Hall Rental Policy
Our newly renovated Hall with a commercial kitchen is fully accessible, welcoming and attractive and is suitable for everything from community events, weddings and suppers to meditation practices, classes or seminars.
We have a state of the art, portable AV system for PowerPoint, Keynote and video presentations, too. It is the perfect setting for small business groups, executive or business off-site visioning, team-building or strategy-planning retreats. You name it.
We offer Special Rates to Not for Profit organizations and for Community Fundraisers.
To contact one of our Hall Rental Coordinators, please fill out the form below:
PARISH OF THE CHURCH OF THE GOOD SHEPHERD
28 TRINITY LANE, BEAVER BANK, NS B4G 1C2
Website: www.beaverbankchurch.com
CHURCH OF THE GOOD SHEPHERD HALL RENTAL AGREEMENT
NO SMOKING, CANDLES, INCENSE, HOOKAHS, CANNIBAS, ILLEGAL DRUGS OR VAPING
IN THE BUILDING.
GENERAL RENTAL AGREEMENT
DATE OF RENTAL: ___________________________ TIME: FROM _________ TO _________
RENTERS NAME: ______________________________________________________________
ADDRESS:
____________________________________________________________________
EMERGENCY CONTACT: (preferably cell phone) ________________________________
PURPOSE OF RENTAL: _________________________________________________________
By signing this agreement, the RENTER agrees to all conditions disclosed herein including but
not limited to the following:
This Agreement by, and between,
The CHURCH OF THE GOOD SHEPHERD HALL, (The “HALL”)
and
________________________________, hereinafter referred to as RENTER.
IT IS AGREED AS FOLLOWS:
RENTER is renting that portion of the CHURCH OF THE GOOD SHEPHERD HALL, as specified
in this agreement for the sole purpose of:
_____________________________________________________________ (event title)
1. Please review the rental agreement carefully, making sure that you understand all
procedures and fees. All of the conditions within the agreement must be adhered to. Bookings are
considered confirmed when the signed copy of the agreement, and any required deposits, are
returned to the CHURCH OF THE GOOD SHEPHERD HALL.
Please note:
a) The HALL reserves the right to refuse rental to any individual or organization.
b) The HALL has the right to withhold renting or refuse subsequent rental applications to
any group or individual who has failed to comply with any of the agreement conditions,
abused the HALL and/or its equipment.
c) Individuals or groups that, on a frequent basis, fail to utilize the facility, for which a
booking has been made, may be denied subsequent use of the facility.
2. Who may use the facility:
Any mature, responsible individual or organization may submit a booking request. The
individuals who use the facility will conduct their behavior in a positive fashion and be
under the immediate supervision and control of the individual who undertakes the
responsibility to rent the facility. No person under the age of 25 shall be the signing
authority of the agreement. The applicant must not assign, transfer or convey, sublet or
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otherwise dispose of the permission granted hereunder. The HALL is a multi-purpose
facility that is used by a variety of groups (i.e. charitable, community, service and private).
For youth bookings (parties, dances) there must be a minimum of one adult over the age of
25 for every 10 youth in attendance. NOTE: Political Parties and persons wishing to use
the facility may do so however, the HALL must remain non-partisan therefore all signage
must be posted only within the HALL being rented and only for the time of the event. Signs
and posters must be removed at the end of the event. Individuals who wish to erect any
sort or inflatable or amusement for public use must provide proof of insurance from the
company providing the equipment.
3. The HALL grants the RENTER the right to use and occupy the facility on the dates and
times as indicated on the HALL Rental Application. It is understood that the requested
times include the hours necessary for the purpose of:
a) Room set-up and equipment installations,
b) Preparing the premises for use (decorations, table settings, etc),
c) Conducting the meeting / event,
d) Packing, storing and removing the equipment, and
e) Sweeping, mopping, wiping down, cleaning, etc. all used areas.
4. RENTER agrees to the following cancellation / refund requirements:
a) 30-days or more notice provided prior to the event: 20% of the 50% deposit will
be refunded.
b) Less than 30 days notice prior to event: no refund will be provided on deposits
where cancellations have been made with less than 30 days notice.
c) In the event of an emergency, such as a snowstorm or loss of electrical power,
that requires the facilities to be closed and all meetings/events to be cancelled:
full refund will be provided, including non-refundable deposit.
5. Required Rental Deposits:
a) Non-refundable Deposit: A deposit equal to 50% of the estimated cost must be
submitted to the HALL within 14 days of making the booking. Final payment is
due 30 days prior to the event. If payment is not received by that time, and
cleared prior to the HALL booking date, the booking will be cancelled. In the
event of a cancellation where 30 days notice is not given, no refund will be
provided. If notice of cancellation is given 30 days prior to event 20% of the 50%
deposit will be refunded. An event that is booked less then 30 days prior to the
event date will receive no refund of the 50% deposit upon cancellation.
b) The HALL does not permit masking tape, nail, tacks, staples, etc. to be used on
the function room walls or floor, candles are also not permitted. Painter’s tape is
permissible; however, must be removed by the end of the Rental before the
Renter leaves the Hall. Decorations are not to be attached to any fixtures without
consent from the HALL management. The CHURCH OF THE GOOD
SHEPHERD HALL reserves the right to require a damage deposit. RENTERs
accept full responsibility for all persons and agree to be held liable for their
actions and for any cost associated with repairs, replacement or violations as a
result of their or their guests’ actions.
c) At the discretion of the Hall Coordinator, a $100 damage deposit is required for
damage, cleaning and key deposit purposes. The HALL will return the damage
deposit if there is no damage during the function, if the facility is cleaned to the
satisfaction of the HALL representative and if all keys that were temporarily
signed out to the RENTER have been returned to the HALL Representative. If
damages are incurred that exceed this amount, the RENTER will be billed
accordingly.
An example of the cost breakdown for damages, replacements or violations is as follows:
• Lost Key: $100 each
• Excess Cleaning: $25/hour
• Table Repair: $100/table
• Chair Repair: $100 each
• Damage to wall: $50/hole
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• Noise Violations: up to $1000
Please note: noise violations, cleaning fees and charges are not limited to these examples.
Renters accept full responsibility for all persons and agree to be held liable for their actions
and for any cost associated with repairs, replacement or violations as a result of their or their
guest’s actions.
6. Set-up:
a) Setting up of tables and chairs is the responsibility of the RENTER. In addition, the
RENTER must ensure the Hall is returned to its original condition. Tables and chairs
are supplied for use and must be returned to their stored location prior to the
RENTER leaving the hall.
b) The RENTER is responsible for contacting the HALL representative at least one
week in advance to coordinate any special arrangements (i.e., entertainment, caterer
arrivals, etc)
c) The maximum occupancy for rooms must not exceed the limits set forth in the fire
regulations, 120 people seated at a table and chairs hall layout and 150 people in an
auditorium seating layout.
d) No items shall be affixed to the walls or floor in such a way that will cause damage to
walls and floor that may remove paint.
e) No sprinkles, confetti or confetti-like materials are permitted to be used in, or on the
grounds of, the CHURCH OF THE GOOD SHEPHERD HALL.
f) No candles are permitted to be used in the CHURCH OF THE GOOD SHEPHERD
HALL.
g) All corridors and doorways must be kept clear of obstructions in case of emergency,
adhering to fire regulations. The exit must not be blocked.
h) All publicity for the event is the responsibility of the RENTER.
i) No storage space will be provided by the CHURCH OF THE GOOD SHEPHERD
HALL.
j) The RENTER shall be held liable for the cost of repair or replacement of any item,
due to the loss or damage incurred as a result of the misuse of such equipment by
the RENTER, or any of the persons in attendance at their event.
k) Physical security is the responsibility of the individual/group renting the space. For
functions involving adolescents, adequate adult supervision must be provided by the
RENTER.
l) Consumption of alcoholic beverages will be permitted only in controlled situations
and where all necessary permits have been obtained. Refer to Bar Policy for
additional information. If alcohol will be served the RENTER is responsible for
providing proof of Insurance to the HALL Representative.
7. Disclaimer:
Granting permission to use meeting facilities does not imply endorsement of the aims,
policies or activities of any group by the CHURCH OF THE GOOD SHEPHERD HALL.
The HALL shall not be liable for any damage to any property of the applicants nor shall
the HALL be liable or responsible for any loss of property from or on the said facilities,
however occurring, or for any damage done to any property or other effects of the
applicant or its employees, agents, guest or participants. Agents include caterers, music
and/or entertainment providers or any sub-contractors.
8. Use of kitchen:
Kitchen facilities, including use of the fridge, stove, dishwasher, counters, dishes and
cutlery may be available for:
a. Counters, dishes, cutlery, fridge and freezer for $25 with the rental of the hall;
b. Counters, dishes, cutlery, fridge, freezer and the dishwasher for $40 with the
rental of the hall;
c. Counters, dishes, cutlery, fridge, freezer dishwasher and stove for $60 with the
rental of the hall.
The RENTER must return the kitchen facilities; including the fridge, freezer, counters,
dishes, cutlery, dishwasher and stove to their original state of cleanliness or be subject to
hourly cleaning fees of at least $25/hour. This includes washing all dishes prior to putting
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them away in the cupboards. Dishes and cutlery must be dry before putting them back in
the cupboards. Fans must be turned off after using kitchen facilities. Note: space in the
fridge and freezer may be limited. Anything in the fridge/freezer before the rental takes
precedence and must not be removed during the rental.
9. BBQ usage:
A BBQ is available and may be rented for use during functions at a cost of $25.00. The
BBQ shall be cleaned following use, in accordance with the attached checklist.
Alternately a cleaning fee of $25.00 may be paid at time of booking in lieu of cleaning the
Bar-B-Q. In addition, if the cleaning fee is not paid at time of booking, and the BBQ is not
cleaned per the checklist following use, the cleaning fee will be deducted from the
damage deposit provided for the facility booking. The BBQ rental does not include
propane which must be provided by the RENTER. The RENTER may not leave any
Propane or Propane Canisters at the HALL when they leave.
10. The HALL reserves the right to refuse or cancel, for cause, at anytime, the use of its hall
without any liability to or against the HALL as a result thereof. In particular, the HALL
may have a requirement to cancel or delay your booking due to an unexpected activity
(i.e., funeral).
11. The RENTER agrees to indemnify and save harmless the Parish of the Church of the
Good Shepherd in regard to all claims, costs and damages in any way arising out of the
application and/or the use of facilities by the applicant and anyone else in attendance
there including, without limitation damage or destruction of property, personal injury,
infringement of royalty rights, defamation and public disturbances.
12. In regard to all claims, costs and damages in any way arising out of the application and/or
the use of facilities by the applicant and anyone else in attendance there including,
without limitation damage or destruction of property, personal injury, infringement of
royalty rights, defamation and public disturbances.
13. NO SMOKING, CANDLES, INCENSE, HOOKAHS, CANNIBAS, ILLEGAL DRUGS OR
VAPING IN THE BUILDING is permitted in the building or within 15 feet of the building as
in accordance with HRM By-lawS-203.
14. PETS: No pets are permitted at any time for sanitary and allergenic reasons except for
working dogs (Seeing Eye dogs, guide dogs, etc.).
15. The HALL is not responsible for equipment or personal articles of the RENTER or anyone
in attendance at the event.
15. All RENTERs must clearly specify their name/name of their organization, and a contact
number in advertisements of meetings/events being held at the HALL facilities, so that
others may contact them for further information.
16. The HALL accepts no responsibility or liability for equipment brought into or left on the
premises.
17. Cheques must be made payable to CHURCH OF THE GOOD SHEPHERD.
18. If your event requires bar service you must notify the HALL at the time of booking.
Church has the right of 1st refusal on whether or not we would provide a Bar Service if
alcohol is to be sold as part of the event. If the Church does not provide the Bar Service,
then the Renter is responsible for the Liquor License. If Renter has permission from the
HALL Representative for a Liquor License then they are to acquire their own Liquor
License and the HALL Representative requires a copy of the License. Alcoholic
beverages may be served at events providing (Refer to Bar Policy for additional
requirements):
a) All legal requirements are met;
b) All costs are borne by the RENTER; and
c) If alcohol will be served the RENTER is responsible for providing proof of
Insurance to the HALL Representative regardless of who is providing the Bar
Service.
19. KEYS & FEES: Prior to your rental date you will be responsible to contact the booking
agent where arrangements will be made as to when you can pick up the keys at the hall.
All keys MUST be returned to the HALL manager after your rental to receive your
damage deposit.
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20. FIRST AID: You are responsible for your own First Aid supplies.
21. Garbage must be removed from the HALL and is the RENTER’s responsibility for the
garbage disposal. Failure to comply may result in fines and additional cleaning fees.
22. CLEAN UP LIST: A hall cleanup checklist will be given to the RENTER upon rental of the
hall. Failure to complete the items on this checklist could result in charges being applied
to your damage deposit. CLEANING SUPPLIES: Cleaning supplies, broom, mop and
bucket, toilet paper and paper towel are supplied by the hall. Please contact the HALL
representative if you run out of any supplies during your rental.
23. The HALL may permit outside groups to use their outdoor sign on the Beaver Bank road.
Church of the Good Shepherd sign requirements are a first priority. All signage for an
event must remain inside of the room rented.
24. Any rental discrepancies must be dealt with during the HALL Representative’s
availability.
POLICY ON SALE OF ALCOHOL
1. When the hall is rented for an occasion at which the consumption of alcohol will take
place, the HALL shall have 1st right of refusal as to whether the HALL will provide the bar
service.
2. If the bar service is set-up and operated by HALL bartenders, the profits realized from the
sale of alcohol shall remain with the CHURCH OF THE GOOD SHEPHERD HALL.
3. If alcohol will be served the RENTER is responsible for providing proof of Insurance to
the HALL Representative regardless of who is providing the Bar Service.
4. Homemade wine, beer or other spirits shall not be permitted for use on the premises. All
alcohol must bear the Nova Scotia Liquor Commission stamp and be accounted for on
purchase orders from the Liquor Commission under the HALL license number. You
cannot bring your own alcohol.
4. If a RENTER so wishes to give alcohol to guests (wine or champagne), they are
responsible for obtaining the appropriate permit, a Special Occasion License from the
Nova Scotia Alcohol and Gaming Authority. The RENTER hereby assumes full
responsibility to ensure the event is operated within the parameters of the Liquor Control
Act and the Liquor Regulations.
5. Liquor shall not be permitted outside of the room in which the function is being held
unless proper licensing is in effect for the occasion.
I ACKNOWLEDGE RECEIPT OF THIS CONFIRMATION AND AGREE TO THE CONDITIONS
OUTLINED IN THE CHURCH OF THE GOOD SHEPHERD RENTAL AGREEMENT.
HALL
HALL Representative:
_____________________________________________________________________________
Signature: Date:
RENTER:
_____________________________________________________________________________
Signature: Date:
I ACKNOWLEDGE RECEIPT OF THIS AGREEMENT, FULLY EXECUTED BY THE RENTER,
AND APPLICABLE DEPOSIT, AS RECEIVED FROM THE RENTER.
_____________________________________________________________________________
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CHURCH OF THE GOOD SHEPHERD HALL Representative: Signature
_____________________________________________________________________________
RENTER: Signature
Date:
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Appendix A
CHURCH OF THE GOOD SHEPHERD HALL RENTAL INSPECTION CHECKLIST
DATE:
EVENT:
1. Tables and chairs are supplied for use and must be returned to their stored location prior
to the RENTER leaving the hall.
2. Use of kitchen:
The RENTER must return the kitchen facilities, including the fridge, freezer, stove and
counters, dishwasher to their original state of cleanliness or be subject to hourly cleaning
fees of $25/hour. This includes washing all dishes prior to putting them away in the
cupboards. Note: The dishwasher must be cleaned according to the instructions on the
wall and turned off when finished. Fans must be turned off after using kitchen facilities.
3. BBQ usage:
The BBQ shall be cleaned following use. Alternately a cleaning fee of $25.00 may be
paid at time of booking in lieu of cleaning the Bar-B-Q. In addition, if the cleaning fee is
not paid at time of booking, and the BBQ is not cleaned per the checklist following use,
the cleaning fee will be deducted from the damage deposit provided for the facility
booking. The HALL does not provide propane and renters are not permitted to leave
propane behind.
4. NO SMOKING, CANDLES, INCENSE, HOOKAHS, CANNIBAS, ILLEGAL DRUGS OR
VAPING is permitted in the building or within 15 feet of the building as in accordance with
HRM By-lawS-203.
5. PETS: No pets are permitted at any time for sanitary and allergenic reasons except for
working dogs (Seeing Eye dogs, guide dogs, etc.).
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6. KEYS & FEES: Prior to your rental date you will be responsible to contact the booking
agent where arrangements will be made for you to access the Hall. All keys MUST be
returned to the HALL manager after your rental to receive your damage deposit.
7. Garbage must be removed from the HALL and is the RENTER’s responsibility for
disposal. Failure to comply may result in fines and additional cleaning fees.
8. Doors, Walls & Windows must be left in the same condition they were found. Any
damage is the responsibility of the RENTER. It is the responsibility of the RENTER to
report any damage to the doors, walls, windows to the HALL Representative prior to their
Event.
Appendix B
CHURCH OF THE GOOD SHEPHERD HALL FEE STRUCTURE
Parish of the Church of the Good Shepherd Non Members:
Wedding/Seminar Package
6:00 pm Friday to 2:00 am Sunday would cost $500. (Kitchen included; however, not the
Dishwasher or Stove. Dishwasher and Stove would require an additional fee.)
Rental Rates:
Minimum $50 for any rental up to a 2 hour rental with $25/hour for each additional hour which
starts at the time the Renter enters the Hall to the time when exiting the Hall (i.e., time required
for set up, decorating, and clean up after the event).
Programming Rental Rates available for community minded spiritual/recreational programs for a
minimum 6 week rental agreement:
$30 for 1.5 hours
10% discount available if payment in full is made in advance of the first rental date.
25% reduction in price for Hall Rentals for Beaver Bank Non-Profit organizations provided the
Hall Rental does not result in personal profit.
Parish of the Church of the Good Shepherd Members in Good Standing
50% reduction in price for Hall Rentals for Parish of the Church of the Good Shepherd Members
in Good Standing for all Church Hall Rentals provided the Hall Rental does not result in personal
profit.
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Parish of the Church of the Good Shepherd Members in Good Standing Criteria:
A member in good standing meets the following criteria:
Regular contributing member both financially and/or in their time/talent.
If a Renter believes they are a member in Good Standing; however, they do not meet the above
criteria, they can approach a Church Warden for clarification.
The Fine Print:
The hall cannot be rented for Secular Celebrations of Life in keeping with the Anglican tradition
and the Bishop’s directive on funerals. It is not permissible to rent the church hall to conduct a
wedding, baptism or celebration of life ceremony.
Please note, the HALL can definitely be rented for wedding receptions, just not a wedding
ceremony.
For clarity, an example is that permission will not be granted for any Celebration of Life receptions
in the HALL unless a funeral was held on the Church of the Good Shepherd property by the
Rector or his/her designate. With the Rector’s approval, an exception would be if a funeral was
held at another church with the reception following at the Good Shepherd, with no eulogy or
prayers.
The Bishop’s Policies and Procedures are:
• Baptism: Policy 1.1.1 Baptismal Discipline;
• Funeral: Policy 1.1.5 Christian Burial; and
• Marriage: Policy 1.1.6 Holy Matrimony
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