Evergreen Theatre and Community SPACES is a not for profit charitable society.

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Evergreen SPACES is a shared multidisciplinary space. As such there is often noise cross-over from different Studios and the facility can be an active and busy place. We ask all SPACES users to be respectful of the groups around you. If a group requests a change in music levels please be respectful and work with the requesting group.

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Evergreen works hard to create a fun and memorable atmosphere for all clients using the SPACES. Lighting and sound design choices in our common areas are carefully considered. We do not adjust these elements for any one group unless you have booked our entire facility and have arranged for exclusive use of the space. 

 

Evergreen Community SPACES is a privately owned facility. To ensure the safety of all our guests and our property, only clients or guest of clients are permitted. If you have a question about this policy or wish to arrange a tour please contact our office.

Booking Policies

  • Time is first come - first served. We do not hold time slots until cashable deposit & contract are finalized, these are required for all bookings.

  • We charge for the time for being in our facility. That includes set-up and tear down.

  • To receive the Not for Profit rate you must submit a copy of your Certificate of Incorporation.

  • Time is booked to the half hour, with a minimum time of 1 hour.

  • Renters pay for time between back-to-back bookings in same studio if it's less then 1 hour.

  • All rates are GST exempt.

  • Events booked in the Grand Oak Showroom required a non-refundable 50% deposit, balance of payment is due two weeks prior to the event.

  • Liability waiver must be completed for each group renting, including appropriate liability insurance listing Evergreen Theatre Society as Additionally Insured.

  • Cancellation Policy - Notice of 15 days or 50% of total time being cancelled will be charged.

  • Multiple booking dates that are changed after initial contract is signed are subject to a schedule change admin fee charge per change. This applies only to deletions & substantial adjustment changes. Additions to calendar (if available) do not apply to this policy but become subject to the cancellation policies.

  • If a multiple booking contract is cancelled after the final contact is signed and deposit is given, anytime before the 15 days notice limit, a $200 cancellation admin penalty applies.

  • In-kind bookings require a cashable deposit in the amount of the full booking. Once requirements are satisfied then value of agreement is returned via cheque, minus any fees.

  • Clients booking long-term will have first right of refusal for currently booked time slots from year to year. Agreements must be signed and submitted by April 30th or time slot is forfeited and become open for others to book. 

  • Studio time is non refundable.

  • Prime Time booking times are as follows: - Mon- Fri - 4-10pm & Sat - 9am - 3pm 

  • Cancellation policies are not applicable during Prime Time bookings. Time will be billed as booked and can not be cancelled. 

  • Event overtime charged at $75/30 min  rounded up, if not contracted.

 

SPACES User Policies

  • At the end of your booking please make sure the Studio is locked and equipment is turned off.

  • Running, climbing on furniture and horse-play in common space is not permitted.

  • Posting of signs, ads, or notices other than on the community board is prohibited.

  • Stereo equipment is connectable via a mini jack with a pre-set volume.

  • Respectfully use the garbage and recycling bins provided in the common space.

  • No outer footwear is permitted in any studio.

  • The studios are professionally cleaned once a week. If you require a more dust free environment (i.e. for rolling on the floor) a dry mop is provide. Please mop the floor to your needs and leave the dust in a pile for our cleaners.

  • No glassware is permitted in the facility.

  • Renters are responsible for the safety and care of the facility and their guest/colleagues/students.

  • Be prompt with your times as others use the space.

  • Do not move furniture from its location.

  • Appropriate language, behaviour and communication with others using the facility is expected.

  • Children must be well behaved and supervised at all times by a responsible adult over 18 years old.

  • Evergreen Theatre is not responsible for any lost/stolen/damaged personal items.

  • Please help us keep rates reasonable and tidy up after your clients, leaving the space as you found it. Additional charges may apply if not observed.

  • Clients are responsible for having all necessary access codes, both to the building and Studios. Codes are updated from time to time.

  • Evergreen will not give access codes to guests of clients. Only the primary group contact can get access codes.

  • We do not allow animals on the property except for licensed service animals.

  • Evergreen is not responsible for vehicles parked on our property.

 

SPACES emergency contact number: (403) 828 7756

Do not use this number for scheduling or operational concerns