Event Space Information

• Bridges Event Space is located on the lower level (below The Phoenix Crafthouse & Grill) of the Old Refectory Building located at McMaster University (1280 Main Street West, Hamilton, ON L8S 4S4).
• Bridges Event Space is accessible by stairs. A lift is available with keycard access and can be used upon request.
• Tables and chairs within Bridges Event Space are available for The Client to use at no additional cost.Bridges Event Space is a designated safe space. Disrespectful behaviour, harassment, or discrimination of any kind will not be tolerated.
• The maximum capacity for events is 150 attendees. Events exceeding this capacity will not be permitted. Events with over 100 attendees require one (1) security guard.
• The Client is responsible for security fees if their event has over 100 attendees; the MSU will coordinate with McMaster Security Services to have a security guard present and will invoice The Client for any associated costs.
• Bridges Event Space has Audio/Visual equipment, including two wireless microphones, two microphone stands, one aux cable, one projector screen, and one projector available for use at an additional cost to The Client. Audio/Visual equipment availability is subject to change.

Payment

• Charges for the space will be determined on a case-by-case basis and will be based on several factors, including the rental length, catering, A/V needs, and other factors as determined by the MSU. The Client will be sent a formal estimate to review and agree to in conjunction with this contract.
• If The Client is external to the MSU, the MSU will invoice The Client via the Client Email after the booking is complete.
• If The Client is an internal MSU Club, Department, or Service, payment will be handled by the MSU Accounting Department, and the Client Email will be notified of the corresponding charges after the event is complete.
• If applicable, a cancellation fee invoice will be sent to The Client via the Client Email as soon as possible. Cancellation fees incurred by MSU Clubs, Departments, or Services will be handled by the MSU Accounting Department, and the Client Email will be notified of the corresponding charges.
• The Client shall make cheque(s) payable to McMaster Students Union Inc.

Space Access

• Reservation times include The Client’s own personal set-up and takedown. The Client may access the space at the start time indicated, and must vacate the space by the end-time indicated. Overtime will be charged accordingly.
• The Bridges Event Staff will greet The Client at Bridges Event Space at the time of the reservation and grant access to Bridges Event Space.

Client Responsibilities

• If The Client is an MSU Club, MSU Service, or McMaster Student Group, a valid Event Code must be provided to the MSU before the event will be confirmed.
• The Client is responsible for following MSU and McMaster University policies and procedures to ensure compliance with risk management and health and safety.
• The Client is responsible for communicating changes in event programming that deviate from what was shared with the MSU at the time of the event confirmation.
• The Client is responsible for acquiring approval from McMaster Catering Services for all food and beverages being brought to Bridges Event Space, in accordance with the McMaster University Food & Beverage Policy. Approval from McMaster Catering Services must be provided, in writing, and shared with the MSU prior to event confirmation.
• The Client is responsible for the care and safe handling of all MSU and McMaster University property, including A/V equipment and furniture.
• The Client is responsible for cleaning and rearranging furniture to its original state, and all garbage must be placed in waste receptacles at the end of the booking.
• If The Client is external to the MSU or McMaster University, a valid Certificate of Liability Insurance ($5M) must be provided before the booking is confirmed. The Client is also responsible for providing a valid Certificate of Liability Insurance for any external vendors that they include in their event.

Cancellations

• The Client must notify of any cancellation(s) via email to bridges@msu.mcmaster.ca. Cancellations will be processed within two (2) business days of being received.
• If The Client cancels an agreement with more than seven (7) business days’ notice, a full refund will be received.
• If The Client cancels an agreement with seven (7) or fewer business days’ notice, a 50% refund will be received.
• The MSU may cancel event bookings due to inclement weather or other emergencies; if this occurs, The Client will receive a full refund.
• The MSU reserves the right to terminate this contract if The Client misrepresents event programming or event requirements or fails to adhere to the terms of this contract, MSU, or McMaster University Operating Policies. Events cancelled with more than seven (7) business days’ notice will receive a full refund, and events cancelled with seven (7) or fewer business days’ notice will receive a 50% refund.
• The MSU will notify The Client of any cancellation(s) in writing to the Client Email, with as much notice as possible.Restricted Activities
• The Client may only use the designated event space and is not permitted to access the McMaster Catering Services’ kitchen, The Bridges Event Space Office, The Phoenix Crafthouse & Grill, or any other restricted areas within the building.
• The Client is not permitted to use any MSU Audio/Visual equipment without the supervision of MSU staff.
• All food and beverages are strictly prohibited without prior written approval from McMaster Catering Services and must comply with the McMaster University Food & Beverage Policy.
• Helium balloons, confetti, and/or glitter are not permitted anywhere in Bridges Event Space.
• Posters, banners, and/or signs are not permitted to be affixed to any of the Bridges Event Space surfaces (e.g. walls, doors, columns).
• Alcoholic beverages cannot be consumed and/or served unless prior written approval has been granted by McMaster Catering Services in accordance with the McMaster University Food & Beverage Policy.
• MSU Clubs, Services, and Departments must receive written approval from the Clubs Administrator prior to showing films in Bridges Event Space.

Damages

• The Client shall be responsible for any loss, destruction, or damage to Bridges Event Space which results from or is caused by The Client’s willful misconduct, negligent acts or from the failure on the part of The Client to maintain and administer the property in accordance with the terms of this contract.
• The Client shall be responsible for paying costs to repair any damage to MSU and/or McMaster University property, including, but not limited to, A/V equipment and furniture.
• The Client shall be responsible for paying additional cleaning fees if the space is not left reasonably clean and tidy at the end of the booking.