must inform the Organisation that extra time is required, and the Organisation may deny the request as other bookings or set-up / clean-up crew schedules may be dependent on the start/end time of the booking. Only those directly involved with the set-up/sound check can be on the premises, no aunterages or early guest arrivals.


1.9 Cancellation Policy – The 50% deposit is non-refundable if cancellation of the event occurs 20 business days or less before the event is scheduled. All fees are non-refundable if cancellation of the event occurs 5 business days or less before the event is scheduled.


The Organisation accepts no responsibility for cancellations due to inclement weather, natural disasters or other disasters such as power outages.


All fees refunded via debit or credit cards are subject to an advertised card processing charge which is approximately 3% levied by the credit card company. Those paying by e-transfer do not currently incur a payment processing charge.


In the event that the City of Ottawa enforces a mandatory lock down for Organisation type of business, the Organisation and the Client will share the impact 50/50. The Client has the choice to have refunded half of the total amount paid or 100% credit of the amount paid will be given as a dollar value to be used at a later date once the mandate has been lifted.


1.10 Termination – The Client’s access or use of the facilities, equipment and/or services will terminate upon expiry of the time set out in the Agreement. However, the Organisation reserves the right to cancel the Client reservation, or to terminate the Client access to, or use of, the facilities, equipment and/or services immediately for cause. Cause includes but is not limited to:

If this Agreement is terminated with cause, the Organisation will not refund any prepaid amount to the Client. However, if the Organisation cancels or terminates this Agreement without cause (including but not limited to, events of force majeure), the Organisation will refund any prepaid amount to the Client, and such refund will be the Client's sole and exclusive remedy against the Organisation for performance of its obligations under this Agreement.


1.11 Use of Space – The space can not be used for any activity that is considered illegal in Ontario. The Client will declare before booking whether the event is public or private and use booked space for its intended purpose and the use will be limited to the booked space. All other spaces on the premises are off-limits unless an alternate arrangement is made with the Organisation. AGCO licenses only apply to the space booked. The license doesn’t allow for consumption of alcohol in bathrooms, stairwells or other spaces not booked and mentioned on the AGCO application. Zero-tolerance policy is implemented at the Organisation’s premises and Organisation reserves the right to cancel current and future events if such behaviours are observed/reported without any refunds to the Client.


2. Security

2.1 The Client will maintain the security of the building by not allowing unauthorized access by others that are not their guests. Coworkers have their own access code and do not need the door opened for them. Where there is a 2nd booking on site, both parties will be informed as to the time of the other party's guests arrival. The Main Hall and the Large Room each have their own doorbell for the guests to ring should they arrive outside of the time allotted for the door to be unlocked for guest access. Please advise your guests to only ring your doorbell so as to not inconvenience the other event.


2.2The Client will maintain the security of the building by not propping the front door open or placing objects in the way or covering the lock with tape that will prevent the door from closing and locking.


2.3 The Client is responsible for checking that all windows and doors are closed and locked. The Front door automatically locks when closed as does the back doors unless the Door bar has been locked open via the bar key or an object (like a rock) prevents the door from shutting. The elevator corridor’s outside door is set to automatically lock 1 minute after it’s been unlocked, it is the Client’s responsibility to make sure the door is fully closed so the lock can properly lock the door. The Client can also lock the door via the bolt from the inside.


2.4 If the Organization blocks off our equipment in the Main Hall or Elevated Area marked as storage on the floor plan, the Client or Client’s security need to make sure that guests do not access behind these screens. The replacement cost of stolen items will be deducted from the damage waiver.


2.5 The Client is responsible for the conduct of their guests and any damages that their guests inflict on our premises and at our neighbouring premises. Client needs to clean-up after the guests should they break glass bottles or vomit on the outside premises of the building or on the next door's forecourt. Children should be supervised at all times, especially when using the foosball table. The Lounge is not to be used as an unsupervised kids zone. Running and other boisterous activity is prohibited in the building.


2.6 Dance Parties and Public events require door security - We can provide contact for a security company should Client not have their own. Client’s security team should remain at the door when it is unlocked at all times. Security staff should carefully check ID to establish those under 19 years of age (these individuals should be identifiable to Bar servers with a different wrist band or hand stamp), monitor washrooms, Lounge, Patio and other spaces for illegal drinking, smoking / vaping or use of illegal substances, deter potential trouble and handle incidents as needed. Client’s security team should be advised how to handle someone not on Client’s guest list, someone who seems already intoxicated or high or those sneaking in their own alcohol or illegal substances. Letting these people on the premises transfers the liability of that person to the Client.


2.7 The Client or the Client’s security team must do a sweep of the building to make sure that no one is left on the premises except for coworkers. Please pay particular attention to downstairs in the back door staircase storage area, prayer room, elevator, backyard and bathrooms that are easy hiding areas.


2.8 Client is also to be aware that all parts of the Organisation premises (internal and external) are under 24/7 surveillance to ensure the safety and security of all parties. Images collected by the security system will only be used for their intended purposes and will only be shared by a 3rd party when required by law. We do require the cell phone number of the person in charge of the event and a 2nd back-up person (Lead Security person for non-family events) so that we can contact them during the event should the need arise. The Client can also contact Collabüro staff at the Emergency number that is displayed above the light switch in the Main Hall - 613-261-5225.


2.9 For dance parties, the Organization may hire their own security guard(s) to be on site for the duration of the event if the Organisation deems it necessary, especially for public and semi-private large dance parties, unless it is agreed upon that Client's security will be in contact with the Organization and look after Organization's interest.


The security guard hired by the Organization (or assigned to the Organization) will not interfere with the Client's own security team and will be in communication with the Organization as needed. The Client's security team will deal with security of door access, selling tickets, identifying those under 19 years of age, etc, while the Organization's security guard(s) will focus on Organization operating rules and reminding the Client of legal responsibilities and guests breaking laws. This may include but is not restricted to:


If unknown to the Client, the Security guard(s) will introduce themselves to the Client who will be given the name prior to the event. The Security Guard may not be in a security guard uniform.


The cost of this security will be added to the cost of the event space rental between $150-$250 + tax. Extra cost is incurred for events during Statutory Holidays $250-$350 + tax.


Client can request a quote from the Organization to cover additional security of event (including door access, etc).


3. Licenses

The Client hereby represent and warrant to us that the Client have all approvals, permits, and consents necessary for the Client to carry out the activity at the facilities and/or to use the equipment and agree that the Client will at all times comply with all applicable federal, provincial, and municipal legislation and regulations. Confirmation of an AGCO application is not sufficient. Organisation must be sent the Approved AGCO SOP a week before the event date.


3.1 To provide alcohol to guests or to allow them to bring their own, a Private event license must be obtained from the AGCO by applying online at https://www.agco.ca/ This takes less than 10 minutes, requires a credit card for payment and should be applied for at least 2 weeks before the event, especially at busy Holiday times. If Client wishes to have guests pay for the alcohol, then Client will need to purchase a private cash bar AGCO license which costs $150. In the event Client has a private or public cash bar, Client must have a qualified “Smart Serve” server. Organisation has some contact numbers for past event servers if required by Client. Client can check out the rules for Private Events vs Public Events at the following links:

3.2 Advertised events (offline such as newspapers, brochure, radio; or online such as Eventbrite, Public Facebook group, Google, Meetup, Ticketmaster, etc.) serving alcohol will not qualify as private events and Client will need an AGCO license even if there is no cash transaction, such as including alcohol drinks as part of the event ticket price. The AGCO scans the Internet to see if Client is advertising the event. If Client advertises following applying for the license, AGCO can withdraw approval and may send Bylaw to check the venue on the event date. Advertised events need to apply for a Public event license as per the AGCO link above. To qualify for a Public License Client needs to be:

  1. a charitable organisation registered under the Income Tax Act (Canada), or a non-profit association or organisation for the advancement of charitable, educational, religious or community objectives.

  2. designated by a municipal council or its delegate as an event of municipal significance and has a City Of Ottawa letter that you can submit with your application.

If Client does not qualify with either of the above, to have a public event with alcohol approval Client can use a 3rd party license. This license can be from the catering company Client is using or the Organisation can put the Client in touch with a Bar Services provider. Client should start discussions at least a month in advance of the event as they need to apply for AGCO approval to have their license transmittable to the Organisation’s premises for the event.


3.3 A valid liquor license from AGCO is required to have alcohol in the building or a 3rd party’s AGCO license can be used instead where they are taking liability for the sale of alcohol. Either license must be provided to the Organisation 10 business days before the event. Please use this link to assist with answering the AGCO’s application questions: AGCO questions. Errors will prevent the application from being completed. If Client does not get to the payment page, the application has not been successful. Payment methods accepted are: Visa, MasterCard, Interac Online, Visa Debit or MasterCard Debit.


As per Ontario Law, alcohol can not be provided to those under 19 years of age and no one can be served after 2 a.m. The AGCO approval only covers Client for alcohol consumption in the rental space that Client mentions on the application. This means that it will only cover the Main Hall or The Large Room. If the Client rents the Lounge this must be added and if Client rents the back patio, Client must attach the patio schematic with the application (The Organisation can provide the schematic). This means there is no drinking allowed in any Stairwells, Lounge kitchenette and bathrooms. The Organisation is not responsible for any fines applied due to breach of Ontario Alcohol laws or by Bylaw Officers. Safe Drinking signs must be displayed near the bar area (Organisation can provide these upon request). The Client should also have a copy of the license easily accessible to present to the Bylaw officer if it is requested on the event date.


3.4 Know the Law - The Liquor Licence Act states that a licensee or a Special Occasion Permit holder may be held liable for damages if liquor is served to a person whose subsequent intoxication causes harm. Client must know what the liability when providing alcohol by checking out this link: https://www.agco.ca/sites/default/files/3052e_liability_more_to_lose_then_your_licence_dec2018-ua1.pdf


3.5 Please use the following link to get yourself, security team and bar staff educated on the strategies to prevent intoxication and policy for dealing with intoxicated guests When having Alcohol at your event.


4. Event Insurance

Event Insurance is mandatory unless Client has their own off-site coverage. The Client will provide the Organisation with written evidence of such insurance or in the form of the Duuo certificate. This must be provided at the latest 7 days before the date of the event.


4.1 The Organisation has partnered with Duuo Insurance that gives the Client 20% discount when obtaining Event insurance. An on-line quote is available at https://duuo.ca/event-insurance. The application is available to be completed in French by clicking Français above the Login button. To obtain the 20% discount, type our address (NOT the name Collabüro) The Duuo Partner option and our address will appear in the “venue” dropdown. Without the Duuo Partner sign being present, you will not receive the 20% discount.

On request, the Organisation will provide details as to what the discount cost of the insurance should be so that Client can check that they are getting the 20% discounted and most suitable rate for the type of event.


4.2 Duuo Event Insurance is purchased to cover a host’s liability in case of accidents. It includes coverage for Event Liability (Bodily Injury and Property Damage / Theft). In the event that Client wishes to claim for Damages that have prevented the Damage Waiver from being refunded, the Client has to make the claim with Duuo, not the Organisation.


4.3 Duuo allows for full refund upon insurance cancellation by the Client if cancellation is before the date of the event. If an event is cancelled for any reason, Duuo policy does not include cancellation insurance to pay for any expenses incurred (such as payment to decorator, DJ, etc.) - this would require separate cancellation insurance. Please read the Duuo Event Insurance Policy document on their website or at the following link: https://duuo.ca/wp-content/uploads/2021/02/Duuo-Event-Insurance-Policy_EIP-CAD-004-EN-FEB-02-2021.pdf. If unsure about insurance needs, the Client can contact the Organisation to clarify.


4.3 Host Liquor Liability is an add-on to the standard Duuo event insurance policy that can easily be added at an additional cost by ticking the “YES” box when asked “Will alcohol be served at the event?”. This type of coverage is required when Client is planning to sell or serve, or allow guests to bring or sell their own alcohol. This coverage is only valid if you acquire the AGCO liquor license and permit as required by the Province of Ontario. If “NO” is ticked and there is an alcohol related incident, the Client’s insurance policy will be invalid in the same way as not getting the policy covering dancing while someone sprains an ankle dancing.


5. Emergency, Complaints, Authority

In the case of an emergency, the Client must call 911 and then the Organisation at 613-261-5225 and speak to someone rather than leaving a message (this may require phoning more than once), or 343-542-7777 (if before midnight). Clients must assist everyone to leave the premises quickly and safely. Exit doors can not be blocked by any furniture or equipment.


In the case where By-law personnel, police, neighbour, etc, come by to investigate or complain, the Client is obliged to inform the Organization. If the situation is urgent, escalating, or if multiple occurrences has taken place, then Client must call the Organization immediately at 613-261-5225 (or 343-542-7777 if before midnight). If the situation is not urgent, then Client must inform the Organization within 12 hours of the ending of the event by email at [email protected] or by phone at 343-542-7777.


5.1 Medical Emergency - Call 911. Make sure that the person’s belongings go with them (Coat, Bag, Cellphone) as these may contain information required by the medical staff such as Health Card or medications. There is a First Aid Kit and Naloxone kit next to the media center in the Main Hall and a 2nd in the media center cupboard in the Large Room. Please check out this link on dealing with Medical Emergencies. Closest 24 hour Emergency is located at:- Ottawa Hospital Civic Campus Emergency Room, 1053 Carling Ave, Ottawa, ON K1Y 4E9. This is a 3 minute drive or a 25 minute walk uphill.


Any charges or fines given to the Organization because of the misconduct of the Client or attendees will be charged to the Client. Additional charges such as time spent dealing with the charge (such as, and not limited to, with enforcements and courts) will be charged to the Client.


5.2 Electricity Blackout - Collabüro has an emergency generator that will supply electricity to power emergency lighting in the stairwell and Lounge but not to power the premises main lighting. If Client wishes to continue with their event, the Organisation can provide battery operated lanterns. Please use cell phone flashlights to find our emergency lanterns which are located as follows:

6. Additional Spaces

The Lounge and Elevated Area are not part of Client booking unless included on your invoice or part of a special arrangement. The outside patio is a shared space unless a private booking is organized and the space is paid for.


6.1 The Lounge area on the bottom floor is not part of your booking unless you have specifically rented this area, as such it will often be blocked off with dividers. It is not to be used as a kids area. It can be lightly used by the Client and attendees but there will be additional charges for the rental of the used space if it is seen to be used as an extension of the event and/or any clean up costs associated with the used space if it requires it. The Lounge area is meant for people to relax temporarily, play foosball, or take a quick phone call. Anyone in the building can have access to it including coworkers who may choose to work in the Lounge area during that time. We ask that the place has to be respected and that event organizers make sure there is no food/eating in the area. We also require an adult to supervise any kids in the Lounge area at all times, to make sure kids are respectful of noise and physical activities especially when coworkers are working there. Running and other boisterous activity is prohibited in the building.


6.2 There is a diaper changing table in the accessible washroom. Please have parents use this rather than the sofa or table to change their child's diaper. Organisation also asks that diapers are bagged prior to being put in the trash. There are provided spare bags hung in each of the washrooms.


6.3 Floor plan below shows the spaces names for reference:

Top Floor:

Bottom Floor:

7. On site Furniture & Equipment


Main Hall - The rental rate is for the main floor space and the raised narrow area closed off by the bifold divider doors. Also included in the rental rate are the use of:


Available only under a special agreement :


Items available for rent for use in the Main Hall:


Large Room - The rental rate is for about 900 sqft room that include a full wall length L-shape bench seating, and a 45 sqft area perfect for a food table for buffets, snacks and drinks. Also included in the rental rate are the use of:


Items available for rent for use in the Large Room


Lower Level Kitchenette - This includes a sink, microwave (no oven), dishwasher, fridge and freezer to store ice. Cans of soda cannot be put in the freezer as they explode causing a big mess to clean up. Kitchenette also contains a high table with 2 height adjustable stools. By request this area can be screened off for caterer’s use and a 6-foot table can be provided. Rental rate depends on other space and rental period being booked. Please note that there is no oven on the premises and the Client may not bring their own.

Kitchenette contains mugs, plates, cutlery, a sharp knife, mini cutting board, Sterno lighter and other items in the cupboard and drawers. You are welcome to borrow items but please wash them up and return to their location once finished. Hot/Cold drinks on the premises are not included for the Client and are intended for co-working space members only unless the Client has purchased our Beverage Package at a cost of $3+tax per person. If drinks were consumed by the Client’s attendees, then please let the Organization know to charge for the drinks consumed or leave $3 in cash on the reception desk upstairs for each drink consumed. Any hot/cold drinks consumed during the event not paid for may be charged against the Damage Waiver at a rate of $3+tax per drink.


Small Meeting Room - The rental rate is $45 per hour or $349 for a max of 10-hour day (consecutive hours). The room has a Smart TV with 48 inch screen that can be used as a presentation screen with the use of HDMI, and whiteboard included along with a wide-angle camera (based on availability). Room is generally set up with 4 chairs around the square table. By request (at least 1 business day notice), setup can be 8 sled-based chairs and table can be removed from room


Elevated Area - There is a flat rate for the rental of the Elevated Area. If Half Area is rented (which is an additional 191 sqft), the flat rate is $500 and with the 135 sqft of the raised area, the space can accommodate around 20-22 people (on rectangular tables) plus buffet tables.

If the Full Area is rented (which is an additional 293 sqft), the flat rate is $900 and with the raised area, the space can accommodate 33 people (on rectangular tables) plus buffet tables.

If the Deep Half is rented (which is an additional 224 sqft), the flat rate is $600 and is ideal for Large Buffets, networking area or vendor or photo booths. If the Elevated Area is not booked, this space cannot be used by the Client for any reason.


Coworkers Lower Level Lounge - Generally this space is to be used by coworkers and short temporary resting location for any event attendee. This space is not available to be booked, but by request, and as an exception dependent on the activities happening in the building during the booking time, this room can be booked at a rental rate of $400 flat rate plus $90 cleaning fee. If sofa furniture needs to be removed for use as a dining area there is a $150 furniture moving fee in addition to any table rental. There is also a $200 refundable Damage Waiver fee. The use of this space by the Client’s guests may be charged for. This space is never to be used by unsupervised kids.


Patio - The outdoor patio is a 700 sq ft shared space (if not rented exclusively) with coworkers and other space renters. The space can be rented exclusively for outdoor events, ceremonies and for catering such as BBQ or smokers.There is capacity for 50 guests dining, 45 rented chairs for ceremonies and 70 guests reception style with no furniture. Guests can arrive through the side of the building gate and then enter the building via the closest back door. The patio is fully accessible by wheelchair.


With the exception of rental of our plastic tables, no indoor furniture can be moved outside. We can rent folding chairs starting at $2.50 each plus delivery or Chiavari chairs that can then be taken inside. Our patio furniture consists of 3x glass square tables, 12x chairs and 3x umbrella's that can be in the middle of the tables or independent as they have their own stands. There is also bench seating at one end and a couple of Muskoka chairs at the other. There is shade or rain protection from a small gazebo. There currently isn't a sound system, but you can bring your own as there is plenty of electricity. We just ask that you are respectful of our residential neighbours. You can rent or bring your own BBQ. If a BBQ is used, then a tarp is to be put on the patio floor to prevent any stain from cooking fat, grease or any type of cooking equipment. Any outside patio cleaning required after an event will be charged to the Client.

We have the documentation, schematics and pictures required to accompany your AGCO application for the patio to be included in your alcohol permit application request. This doesn't guarantee a confirmed response. Since the Patio is a weather dependent space, if the forecast calls for rain that day, we can plan to move you inside to the Large Room (if available) for an additional cost.


General equipment - Each space has a dedicated whiteboard. The Large Room whiteboard has a flip chart on the other side. There are 2 mobile whiteboards for use in any of the spaces. In addition we have 3 easels that can be used to display pictures at memorial events or be used as whiteboard or flipcharts. There are also a number of extension cables and two 8’ floor cable covers for safety if needed to be used in traffic areas.


Elevator - Collabüro has an elevator that is accessible at street level. The door is not automatic so will need to be swung open for the person requiring access and assistance given to open the outside and elevator doors. Access on the lower level is directly into the Large Room and access from there to the large accessibility bathroom which also does not have an automatic door. Access to the top level is via the Elevated Area to the raised area and the Small Meeting Room. The Main Hall is made of 2 areas, the main floor has no wheelchair or cart access due to 3-step staircase, but the raised area and stage can be accessed by wheelchair or cart (as it is the same level as the Elevated Area). An adjustable table accommodation will be provided to those in wheelchairs at no charge. To use the Elevator you must press and hold the call button to have the elevator reach your level. Once the door is closed, press the button for the floor you wish to go to but continue to press/hold the button until you have reached the destination and the elevator has stopped. If the elevator stops unexpectedly. Take your finger off the bottom and then press and hold again. If there is a power outage the elevator has its own generator so continues moving. If in the unlikely circumstance that someone is stuck, call the emergency number displayed 1st rather than 911. Do not use the elevator in the event of a fire.


Bathrooms - There are 5 bathrooms. One is wheelchair accessible and also contains the baby changing table. The one with the orange door has a shower and a bidet. Client to supply their own soap and towels. There are 3 additional unisex individual bathrooms.


8. Set up / Clear-up Services
8.1 Set up Services:

Collabüro has 3 types of set-up services to choose from:

  1. Budget-friendly DIY Set-up Service - included in cost - Service includes full room layout with placement of furniture as per agreed plan including linens and chair covers (if rented through Collabüro).

  2. Concierge Set-up Service (Banquet) - $2.25 / person - Same as the 1st option (DIY Option), with full dinner service layout on tables (dishes, glasses, cutlery, napkins, centerpieces, chafing dishes, utensils) as well as buffet set up (adding hot water to chafing dishes and wrapping cutlery if needed). All items need to be provided by 7pm the evening before the event to Collabüro staff (unless rented through Collabüro).

  3. Concierge Set-up Service (Reception/Cocktail Buffet) - $50 flat fee (for up to 1 hour) - Same as the 1st option (DIY Option), with the setup of the buffet table (adding hot water to chafing dishes and wrapping cutlery if needed). All items need to be provided by 7pm the evening before the event to Collabüro staff (unless rented through Collabüro).


8.2 Clear-up Services:

Once an event is done, Collabüro has 3 types of clearing up services to choose from:

  1. Budget-friendly DIY Clean-up Service - included in cost - The Client is expected to take home all their belongings (including any 3rd party items that the client rented without Collabüro's help or have 3rd party items picked up at end of event), recycle into the appropriate garbage/recycle/compost/cans bins. If 3rd party rentals were done by Collabüro, it is expected that the Client wipe off food debris from the dishes (into Green Bin), empty liquids from glasses into the sink, wipe out and empty the water from chafing dishes, and place everything back into the transport containers they came in. Any rented linens needs to be put into the provided laundry bag. Any extra cleaning time caused by not doing the above will incur extra cleaning fee. The use of confetti or anything that takes longer to clean may also get charged an extra fee dependent on the extra time incurred.

  2. Walk-Away Service (Banquet) - $2.75 / person - The Client can choose to select the Walk-Away Service, and leave the space as if they were leaving a restaurant. The Client is still expected to take home all their belongings (including any 3rd party items not rented through Collabüro).

  3. Walk-Away Service (Reception/Cocktail Buffet) - $60 flat fee (for up 2 hours) - Client can choose to select the Walk-Away Service from a reception/cocktail space without doing any cleaning. The Client is still expected to take home all their belongings (including any 3rd party items not rented through Collabüro). Based on our experience, 2 hours is usually enough time for a full clear up of the space.

If both the Concierge Set-up Service and Walk-Away Service (Banquet) are purchased a reduced rate of $4.50 per person is available.


8.3 Accident Cleaning – If there are spills during your event, please clean these up immediately as liquid puddles will damage the floor or surfaces. We have a Cleaning Room, which is located to the right of the orange bathroom door. This room contains a spin mop as well as a bigger bucket and mop. There is a large blue sweeper for use on dry floors as well as dustpans and brushes. There is a stick vacuum cleaner on charge behind the sofa in the Lounge or a bigger vacuum in the cleaning closet. There are dishwashing soap containers and brown paper rolls on the counters by the kitchenette sinks or liquid bottles under the downstairs sink where there are also cleaning cloths. You do not need to clean floors and other surfaces after your event, we have a cleaner hired to do that.


8.4 Recycling - Collabüro takes pride in the recycling efforts we do. The Client is expected to recycle as per the list below. Recycling efforts are appreciated, but if the Client does not recycle (or recycle properly), then an Environmental fee may be charged unless the Client takes away the garbage upon leaving. Bags left that have a mix of items, especially black bags containing food, will be sorted by Organization staff and the Environmental Fee will be charged depending on hours spent recycling on behalf of the Client. Illegal dumping on neighbouring property may lead to fines charged to the Client.


There will be spares of each kind of bag by the sink and extras are in the cleaning closet near the bathrooms.


Clients cleaning up after events are asked to empty all liquids from cups, cans and bottles before putting them in the garbage/recycle bags. A bucket is provided for cups to be emptied into before liquid is put down the sink. Black bags and blue bags leak liquids, this may increase the amount of cleaning required, especially if liquid leaks on rugs as these require specialty cleaning and extra cleaning impacts Client's damage waiver refund.


Bag Disposal - If you have recycled, leave the bags in the bins and our cleaners will dispose of them. If you have an overflow of bags these can be left inside the Elevator corridor (at the street level). If you have not recycled then please take all bags home, off the premises. Do not dump in nearby premises as you will be recorded on camera and maybe subject to fines.

Boxes of alcoholic bottles can be left inside the Elevator corridor (at the street level) so that they can be returned for funds to the charity efforts. Full smelly green bins can also be placed in this corridor, not blocking either the elevator or exit door. The Client understands that the caterer (or 3rd party) responsible to handle clean-up of the event, will abide by clean-up/garbage disposal requirements listed above.


9. Third Party Rental Equipment through Collabüro:

The Organization may rent items required for the event as a convenience to the Client. Rental company policies must be adhered to by the Client and it is the Client's responsibilities to familiarize themselves with these policies which we provide. Collabüro shall in no event be liable for loss, deduction, theft, or damage to those rented items. The Organization will place the order for rental equipment on the Client’s behalf and then invoice the Client for the cost at which time the invoice is payable in full. This arrangement allows the Organization to handle delivery and pick-up to/from our building on the Client’s behalf. The Client can choose to pick up items to save on delivery fees. Large number of chairs and round tables need to be delivered by a truck. On arrival of the rental items, the Organization will check that the inventory list is complete, construct backdrops, layout tables/chairs on the floor and put linens on tables as part of the Budget-friendly DIY Set-up Service indicated above. Crates of plates and glasses will be placed next to/underneath the buffet tables for the Client to organize (unless the Concierge Set-up Service is purchased).


The Client to read and understand care of rental equipment provided by the rental company to know how to handle clean-up of rental items. The Organization will take care of any cleaning required for rental items if the Walk Away service is purchased


9.1 Third Party Rental Equipment NOT through Collabüro - If the Client rents equipment and/or furniture from a supplier then the Client is responsible for being present for delivery and must advise Organization of pick-up arrangements. No 3rd party equipment can be left in the event space as it may interfere with the next booking, unless this has been agreed with the Organization. In the case that the Organization agrees to handle the rental company pickup of items rented, the Client must place all items in the Elevator corridor (at street level) prior to the end of the booking period. The Client’s rental company should be given the Organization contact number and can call on arrival to be given remote access to the Elevator Corridor where the items are placed. Rental company is responsible for making sure the exit door is securely shut so that remote locking is possible. When open, the door will lock automatically after 1 minute, so the deadbolt will prevent the door from closing. Rental company may need to unlock the door by turning the inside knob before closing the door.


The Organization reserves the right to charge an inconvenience fee of $50 for the 1st hour and $25 per additional hour (up to $250 / day) past the booking rental period for unremoved items not rented through Collabüro. i.e. chairs or tables or any large items that cannot be stored away or hidden easily, or cause an inconvenience to cleaning staff or to the set up of the next booking.


9.2 Care of Fiesta Rental Items:

Equipment remains the responsibility of the customer from the time of delivery/customer pick-up to the time of its return. Items are to be used for their intended purposes with normal wear and protected from damage due to neglect, abuse or misuse.


Items not meeting these conditions are subject to additional fees. Broken glasses/plates should be returned as breakage is covered by the Fiesta damage waiver but any missing or stolen items are not and therefore charged at 7 times the rental cost. Client is advised to do a count and confirm that cutlery is not thrown out by mistake.


Please check this link for Fiesta’s full list of Terms & Conditions:- Fiesta Terms & Conditions


9.3 - Client to check the details of 3rd party rental suppliers rules as Chafing dishes from other suppliers often need to be emptied, washed, dried and put back in their original boxes. Plates also may need to be washed.


10. Use of your Booking Space


10.1 Decorating Event Space - The Client can decorate the rental space. The Client needs to take permission to decorate or use any space outside of the rented space, such as the front lobby or stair case. The Client cannot use pins or sticky tape on walls, as wall/paint damage will occur. The Client can pin items carefully to the sound panels, and cannot remove any sound panels off the walls) - best to use long pins as thumbtacks do not hold as well. The Client can adhere streamers to the ceiling of the Large Room or fairy lights to the columns using painters tape or Blu Tac. The Client cannot remove any artwork off the walls without permission from the Organization. Please advise Collabüro Event Manager about decorating plans ahead of the event. It is important that the Client pass on requirements to 3rd party decorators as their ignorance is not a defense in the event they cause the Client to lose part or all of the damage waiver due to damage to our walls and paintwork etc by them.


10.2 Use of Signages - The Client shall be entitled to display, or install necessary signages, banners and indicators [banners, signs, flyers, indicators, video trailers etc] of the Client in and around the designated space without causing damage to Organization signages, furniture, paint, murals, walls, ceiling or floors. Such necessary displays shall be done in a manner not to constitute a disturbance, nuisance damage, interference or inconvenience on the entire property.


10.2 Height Safety - Do not stand on tables, chairs or the bench, especially the tables in the Large Room as this can damage the tilt mechanism and they can fold unexpectedly causing injury. Please use the step stool that is stored alongside the downstairs fridge. A higher step ladder is also available in the lower level backdoor storage area. Client use of the step stool and step ladder at their own risk.


10.3 Candles, Sparklers and Confetti/Glitter - Please discuss with the Collabüro Event staff any plans to use real candles or any item that has real fire. Organization prefers that the Client rent from Collabüro or purchase their own battery operated candles. Collabüro has 6” and 4” candles as well as tea light sizes available. Candles on Birthday cakes are acceptable. If real candles are used they must be in a sturdy container where the container is at least 5 inches taller than the top of the candle. Collabüro advises avoiding confetti cannons as the confetti when wet leaves an “ink stamp like stain” that is a challenge to remove. Also glitter or balloons with slithers of foil inside are impossible to clean up and our cleaners charge extra which is passed onto you. If the Client chooses to use these balloons, they must be burst deep inside a garbage bag to avoid slithers from falling on the floor. Sparklers have caused burns to tables and floors so if the Organization gives permission, it is advised these are used with caution and away from any furniture. Even with permission, the Client is liable for any damage caused by fire from candles or sparks. Sparkling Fountains are not to be used indoors (as it states on the packaging).


10.4 Scents - Collabüro promotes a scent-safe environment, scented products should not be worn, and scented items should not be brought into the facility. Incense sticks, incense burners and bakhoor are not permitted indoors. Fog machines must not have scent or create moisture on the floors.


10.5 Smoking - No illegal activities are allowed on the Collabüro premises. As per the Smoke-Free Ontario Act, 2017 as amended by By-law 2020-354 the Client is breaking the law (in addition to the smoker) if they allow any smoking within the Collabüro building.

This Act applies to,
(a) tobacco in any processed or unprocessed form that may be smoked, inhaled or chewed, including snuff, but not to products intended for use in nicotine replacement therapy;
(b) cannabis;
(c) vapour products; (including shisha/hookah) and
(d) prescribed products and substances.

“use”, with respect to electronic cigarettes, includes any of the following:

This includes the use of fire within the facility such as non-birthday candles, sparklers, fireworks etc. Exceptions can be made such as Smudging ceremonies, once approved by Organization. Smokers cannot smoke by the front door, back door or on the back staircase to prevent smoke entering the building. Smokers can smoke in the carpark or by the Claridge building next door where there is a butt receptacle, or on the outdoor patio (away from anyone eating) in the back where there is also a butt receptacle. Failure to fully enforce our rules on no smoking will result in a $500 charge as to eradicate the smoke/scent/weed smell may require the rental of air purifying machines, and/or cause Organization a great deal of inconvenience to have to be on site unplanned, implement quick methods to ventilate the air to have the space usable again, use air/fabric fresheners to freshen soft furnishings, sound panels and floor mats, cancel or discount affected next bookings, etc. To assist you with enforcement, no smoking signs will be placed in strategic spots as well as smoke detectors placed in bathrooms. Security team must be advised by the Client accordingly.


10.6 Outdoor Patio. The outdoor patio is a shared space (if not rented exclusively) with coworkers and other space renters. Any outside patio cleaning required after an event will be charged to the Client. Use of the Patio exit and the side of the building gate is advisable when going out for lunch as the front door is locked. The patio is fully accessible by wheelchair via the gate.


10.7 Parking - Collabüro has two parking spaces that are available on a first come basis on our property for up to 2 hours during hours of operation - the Client must park without over hanging onto the pavement as this could incur you a Bylaw ticket. During multi-events bookings one space to be used for each event. A yellow cone is to be respected when used as they serve to reserve a space for deliveries or disabled guests being respected. The Client must use the unloading bay on Preston Street (outside of Peloso Cleaners) when a truck is used to unload, or any vehicle that does not fit on the Collabüro parking spot.


There are parking lots in close proximity to Collabüro with a maximum charge of $15 for weekday parking and a fixed evening/weekend rate of $4, at the corner of Adeline and Rochester (3 minutes walk) and on Beech Street and Rochester and at the Dows Lake parking on Carling Ave (both less than 5 minutes walk). Please checkout our parking map at https://collaburo.com/en/page/directions-parking for nearby street parking that has 1, 2 and 3-hour parking limits during weekdays, or free for evenings and weekends (or according to laws set out by the City of Ottawa). There is a private parking lot at 485 Preston Street, which is 1 minute walk from Collabüro at $15 per vehicle for the day or $7 for evenings and weekends. Please contact Giulia ahead of booking time at 613-862-9910 or [email protected] to check on availability and reserve spaces. Parking at neighbouring properties is not available - although closed, the garage forecourt is in constant use with tow trucks dropping off vehicles for repair which may block parked cars in, and the NuChic Hair salon has residential space above that use their parking spot. Parking at the CIBC car park and at the private lot next to Peloso Cleaners without prior payment arrangement may also cause cars to be towed or ticketed.


11. Indemnity – The Client will be solely responsible for, and will indemnify, defend and hold the Organisation (including its managers, directors, employees, contractors and those for whom the Organisation are responsible in law) harmless from, any damage, loss, expenses and other liabilities arising out of or relating to the use of the facilities, equipment and/or services, or a breach of this Agreement or applicable laws, by the Client or any of the Client directors, officers, employees, agents, associates, contractors, guests and any person for whom the Client are responsible in law, including any injury or death, or damage or loss of property. The Client will promptly notify the Organization of such damage, loss, expense and other liabilities.


12. Privacy – Subject to consent, any personal information the Client receives may only be used by authorized Client staff, agents or guests to fulfill the purpose for which it was originally collected, or for a use consistent with that purpose unless expressly consented to otherwise.


13. Personal Property – All personal property of the Client or guests placed in the rented premises, or in any other portion of the property on which the premises is located, shall be at the sole risk of the Client or guests and the Organisation shall in no event be liable for loss, deduction, theft, or damage to such property unless caused by or resulting from negligence of the Organisation, or its employees. We will inform the client if any items are found on the premises. These will be kept for collection up to one month and then donated to The Salvation Army.


14. Use of Trademarks – All trademarks, trade names, service marks, logos, designs and symbols of the Organisation are owned by the Organisation and any unauthorized use is strictly forbidden unless with our prior written consent, whose consent will be exercised at our sole discretion. Without limiting the generality of the foregoing, the name “Collabüro” or “Collaburo” must not appear in the heading of any of the Client advertising or promotional materials unless for the sole purpose of way-finding. Also, the Organisation does not, and must not be perceived to be, sponsoring, endorsing or otherwise promoting or supporting the Client activities, products or services.


15. Force Majeure – The Organisation will use reasonable efforts to make the facilities, equipment and/or services available to the Client during the times and dates set out in the Agreement. However, if there exists any causes beyond our reasonable control, changes in the laws of Canada or our institutional policies, governmental restrictions, wars, fires, floods, storms, strikes (including illegal work stoppages, or slowdowns), lockouts, labour shortages and building system failures, the Organisation may terminate this Agreement.


16. Entire Agreement – This Agreement, including all Schedules, is the entire agreement between the Organisation and Client with respect to the use of the subject facilities, equipment and/or services for the times and dates specified, and will supersede any and all prior discussions, negotiations and agreements with respect to the same subject matter.


17. Governing Laws – This Agreement will be governed by the laws of the City of Ottawa, the Province of Ontario and the laws of Canada applicable therein, without reference to its conflict of law principles. The Client will comply with Ottawa's Health and Safety guidelines in terms of checking vaccination status of attendees, timed curfews, number of attendees, and mask rules.



This list of information is extensive but in no way exhaustive and will be updated as new issues are brought to our attention or need explanation.