Venue Information

• Bridges Event Space is located on the lower level of the Refectory Building, beneath The Phoenix
  Crafthouse & Grill, at McMaster University (1280 Main Street West, Hamilton, ON, L8S 4L8).
• The Client is not permitted to enter Bridges Event Space outside of their rental period, indicated above.
• Bridges Event Space is accessible by stairs. A lift is available via keycard access and can be used
  upon request. The lift may only be operated by McMaster Security Services and/or The Venue’s staff.
• 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 two (2) security guards, to be arranged by The
  Venue at the time of the rental confirmation.
• Bridges Event Space has Audio/Visual Equipment, including two wireless microphones, two
  microphone stands, one AUX cable, one projector, and one projector screen available for use at an
  additional cost to The Client. Audio/Visual equipment needs must be confirmed by The Client at the
  time of the rental confirmation. Audio/Visual equipment availability is subject to change.
• The Venue will provide a minimum of one (1) staff member who will be on site throughout the duration
  of the rental. The Vendor’s staff will be responsible for granting access to the space, operating The
• Venue’s Audio/Visual Equipment, providing general customer service to The Client, and enforcing
  McMaster University and MSU policies.

Space Access

• Rental times include The Client’s own set-up and takedown time. The Client may access the space at
  the rental start time indicated above, and must vacate the space by the end time indicated above. For
  any time The Client remains in the space outside of the indicated rental period, The Client will be
  charged at a rate of $150.00 per hour and a minimum of 1 hour; this rate does not qualify for any
  discounts.
• The Venue’s staff will greet The Client at The Venue at the start of the rental period and will grant access
  to Bridges Event Space.
• The Client is responsible for the care and safe handling of all McMaster University and MSU property,
  including the Audio/Visual Equipment and furniture in The Venue.
• The Client is responsible for cleaning and returning furniture to its original state, and ensuring all garbage
  is placed in the provided waste receptacles by the end of the rental period.
• If The Client is external to McMaster University or the MSU, a valid Certificate of Insurance ($5M
  Commercial General Liability) listing both McMaster University and McMaster Students Union Inc. as
  additional insureds must be provided to The Venue via email before the rental can be confirmed.
• The Client is responsible for ensuring all vendors external to McMaster University or the MSU provide a
  valid Certificate of Insurance ($5M Commercial General Liability), listing both McMaster University and
  McMaster Students Union Inc. as additional insureds, to The Venue via email before the rental can be
  confirmed.

Restricted Activities

• The Client may only use Bridges Event Space during the rental period 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 or attached to the building.
• The Client is not permitted to use any Bridges Event Space Audio/Visual equipment without the
  supervision of The Venue’s staff.
• The Client is not permitted to connect any equipment to the Bridges Audio/Visual system, or run their own
  Audio/Visual equipment while the Bridges AV system is running.
• All food and beverages are strictly prohibited without prior approval from The Venue. In order to approve
  food and beverages, The Client must provide The Vendue with written approval from McMaster Catering
  Services, in compliance with the McMaster University Food & Beverage Policy.
• Helium balloons, confetti, and/or glitter are not permitted anywhere in Bridges Event Space. Clients will
  be charged $250.00 per hour, and a minimum of one hour, for any cleanup of helium balloons, confetti,
  and/or glitter; this rate is not eligible for any discounts.
• Posters, banners, and/or signs are shall not be affixed to any surfaces in Bridges Event Space (e.g. walls,
  doors, columns).
• Alcoholic beverages are strictly prohibited. Alcoholic beverages may only be served and consumed in
  Bridges Event Space if the service is provided by McMaster Catering Services staff, and must be
  approved by The Venue at the time the rental is confirmed.

Damages

• The Client shall be responsible for any loss, destruction, and/or damage to McMaster University or MSU
  property. which results from or is caused by The Client’s willful misconduct, negligent acts, or from failure
  on the part of The Client to maintain and administer the property in accordance with the terms of this
  agreement.
• The Client shall be responsible for paying costs to repair any damage to McMaster University and/or
  MSU property, including but not limited to Audio/Visual Equipment and furniture.
• The Client shall be responsible for paying additional cleaning fees at a rate of $250.00 per hour, and a
  minimum of one (1) hour, if the space is not left reasonably clean and tidy at the end of the space rental;
  this rate is not eligible for any discounts.

Cancellations & Restrictions

• The Client must notify The Venue of any cancellations via email to bridges@msu.mcmaster.ca.
  • Cancellations will be processed within two (2) business days of being received.
  • If The Client cancels a rental agreement with eighty (8) business days’ notice or more, The Client will
    not be charged for the rental.
  • If The Client cancels a rental agreement with four (4) to seven (7) business days’ notice, The Client
    will pay 50% of the rental estimate.
  • If The Client cancels a rental agreement with three (3) business days’ notice or less, The Client will
    pay 100% of the rental estimate
• The Venue may cancel rental agreements due to inclement weather, campus closures, and/or other
  emergencies. If this occurs, The Client will not be charged for the rental and The Venue will not be held
  liable.
  • The Venue will notify The Client of any cancellation, in writing, to The Client’s Email, with as much
    notice as possible.
• The Venue reserves the right to terminate this agreement if The Client misrepresents event
  programming or event requirements, or fails to adhere to the terms of this contract, McMaster
  University, or MSU policies.
• If The Client fails to abide by McMaster and/or MSU policies, or the terms of this agreement, The Venue
  reserves the right to decline service to The Client indefinitely.

Payment

• Rental fees for Bridges Event Space are determined on a case-by-case basis and are based on
  several factors, including rental length, Audio/Visual needs, and other factors as determined by The
  Venue.
  • The Client has been sent a formal estimate to review and agree to in conjunction with this contract.
  • The Client’s rental of The Venue cannot be confirmed unless both this contract and the estimate
    are signed by The Client.
• If The Client is external to the MSU, the MSU will send a final invoice and payment instructions to The
  Client via The Client Email provided after the rental is complete. Invoices are due in full within 30 days
  from the date of issue.
• If The Client is internal to the MSU, payment will be processed by the MSU Accounting Department,
  and The Client will be notified of the final charges after the rental is complete.
• If The Client is responsible for a cancellation fee, an invoice will be sent to The Client via The Client
  email provided as soon as possible.
• Rentals that are impacted because of failure to comply with McMaster University and/or MSU policies
  are not eligible for a refund or credit and will be paid by The Client in full.

Liability

• The Client agrees to indemnify, defend, and hold harmless McMaster University and the McMaster
  Students Union Inc., along with their respective officers, directors, employees, and agents, from and
  against any and all third-party claims, demands, actions, damages, losses, liabilities, costs, and expenses
  (including legal fees) arising out of or resulting from any negligent act or omission of the Client in the
  performance of, or failure to perform, its obligations under this agreement. This obligation extends to the
  negligent acts or omissions of the Client’s employees, contractors, vendors, or agents, whether direct or
  indirect.