Policy

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Deposit and Cancellation Policy

Bookings are not confirmed until deposits are received. Half of the room rent is required as a deposit if the function is more than four months away. Four months before the function the balance owing is to be paid. Two weeks prior to your function we require number of guests for set up and prepayment of corkage fees and incidentals. In case of cancellation, deposits will be refunded only if the space can be re-rented to a customer.

Alcohol Service

We require that you purchase Party Alcohol Liability Insurance and the Highwood Memorial Centre is named on this Policy. The Insurance must be obtained by the person named on the Alcohol Permit. Proof of Insurance is required two weeks prior your function. Please talk to your insurance agent. You are liable for your function. We recommend that your function assign a designated driver or provide a taxi service.

Corkage

If serving alcohol the Centre’s corkage must be used. Corkage includes the use of one or two bars, pop, orange, clamato, cranberry and lime juice, plastic glasses and ice. If you are supplying the alcohol please ensure you provide a float and the tickets for your ticket seller. There is zero tolerance for liquor not covered on the permit (eg. homemade wine and beer). No alcohol may be consumed other than the date, hours and room specified on the permit.

Bartender

The Highwood Memorial Centre supplies Bartenders. Bartenders are required to clean off tables (drink glasses, wine and beer bottles).

Ticket Seller

Please supply your own. Tickets and a float will be necessary.

Full Bar Service

Offered by the Highwood Memorial Centre. Alcohol sold by the drink. Minimum attendance of 100 people. The centre supplies: alcohol, permit, corkage, bartender, ticket seller.

Kitchen

Please inquire at office for availability and Kitchen Usage Agreement. There is a fee of $3.50 per person to use the Kitchen which includes place settings and kitchen inventory. Please ask for an inventory list. Prepayment is required one week prior to the event.

Please Note

The rotunda is a public area and CANNOT be rented. When you rent a room, you rent that space only. Due to fire regulation, doors in and out of rooms must never be blocked by tables, displays, coat racks etc. You are responsible to see that all exits are freely accessible to the people at your function. Approximately 9 feet of space is required around the exit doors. Highwood Memorial Centre is a NON SMOKING facility. Please use the ashtrays available outside.

Decorations

No Decorations are allowed on the walls unless you use a product such as 'Fun Tak' or 'Hold It' which is available at any stationary store or drug store. Nothing is to be attached to the lights.

You may call the office the Monday prior and if no one is using the Medicine Tree Hall the day before your function you may rent the hall to decorate at half price ($350.00 plus gst) between the hours of 11:00 am and 4:00 pm. Decorating must be completed by 4:00 pm. Check with the office to see if the room is available. For extensive decorating we suggest booking the hall for the entire day before your function. The office closes for lunch between 12 and 1:00 pm.

Stage Lighting

Basic soft wash lighting on stage. Any other lighting needed, please contact Windmill Theatre Players.

Animals

No animals are allowed on the premises other than service dogs.

Damage

Any damage that occurs is the renters' responsibility, and the charges will be applied to your final bill. i.e. broken chairs, broken mirrors, holes in walls, scrapes on floors, tape marks on walls. A damage deposit may be required at the discretion of the management.

Excessive Noise

Please check with the office if you are anticipating an excessive amount of noise so we can avoid conflicts with your function and another function going on in close proximity.

Time In

Earliest 10:00 a.m. on Saturdays and Sundays unless special arrangements are made with the office.

Time Out

THE BAR MUST BE CLOSED AT 1:00 a.m. NO PERMITS AFTER THIS TIME AND GIVES ONE HOUR FOR CONSUMPTION. Building must be vacated by 2:30 a.m. Failure to vacate at this time will result in a $200.00 per hour surcharge.

The room rate includes one set up and clean up of the room to your specifications. There is no charge for tables, chairs, risers, screens or flip charts.

PLEASE NOTE THAT YOU ARE RESPONSIBLE TO REMOVE EVERYTHING THAT HAS BEEN BROUGHT INTO THE CENTRE FOR YOUR FUNCTION (e.g. BAND OR DJ EQUIPMENT, ALCOHOL, EMPTY LIQUOR BOTTLES, DECORATIONS) BEFORE YOU LEAVE!

IF YOU REQUIRE ASSISTANCE DURING THE DAY PLEASE CONTACT THE OFFICE (HOURS 9 a.m. - 5 p.m.) THE NIGHT SUPERVISOR IS AVAILABLE FROM 5 p.m. - 2:30 a.m.

Questions?

If you have any questions please call the office at 403-652-4404.


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