Hall Rental Agreement
Fill in your details, review the terms, and submit online
Sts. Cyril and Methody Macedono-Bulgarian Cathedral
237 Sackville Street, Toronto, Ontario M5A 3G1 | Tel: (416) 922-0507
Incorporated under the Ontario Not-for-Profit Corporations Act, 2010 (ONCA)
Church Hall Rental Agreement
How to complete:
- Step 1 — Fill in your details (Section 2).
- Step 2 — Select the insurance row that applies to your event (Section 4).
- Step 3 — Review the fee summary with the Cathedral (Section 4).
- Step 4 — Read Sections 1–12. Ask if anything is unclear.
- Step 5 — Complete the checklist and sign (Section 13). Both parties keep a copy.
Questions? Contact us before signing.
Section 1 — Parties and Authority
1.1 "Cathedral" means Sts. Cyril and Methody Macedono-Bulgarian Cathedral, incorporated under the Ontario Not-for-Profit Corporations Act, 2010 (ONCA), at 237 Sackville Street, Toronto, Ontario M5A 3G1.
1.2 "Renter" means the individual or organization below, who enters this Agreement on behalf of themselves and all guests and attendees.
1.3 The person signing warrants they are authorized to bind the Renter. If signing for a corporation or association, you warrant board/executive authority has been obtained.
Section 2 — Event Details
A — Renter Contact Information
B — Event Information
📅
Event Timing All time from Setup Start to Teardown End is billed at $200/hr (hall) + $20/hr (custodian).
When you arrive to arrange the room
Hall must be fully clear by this time
Maximum 250 persons (Ontario Fire Code)
A Special Occasion Permit (AGCO) is required if yes. See Section 7.6.
C — Additional Services
Full kitchen access for catering, setup, and cleanup
Cathedral PA, microphones, and speakers
Quantity auto-calculated from guest count; adjust if needed
Quantity auto-calculated from guest count; adjust if needed
Section 4 — Rental Fees and Insurance Premiums
4.1 Rental Fee — $200.00 per hour, calculated from Setup Start to Teardown End time (inclusive of setup and cleanup). Partial hours are rounded up to the nearest 30 minutes.
4.2 Mandatory Insurance Premium. Every event must include the applicable insurance premium from the Trinity Sport rate schedule below. Check the row that applies to your event:
| ✓ | Who This Applies To | Guests | Alcohol? | Premium (CAD) |
|---|---|---|---|---|
| Any eligible event — smaller gathering | 1 – 100 | No | $52.00 | |
| Any eligible event — larger gathering | 101 – 250 | No | $104.00 | |
| Any event where alcohol will be served | Any | Yes | Referral rate Cathedral will provide quote |
|
| Large event — 251 or more guests (requires special approval) | 251+ | Any | Referral rate Requires Board approval + custom quote |
ⓘ These rates are set by Trinity Underwriting Managers Ltd. and reflect the actual Facility User Group Policy (Version 1.4). They are not set by the Cathedral.
ⓘ If alcohol is served, a Special Occasion Permit from the AGCO must be provided to the Cathedral before the event. See Section 7.6.
4.3 Insurance Deductible — Renter's Responsibility. The Trinity Sport policy has a deductible of $1,000 per occurrence. If a claim arises from an incident at your event, you are responsible for reimbursing the Cathedral for any deductible paid, within 30 days of written demand.
4.4 Custodial Fee — $20.00 per hour (mandatory). Covers the Cathedral sexton/custodian for setup, supervision, and cleanup. Calculated on the same total hours as the Rental Fee. This fee cannot be waived.
4.5 Kitchen Use Fee — $350.00 flat fee per event, payable only if kitchen access is requested.
4.6 Sound System Fee — $250.00 flat fee per event, payable only if the Cathedral sound system is requested.
4.7 Table Linens — $10.00 per table linen. Linens must be returned in clean condition; replacements are charged at cost.
4.8 Chair Covers — $10.00 per chair cover. Covers must be returned in clean condition; replacements are charged at cost.
4.9 All fees are subject to HST where applicable under the Excise Tax Act, R.S.C. 1985, c. E-15.
Total Fees for This Booking
Hall Rental
—
Custodial Fee — mandatory
—
Insurance Premium (select rate in Step 2 above)
— select above
Subtotal
—
HST (13%)
—
TOTAL DUE
—
Security Deposit (refundable — held separately — amount as determined by Cathedral)
To be confirmed
Payment schedule: Deposit due at signing · 50% of fees due 30 days before event · Balance due 7 days before event.
Section 3 — Facility and Capacity
3.1 The Cathedral grants you a non-exclusive, non-transferable licence to use the Church Hall for the Event described in Section 2 only.
3.2 Maximum Occupancy: 250 persons. This limit is set by the Ontario Fire Code, O. Reg. 213/07. Exceeding it is grounds for immediate termination of this Agreement and forfeiture of the Rental Fee.
3.3 You may not sub-let, assign, or hand off the Hall to any other person or organization under any circumstances.
Section 5 — Security Deposit
5.1 A refundable Security Deposit (amount as determined by the Cathedral) is due at signing. It is held as security for your obligations under this Agreement.
5.2 The Cathedral may deduct from the deposit: (a) damage to the Hall, furniture, fixtures, or equipment; (b) extraordinary cleaning; (c) loss of Cathedral property; (d) unpaid fees; and (e) overtime charges.
5.3 Within 14 days after your event, the Cathedral will return the deposit with a written statement of any deductions. If actual losses exceed the deposit, you owe the difference within 30 days of written demand.
5.4 The deposit is not a cap on your liability.
Section 6 — Cancellation and No-Show
6.1 Payment Schedule: Deposit at signing → 50% of fees 30 days before event → Balance 7 days before event.
6.2 Late payments bear interest at 2% per month (24% per year), compounded monthly.
6.3 If you cancel:
(a) More than 60 days before event: full refund of everything, including deposit.
(b) 30–60 days before: deposit returned in full; 50% of Rental Fee forfeited.
(c) 15–29 days before: deposit returned in full; 100% of Rental Fee forfeited.
(d) Less than 15 days: deposit returned in full; 100% of Rental Fee and Insurance Premium forfeited.
6.4 No-Show: If you don't arrive or start within 2 hours of your booked start time without written notice, the Cathedral treats this as a cancellation under 6.3(d). Your deposit is returned in full, minus only the actual day-of costs the Cathedral incurred (e.g. custodian attendance).
6.5 If the Cathedral cancels (for reasons other than your breach), we will refund everything you paid. We are not liable for indirect or consequential losses.
6.6 All cancellations must be in writing per Section 12.3.
Section 7 — Rules of Use
7.1 Responsible Adult. You must designate one adult who is present throughout the event and responsible for all guests' conduct.
7.2 Sacred Property. Do not enter the sanctuary or restricted areas without permission. All Cathedral property must be treated with respect.
7.3 Noise. Comply with the City of Toronto Noise By-law. All amplified sound must stop by 11:00 PM. You are responsible for any fines from the event.
7.4 No Smoking. Smoking, vaping, tobacco, and cannabis are prohibited inside the Hall and within 9 metres of any entrance — Smoke-Free Ontario Act, 2017.
7.5 No Open Flame. Candles and open flame require prior written approval and must be in enclosed holders, supervised at all times.
7.6 Alcohol — Permit Required. If alcohol will be served: (a) obtain a Special Occasion Permit (SOP) or other AGCO licence under the Liquor Licence and Control Act, 2019; (b) give a copy to the Cathedral before the event; (c) pay the applicable insurance referral premium. You are solely responsible for all liquor-law compliance and any resulting fines.
7.7 Catering. Caterers must be approved by the Cathedral in writing. You are responsible for clearing all food waste before vacating.
7.8 Decorations. Nothing may be nailed, screwed, taped, or adhered to walls, ceilings, or pillars without written approval. All decorations must be removed by vacate time. Damage is charged to the deposit.
7.9 Equipment. Cathedral AV equipment is operated by authorized staff only. Your own equipment must be removed by vacate time.
7.10 Parking. The Cathedral does not provide dedicated parking. Illegally parked vehicles are ticketed/towed at the owner's expense.
7.11 Children. You are responsible for the supervision of all minors and must observe the Cathedral's Child Protection Policy.
7.12 Damage Reporting. Report any damage or accident to Cathedral staff immediately. Failure to report does not limit your liability.
7.13 Vacate Time. The Hall must be fully vacated, cleaned, and restored by the Vacate/Cleanup Deadline in Section 2. Overtime (30+ minutes) is charged at the hourly rate in the fee schedule.
7.14 Religious Character. The Cathedral may give preference to its religious community in use of its premises. You may not use the Hall for purposes conflicting with the Cathedral's religious teachings or mission.
7.15 Prohibited. No firearms, prohibited weapons, or controlled substances on the premises under any circumstances.
7.16 Accessibility. You must not create accessibility barriers under the Accessibility for Ontarians with Disabilities Act, 2005. Contact us before the event if you have specific requirements.
Section 8 — Liability and Indemnification
Occupier's Liability Act Notice: As occupier, the Cathedral owes a statutory duty of care to all persons entering the premises under the Occupier's Liability Act, R.S.O. 1990, c. O.2. Nothing in this Agreement removes or limits that duty. Any clause that purports to do so is of no effect to the extent it conflicts with the Act.
8.1 You Indemnify the Cathedral. You agree to defend and hold the Cathedral, its trustees, officers, staff, clergy, and volunteers harmless from all claims, losses, damages, and legal costs (on a full indemnity basis) arising from: (a) your use of the Hall; (b) any act or omission of you, your guests, or your contractors; (c) any breach of this Agreement; or (d) any violation of law by you or your guests.
8.2 Assumption of Risk. You and your guests voluntarily assume the ordinary risks of using the Hall, subject to the limits of the Occupier's Liability Act.
8.3 Cathedral's Own Fault. The indemnification in 8.1 does not apply to claims caused by the Cathedral's own gross negligence or wilful misconduct. The Cathedral remains responsible under the Occupier's Liability Act.
8.4 Personal Property. The Cathedral is not responsible for loss, theft, or damage to your belongings or your guests' belongings. Consider arranging personal property insurance for valuable items.
8.5 Your Duty of Care. You must take all reasonable steps to maintain the safety of all persons during the event, including keeping walkways, exits, and emergency routes unobstructed.
Section 9 — Force Majeure (Events Beyond Our Control)
9.1 Neither party is liable for failure caused by a Force Majeure Event: any event beyond reasonable control, including acts of God, fire, flood, earthquake, pandemic, mandatory government closures, civil unrest, or structural damage making the Hall unusable.
9.2 The affected party must give written notice promptly. If the Force Majeure Event lasts more than 14 days, either party may terminate. The Cathedral will refund all amounts paid, less documented non-recoverable costs.
9.3 Force Majeure does not excuse amounts already due before the event occurred.
Section 10 — Your Privacy
PIPEDA Notice: We handle your personal information in compliance with the Personal Information Protection and Electronic Documents Act, S.C. 2000, c. 5 ("PIPEDA").
10.1 We collect your name, contact information, and event details to: (a) manage the booking; (b) meet our insurance reporting obligations to Trinity Sport; (c) maintain records required by law; and (d) communicate with you about this event and Cathedral programming.
10.2 We will not sell your information. We share it only with Trinity Sport (as required by our insurance policy), when required by law or court order, or with your written consent.
10.3 You may request access to or correction of your information by contacting us in writing. We respond within 30 days.
Section 11 — Termination and Remedies
11.1 If you commit a material breach (including violating Section 7 rules, failing to pay, or misrepresentation), the Cathedral may immediately end the event, require all guests to leave, and forfeit your Rental Fees and Insurance Premiums. The Security Deposit is applied per Section 5.
11.2 Termination does not affect obligations that survive by their nature, including indemnification, payment of damages, and privacy obligations.
11.3 Cathedral staff may enter the Hall at any time to inspect the premises or address safety, security, or compliance concerns.
Section 12 — General Legal Provisions
12.1 Governing Law: Ontario law and applicable Canadian law.
12.2 Disputes: First by good-faith negotiation (30 days). Then: Ontario Small Claims Court (disputes under $35,000) or Ontario Superior Court of Justice (disputes over $35,000). Both parties submit to Ontario jurisdiction.
12.3 Notices: All notices must be in writing — by hand delivery, email (with delivery confirmation), or prepaid registered mail (deemed received 5 business days after mailing). Cathedral address: 237 Sackville Street, Toronto ON M5A 3G1.
12.4 Electronic Signatures: Valid under the Electronic Commerce Act, 2000, S.O. 2000, c. 17.
12.5 Entire Agreement: This document is the complete agreement and replaces all prior discussions or understandings. Changes require a written amendment signed by both parties.
12.6 Waiver: Not exercising a right under this Agreement is not a waiver of that right. A waiver of one breach is not a waiver of future breaches.
12.7 Severability: If any clause is found unenforceable, the rest of the Agreement continues in full force.
12.8 Insurance Log Consent: You expressly consent to the Cathedral recording your event details (type, date, attendance, alcohol) in its quarterly insurance log submitted to Trinity Sport.
12.9 Counterparts: This Agreement may be signed in counterparts; all copies together form one instrument.
Section 13 — Signatures
By signing, both parties confirm they have read and agree to the terms of this Agreement. The Renter confirms the event details above are accurate and complete.
Renter's Pre-Signing Checklist
I have read and understood all 12 sections of this Agreement.
I am the Renter, or I am authorized to sign on the Renter's behalf (see clause 1.3).
The event details in Section 2 are complete and accurate.
I understand the insurance premium that applies to my event (Section 4 table).
I understand the cancellation and no-show policy (Section 6).
I consent to my event information being submitted to the Cathedral's insurer (Trinity Sport) as required by the insurance policy (Sections 2 and 10).
I have received a copy of this Agreement for my own records.
Renter
On Behalf of the Cathedral
To be completed by the Cathedral office upon review.