This booking request form is for Halifax Regional Municipality departments ONLY

All non-HRM bookings please visit Avery Room Rental to find out about our rental spaces and to request a booking.

Fairbanks Centre Availability

Check on room availability on the google calendar below

 

FAIRBANKS CENTRE / AVERY ROOM FACILITY USAGE POLICY & PROCEDURES for Hrm departments

When you reserve the Avery Room | Fairbanks Centre meeting space you agree to adhere to the all room use policies and procedures outlined below (they are subject to change without notice, please review).

  • SCC is the sole owner and managing body of the rental room, Avery Room, and the Fairbanks Interpretive Centre. All parties other than SCC, are considered users or renters of the space.Item description

  • In accordance with the Fairbanks Centre leasing terms and conditions:

    • The HRM department can book the Avery Room (Room 102) for daytime, evening, and weekend use at no cost, with prior arrangement. Bookings are limited to two consecutive days and up to a maximum of 100 days per year at no cost. Beyond this, standard rental fees will apply.

    • The HRM department must follow the Licensor's cancellation policy. Cancellations must be submitted prior to the booking date; otherwise, full rental fees will apply.

    • The HRM department requires a booking to access the Avery Room

    • The HRM department is responsible for cleanup after each use, including spills and proper garbage disposal.

    ROOM USE AGREEMENT

    1.      Room Access: HRM department bookings are limited to the Avery Room. Access to the lower museum area is allowed only for display viewing during after-hours bookings. Break-out or sub-meetings are not permitted during regular hours.

    2.      Exclusive Use: The facility must be used solely by the HRM department named in the booking agreement. Subletting or sharing space with third parties is strictly prohibited.

    3.      Room Setup: HRM department is responsible for all setup.

    4.      Conduct: The HRM department is responsible for the conduct and behavior of all attendees and guests.

    5.      Equipment -Tables and chairs must be used appropriately. No crafts, painting, or writing on the tables.

    6.      Wall Usage: No tape is allowed on the walls, except for painter's tape.

    7.      Catering:

    o   The HRM department is responsible for arranging their own catering services.

    o   All catering materials must be removed from the Avery Room before the end of the booking.

    o   The HRM department must coordinate directly with the catering company.

    8.      Cleanup Responsibility:

    o   The HRM department must clean the space after use, including clearing tables of dishes and garbage.

    o   All garbage must be placed in designated garbage bins.

    o   If garbage exceeds bin capacity, it must be removed from the building and placed in outdoor garbage/recycling bins.

    9.      Noise Levels: Noise must be kept at a reasonable level to avoid disturbing others in the vicinity.

    10.    Booking Duration: All users must vacate the building by the end time listed on the agreement.

    11.    Personal Property: The facility owner is not responsible for any loss, theft, or damage to personal property.

    12.    Policy Compliance: Failure to comply with this agreement may result in the termination of the current booking and/or restrictions on future reservations.

     By using our facility, you acknowledge and agree to adhere to the terms and conditions outlined in this Room Use Agreement.

  • If you are booking the Centre for after-hours use, the HRM department is responsible for managing the booking and must reserve the building key with SCC in advance.

    Key Management:

    • Keys must be picked up during regular public open hours *please note this changes seasonally.

    • The person who signs out the key is responsible for its safekeeping.

    • Keys must be returned to the Fairbanks Centre the morning of the next business day following the event.

    After-Hours Terms:

    • An HRM staff member must be onsite at all times during after-hours or weekend bookings.

    • The space must be cleaned, and furniture must be returned to its original setup.

    • All garbage must be removed and placed in the outdoor garbage/recycling bins.

    • The facility must be secured after use:

      • Ensure the building is empty before setting the alarm and locking the door.

      • Double-check all doors and windows.

    • For any issues during after-hours or weekend use, contact 311 for assistance.

  • Please note: SCC staff may not available for IT support.

    • Laptop with an HDMI port required to run projector (one is not provided).

HRM ROOM BOOKING REQUEST

You will be contacted when this form is received with a booking confirmation.

If you have not been contacted after one business day please call 902-462-1826 and ask for Paula.

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