Deposits, Refunds,
Room Changes or Cancellations
1. Please allow up to two business days for a response. All submissions will be contact by phone with availability and final cost of booking.
2. Payment may be made by e-transfer, VISA or MasterCard by phone, or cash, debit or cheque in person.
3. All bookings are subject to a deposit.
DEPOSITS
All room bookings require a non-refundable Booking Deposit of 50% of the rental rate is required within 72 hours of the booking to ensure their event is confirmed. The deposit will be deducted from the total amount owing.
Damage Deposit: All facility booking clients are required to provide authorized Lacombe Performing Arts Centre staff with a credit card number to cover any damages that may occur during the event. If damage does occur, the Performing Arts Centre Director will contact the individual prior to processing any charges to the credit card on file.
REFUNDS/ROOM CHANGES/CANCELLATIONS
A minimum of three-days notice must be given to the LPAC Staff in order to cancel or postpone a booking in the Fireside Meeting Room or Art Room. A minimum of fourteen days notice must be given to cancel or postpone a booking in the Theatre. The following terms apply:
Fireside & Art Rooms: less than 3 business days prior to booking date - no refund or credit will be issued
Theatre: less than 2 weeks prior to booking date - no refund or credit will be issued
NOTE: The LPAC reserves the right to cancel any long-term booking to arrange for special events. Every effort will be made to replace such cancelled time.
Policies
The following are the conditions agreed to once payment has been made for any and all bookings with the Lacombe Performing Arts Centre.
1. ROOM ACCESS - the booked room may only be accessed based on the time it is booked for, if you require additional setup and clean up time this should be included in your rental time.
2. LIABILITY - The Lacombe Performing Arts Centre (LPAC), its Directors and employees will not be liable for any injuries, including claims that could occur due to food and liquor consumption.
3. INSURANCE - Renters must have the appropriate Liability Insurance and/or Party Alcohol Liability Insurance. Renters should provide LPAC with the appropriate Certificate of Insurance upon arrival for rental and be aware that LPAC assumes no risk or liability for any actions that could cause risk to guest of the renter.
4. SUPERVISION - There must be one supervisor for every 25 guests. As the renter you are responsible for all guests, including their behaviour and actions.
5. LPAC REPRESENTATIVE - LPAC will provide a facility attendant available in person or by phone during the booking times. All questions and requests must be directed to them.
6. CHECK IN/OUT - Upon arrival the renter must check in with front office and will be the point of contact for the duration of the booking. At that time a walkthrough of the facility and room booked will be completed and any room deficiencies/imperfections will be noted. No one may enter the booked room until this is complete. Please arrive 15 minutes prior to booking. At the end of the booking a Check Out will happen with a walk through again confirming no damage has been done.
The LPAC is not available to the Renter until 8:00 a.m. to ensure adequate time for cleaning and setting up for the meeting.
Late night bookings: The facility must be vacated by 3:00 a.m. (if time stipulated in rental agreement correlates) to ensure adequate time of clean up for the next function. Failure to vacate the LPAC by 3:00 a.m. will result in an additional cost of half the total rental charge.
7. DAMAGE - Damages include the interior and exterior of the facility, or portion thereof that has been rented. If damage occurs to parts of the facility not rented by the user, and it can be proven that the damage exceeds the damage charged will be applied to the credit card, or the client will be invoiced by Lacombe Performing Arts Centre (LPAC). Lessee is responsible to cover all additional expenses. Failure to do so will result in legal action table by the LPAC and suspension of rental privileges, until such time as all funds owing to the LPAC have been paid in full.
8. LOST OR STOLEN ITEMS - LPAC takes no responsibility for lost, stolen or damaged items brought onto the facility property.
9. DECORATIONS - Renter must request permission from LPAC before adhering any decorations to the walls, doors or ceiling. Any means of adhering décor that causes damage to the facility in any way is not permitted and will result in a charge against the deposit. Use of glow sticks, bubbles, rice, confetti, or fog machines of any type are not allowed inside or outside facility. An additional cleanup fee ($50 per hour) will be charged if this regulation is not adhered to. This fee will be deducted from the damage deposit.
The use of tape, nails, staples, or thumb tacks for hanging decorations on wall is prohibited. No decorations will be permitted on the ceiling. The renter is responsible for the complete removal of all decorations and balloons upon completion of the event. Please ensure your decoration are of a stand –alone nature.
10. OPEN FLAME - No unattended open flame candles are permitted as per the Lacombe Fire Department Regulations. Candles must be in an enclosed container with the flame no more than 2” from the top rim of the container. All uses of candles must be approved by the Facility Administrator, prior to your event.
11. CLEAN UP - Clean-up is the responsibility of the renter and any time required is included in your rental time. It is the renter’s responsibility to ensure that all of their staff and guests and additional help are given enough notice to clean and pack up their equipment.
o GARBAGE - Renter must remove all garbage (bags will be provided by our community attendant) and place the garbage bags into the outside bins. Garbage must be placed directly into the bin and not on the ground.
SWEEP - Renter is responsible to sweep the floor of the room in use.
MOP - If there is liquid spillage on the floor, the renter must mop the affected areas.
KITCHEN - If the kitchen is being used, it must be completely cleaned after use; floors, counters, oven, stove, microwave, dishware cleaned and placed in their designated areas sinks and any other item(s) used must be left clean.
12. OVERTIME - Any bookings exceeding the booked time will be billed at double time.
13. WAITING AREAS/LOITERING - Loitering in the common areas of the building is not permitted. Tenants are to use the common areas for access to the rented premises and for use of the washrooms only. Anyone found loitering in the building will be asked to return to their rented room or leave the premises. Should you be offering a class or something where people may be asked to wait there is only one waiting area in the facility which is the main lobby. This is shared by all groups in the facility and is the main congregating place for patrons of the theatre. Be courteous and conscious of others in the space.
Please do not wait or allow your guests to wait in the upstairs hallway or main floor hallway. Should you need a place before your guests to wait or a breakout room, please make a request for a second room.
14. SOUND - We know that not all events are quiet, but we do have a strict sound policy when it comes to sound overflow into the halls and especially into other rooms. LPAC reserves the right to ask your group to turn down volume and be respectful of other tenants in the facility. We therefore recommend any amplification be easily adjustable should you be requested to adjust the volume. If you do not abide by the request your group will be asked to vacate the premises immediately without refund or credit.
15. CHAIRS & TABLES - While use of these are included with your booking, a request for quantities and set up should be made with your booking. The renter is responsible for moving and setting up tables and chairs during the function. Fire regulations state that all fire doors must be freely accessible at all time; 8 ft clearance from all exits. Please ensure you have enough tables as the LPAC has a limited amount.
16. CHILDREN - Children under the age of 16 must be under the supervision of a responsible adult (over 18 years old) at all times and are not permitted to be loitering in the common areas of the building.
17. SAFE SPACE - LPAC staff will not tolerate verbal, physical or psychological abuse on any level and have the right to refuse a booking based on their own personal safety.
18. LIQUOR - As per Alberta Gaming & Liquor (AGLC) requirements, you must obtain a liquor permit and supply it to the LPAC Staff. We must post this license next to where liquor is being served. If you fail to do so, liquor cannot be served.
As per AGLC requirements, no homemade liquor, wine or beer is allowed on our premises. Any liquor that does not have a store bought label on it will be confiscated immediately.
No persons serving alcohol may consume alcohol during their shift.