The Conference Place - Best Practices

1.0 Fees

1.1 Room rates are available by contacting The Conference Place staff, 800.341.6322x 4880 or email theconferenceplace@ontarioshores.ca.
1.2 All charges are subject to HST.
1.3 Acceptable methods of payment include cash, Visa, MasterCard or cheque made payable to Ontario Shores.

2.0 Parking and Access

2.1 Ontario Shores offers wheelchair-accessible parking spaces.
2.2 There is a fee for parking. Contact The Conference Place staff for options.
2.3 Access to The Conference Place is no earlier than 8:00 a.m.  Evening and weekend access to The Conference Place is through Switchboard, Building 1. Note: Groups of 35 people or more will be supervised by The Conference Place staff.
2.4 Exit from The Conference Place by all event attendees must be no later than 9:30 p.m.

3.0 Terms of Use

3.1 The Conference Place is a barrier-free and accessible space.
3.2 All rooms rented must be left in the same business-ready state in which they were provided by Ontario Shores The Conference Place at the beginning of the event rental. 
3.3 Any audiovisual equipment in the room(s) will not be moved or tampered with.
3.4 No food or beverage is permitted in the Lecture Theatre.
3.5 All event attendees will adhere to code of conduct which includes respect, professionalism, and calm mannerism, appropriate to a mental health care setting.  The privacy of our patients must be respected and confidentiality maintained.
3.6 Ontario Shores is a no smoking Centre internally and externally. SMOKING IS PROHIBITED on all hospital property.
3.7 In keeping with Ontario Shores’ fragrance-free policy, event attendees are discouraged from using perfumes, colognes, aftershave, and scented lotions.

4.0 Catering

4.1 Catering shall be provided by Ontario Shores at the renting organization’s cost.

4.2 Catering menu and options are available at http://www.ontarioshores.ca/cms/one.aspx?portalId=169&pageId=2501.
4.3 Three days are required to adjust/revise catering count, otherwise a service charge of 10% will apply.
4.4 Catering cancellations must be provided in writing to the attention of Ontario Shores Conference Place Manager 14 calendar days in advance of the scheduled event, otherwise a $50.00 cancellation charge will apply.
4.5 On-site Ontario Shores’ cafeteria and Café is limited to groups of 20 people or less.

5.0 Audiovisual Equipment

5.1 All conference rooms are fully equipped with integrated data projector and screen and one flip chart.
5.2 Equipment is available for rental.
5.3 The renting organization is responsible for set-up and take-down of any owned audiovisual equipment brought in for use at Ontario Shores The Conference Place.  Any owned audiovisual equipment will not be left in any of the Conference Rooms/Lecture Theatre overnight if the event is longer than one day.
5.4 The renting organization is responsible for returning any loaned audiovisual equipment in the same condition they received it and will not leave it unattended at any time during the loan period.

6.0 Media, Televising, and Broadcasting

6.1 Any media involvement, televising, or broadcasting of the event is prohibited unless a request with full description is submitted in writing at least 30 days in advance of the event date, Ontario Shores authorizes same, and a Contract with Terms and Conditions acceptable to Ontario Shores is signed in advance of the event date by both the renting organization and Ontario Shores. 

7.0 Filming, Photography, Audio Recording, Visual Recording

7.1 Any filming, photography, audio or visual recording at the event is prohibited unless a request with full description is submitted in writing at least 30 days in advance of the event date, Ontario Shores authorized same, and a Contract with Terms and Conditions acceptable to Ontario Shores is signed in advance of the event date by both the renting organization and Ontario Shores. 
7.2 Filming, photographs, audio and video recording will not include patients.

8.0 Insurance

8.1 During the term of this agreement, the renting organization shall maintain in full force and effect general liability, property liability, contractual liability insurance including a cross liability clause in a minimum amount of $1 million for any one occurrence. Such insurance shall name Ontario Shores as additional insured but only with respect to this Agreement.

The renting organization shall provide Ontario Shores with evidence of insurance at least 30 days prior to the date of the event.

9.0 Application

9.1 All customers are required to fill out an online Event Planning Form.
All Applications are processed by The Conference Place Staff. A confirmation email will follow, including all associated costs.

10.0 After Hours

10.1 Internal and external customers are to sign in at Switchboard for evening and weekend functions.  Security receives a security request with customer information to open and lock the reserved space. Note: The Conference Place staff will oversee functions for groups of 35 or more.  Staffing fees may apply.
10.2 Audio visual equipment is available. However, to reserve audio visual equipment, it is the customer’s responsibility to contact The Conference Place Staff during regular business hours to pick up the instructions and sign loan agreement.  Note:  If the instructions are not picked up and loan agreement is not signed the equipment will not be available.

11.0 Hours of Service

11.1 Regular hours of service are from 8:00 a.m. – 4:30 p.m.
Monday to Friday.
11.2 After hours of service are from 5:00 p.m. – 9:30 p.m.
Monday to Friday and all hours on weekends.