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Veterans Memorial Gardens & Interpretive Centre - Facility Booking Agreement

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Facility Booking Information

Booking Agreement

Booking Agreement A contract for each booking will be issued by CMTA – Veterans Memorial Gardens. Your booking is confirmed upon returning this signed agreement to the facility management team.

 

Fees & Deposits:   CMTA – Veterans Memorial Gardens requires a deposit in the amount of half of the estimated total invoice. This is due for all functions and extended workshops, or as required by management. Deposits are due upon confirmation of receiving a signed contract. This amount will be applied towards the outstanding balance of the facility rental. CMTA – Veterans Memorial Gardens reserves the right to retain the deposit if the confirmation booking is cancelled. Damage Deposits are also required for bookings and will be returned if no damage has been reflected as a result of the booking. Damage Deposits may vary depending on function and length of booking.

 

Setup & Takedown:   Setup must be conducted on the day of the event, unless otherwise approved. Takedown must be completed by the next business day’s opening. A fee will be applied if additional setup/takedown time is required.

 

Liabilities:   The client is responsible for any damages incurred by or to the facility during use. The client agrees to reimburse the CMTA for any damages resulting from the event. The client agrees to carry appropriate insurance to cover potential liabilities of said event. (i.e. PAL Insurance)

 

Security:   An additional security fee MAY be applicable for any event rental outside our regular operation hours (8:30am – 4:30 pm Monday – Sunday) This applies to events where public tickets are sold and alcohol is available. 

 

Small and Medium Events:   CMTA Staff or Security required ($20/hr).        

    

*Large Events:  Professional Guard and CMTA staff required (Guard rate +$20/hr).

The client is responsible for contracting a professional guard when necessary, and agrees to reimburse the CMTA for all unexpected security costs incurred as a result of the event              (i.e. False alarm causing a guard response). *The above points are subject to AGLC regulations if alcohol is being served.

 

Coffee and Tea Service is available through the CMTA. Ask for more information

 

Alcoholic Beverages:

-­‐ Permits from AGLC must be in place prior to service or consumption at an event.

-­‐ Consumption in the main foyer permitted only when the facility is closed to the public.

-­‐ Beer and Wine Coolers must be poured into glasses for consumption.

-­‐ Glass bottles + cans will not be allowed for direct consumption. 

All alcoholic beverages must be poured into a plastic cup for consumption.

 

SOCAN Fees:  Society of Composers, Authors and Music Publishers of Canada (SOCAN) is the Canadian copyright collective that administers the performing rights of more than 100,000 composer, author and music publisher members by licensing the use of their music in Canada. They collect license fees on their behalf.

SOCAN Fees are collected anytime music is played for public use. These fees will be passed on to the users of VMG+IC with no up charge. Fees are listed below.

 

 

Main Building

Gardens

Music only

 $29.56

$20.56

Music & Dance

 $59.17

$41.13

 

Catering:  VMG+IC  does not have an exclusive contract with any caterers. We can coordinate catering services for an additional administration fee of 20% above the catering bill. AHS credentials are required for any caterer providing services at the facility. The prep kitchen may be used to prep and store food during events only. There will be a $150.00 deposit required for use of the kitchen in addition to the rental fee. All perishables (including garbage) must be removed from the building immediately after the event is completed. All surfaces and equipment must be in the same condition as found to receive return of deposit. Any additional costs for damages due to use will be billed to the client at the discretion of CMTA management.

 

Smoking:  VMG+IC is a NON SMOKING facility. Smokers are required to use the signed designated area at the Rear of the Building.

Rentals Details & Additions - Rental Fees

General Meeting Rentals:  (no caterer, no hot foods - only using coffee pot, tea kettle and bringing in muffins, fruit, sandwiches.)

  • $30/hour for the rental up to 8 hours ($240 for the day)
  • $120 damage deposit
  • $30 cleaning fee up to 4 hour rental
  • $60 cleaning fee 4.5 - 8 hours (COVID-19 Guidelines)

Renters Responsibilities: 

    • Prepare their garbage from the bathrooms and kitchen for disposal.
    • Take down/remove all decorations/ pins and tacks are fine/no staples
    • Pick up all the garbage and cigarette butts outside.
    • Rinsing the coffee maker and ensuring that anything put in our fridges is taken with them

Catered Indoor Events:

Indoor Prep Kitchen + meeting area only, this includes the deck 

$40/hour for rentals up to 8 hours ($320) + GST

  • $120 cleaning fee 
  • $120 damage deposit

Renters Responsibilities:

    • Prepare garbage from the bathrooms and kitchen for disposal.
    • Pick up all the garbage and cigarette butts outside.
    • Take down/remove all decorations/ pins and tacks are fine/no staples
    • Wash and stack their chairs and tables back on the rack. 
    • General cleaning of kitchen, all bowls, utensils and counters cleaned up and put away. 
    • No food or beverages left in refrigeration units.

Renting our Outdoor kitchen/Indoor prep area/Meeting Room + Gardens

  • $50/hour for rentals up to 8 hours ($400)
  • $160 damage deposit 
  • $160 cleaning fee

Renters Responsibilities:

    • Prepare their garbage from the bathrooms and kitchen for disposal
    • Pick up all the garbage and cigarette butts outside
    • Take down/remove all decorations/ pins and tacks are fine/no staples
    • Wash and stack chairs and tables back on the rack
    • Clean the stove, grill, charbroiler, counter and refrigeration unit
    • Clean the prep kitchen and put away all equipment
    • Ensure that all food and beverages are removed

 

Weekends - Wedding/Family Reunion/Corporate Retreat Rentals:

Renting the outdoor kitchen and cement patio, the building and deck for a Friday decorating/rehearsal starting at 3 PM with or without a rehearsal dinner being catered, a Saturday Wedding and dinner and a Sunday Gift opening, out by 3 PM: 

$720 + $280 Cleaning Fees = $1000.00 + $350 damage deposit and GST

Renters Responsibilities:

    • Prepare their garbage from the bathrooms and kitchen for disposal
    • Pick up all the garbage and cigarette butts outside
    • Take down/remove all decorations/ pins and tacks are fine/no staples
    • Wash and stack chairs and tables back on the rack
    • Clean the stove, grill, charbroiler, counter and refrigeration unit
    • Clean the prep kitchen and put away all equipment
    • Ensure that all food and beverages are removed

Includes:

  • Saturday AM tidy up of the bathrooms, prep kitchen and main meeting room, garbages etc. all door handles cleaned ahead of big ceremony/meeting- $60 
  • Sunday Afternoon full clean: $220 cleaning fee.

Full Cleaning Includes:

  • sweep and wash floors
  • wipe down all surfaces
  • clean bathrooms 
  • sanitize all tables and chairs that have been stacked
  • sanitize all door handles
  • put trash in the dumpster and replace the inside bags
  • clean the grill, charbroiler, refrigeration units and all equipment

Available Equipment

Our meeting room has:

  • 48 chairs, 13 tables
  • Sound system for meetings
  • Smart TV
  • Podium
  • Security System (We have a Telus for Business system + can grant temporary codes for people to access the facility)  
  • Sandwich Board Sign (with Sandbags)
  • Sandwich Board Chalkboard to promote event (with Sandbags)

Our Indoor Prep Area has:

  • 48" backbar cooler (food grade)
  • bar fridge
  • 6’ bar
  • Stainless counter
  • Dishwashing station for light washing of ladles, spoons etc
  • Handwashing station
  • Bowls, tongs, slotted spoons, spoons, flippers, scrapers, paring knives, can opener
  • Coffee Pot
  • Tea Kettle
  • Thermometers for meat and other foods
  • First Aid Kit & Eyewash Station
  • Fire Extinguisher

Our outdoor kitchen has: 

  • Intercom system to talk to prep kitchen/bar
  • Hood and Grease Fan
  • 36" Gas stove with oven, 2 burners and flat griddle (pancakes, eggs etc.)
  • 36" charbroiler
  • 60" prep cooler 
  • 20" hand wash sink with stainless steel work table
  • Thermometers for meat and other foods
  • Grill and charbroiler utensils
  • Freezer for Ice
  • Fire Extinguisher
  • Burn Kit

 

Location & Contact:

 The Veterans Memorial Gardens & Interpretive Centre

10121-93 St.

Grande Prairie, Alberta, T8V 2X3

Email: admin@motorcycletourism.ca

Phone: (780) 933-0182

Map:

Hours of operation:

While COVID-19 has our community facility with our indoors displays and reference materials out of sight for the time being, our Gardens and their displays are open to the general public 7 days a week for 9 AM to 9 PM

When we are once again allowed to be open we anticipate our facility being open Tuesday to Saturday from 9-5.

© 2021 Veterans Memorial Gardens & Interpretive Centre is developed & operated by The Canadian Motorcycle Tourism Association: motorcycletourism.ca - All Rights Reserved