AIA CLUBHOUSE RENTAL CONDITIONS 2025
The building is to be vacated by 11:30 p.m. on Saturday and 11:30 a.m. on Sunday. We request all guests be noise-conscious as they are leaving the event. The last Ward’s Island Ferry departs on Saturday evenings at 11:45 p.m.
No one is permitted in the building overnight. There is no camping on the grounds.
Sound systems must remain indoors at all times and must be kept at a quiet volume after 11 p.m.
Landmark Fee of 15% is charged to all caterers who use the AIA facility. For an explanation of landmark fees, click here. The caterer adds this fee to their budget and AIA invoices them that amount and issues a receipt for the fees. The caterer pays landmark fees via e-transfer to algonquinislandassociation@gmail.com
The AIA clubhouse authorizes Laurie Hall, AIA venue manager, to ensure all events conclude at the time specified in the contract. The AIA clubhouse is in a residential neighbourhood. If there are substantiated noise complaints, a fine is deducted from the deposit. The amount of the fine is at the discretion of the AIA.
The AIA Clubhouse requires the Applicant to have in place, at the Applicant’s expense, liability insurance satisfactory to the AIA Clubhouse, in which the AIA Clubhouse shall be named as an additional insured for the occasion of the event which is the subject of this rental Agreement, and to provide to the AIA Clubhouse proof thereof 60 days before the event. (NOTE: Inquire with the insurer regarding attaching this provision to a home policy).
The premises are to be restored to their original state, as per the Cleaning Checklist we will provide you in advance of the event. Standard cleaning procedures of bathrooms and the event space are included in the cost of your rental. If additional hours of cleaning are required, the amount will be deducted from the deposit. The Renter is responsible for the cost of any and all repairs and/or replacement items required as a result of the event. Any expense incurred to return the building, grounds or contents to the original state will be deducted from the security deposit.
The north yard of the AIA is a public right-of-way and a fire route. Signs that block or impede traffic on the footpath or driveway are not permitted and will be removed.
The Renter is to be in control of the event at all times and is responsible for the conduct of their guests. In case of emergency please call “911”
Organizers are responsible for obtaining and honouring the terms of a Special Occasions Permit (SOP) if alcohol is to be served. All requirements of the Liquor License Act must be followed. The bartender must be Smart Serve certified and cannot be an event participant. For details, check smartserve.ca. To download the SOP application, visit agco.on.ca.
Organizers are responsible for obtaining and honouring the terms of the Special Occasions Permit, including the closing time of 11:30 p.m. Any issues that arise from not honouring the permit is the responsibility of the renter, with a possibility of the deposit being forfeited.
A copy of your liquor permit must be emailed to the Venues Manager seven (7) days prior to the start of your event. Keys to the building will be released to the designated responsible individual managing the event once they have provided emergency contact details. This individual must be on-site and reachable if a noise complaint or any other issues arise.
The clubhouse is not only on an island, but is in a residential area with extremely narrow streets, reached by a bridge with weight restrictions. Please ensure all caterers and equipment suppliers complete their business in a single trip each, using nothing larger than ONE 16-foot cube van. If materials can be transported by boat /water taxi directly to the AIA, this is preferred.
Please choose from the list of approved caterers found on the front page of the website. These suppliers are experienced with the challenges of bringing supplies from the city and cooking in a non-professional environment. No more than two (2) site visits will be facilitated prior to the event.
Familiarize yourself with the ferry schedules and costs to passengers and costs/times for vehicle access. Your cooperation is necessary to honour the atmosphere of the island. If you anticipate guests with mobility issues, limit yourself to one vehicle trip at the beginning and end of the event. Investigate the use of water taxis instead of automobiles, where possible.
Event organizers are responsible for returning the grounds to a clean and tidy state.The AIA building and playground are used by a Montessori school. Smoking (cigarette butts), glass, dishes, dogs and litter are not permitted in the playground.
The AIA is primarily a wooden structure. For this reason, candles may NOT be used inside or on the grounds of the clubhouse. No open flames are permitted. This includes but is not limited to: fire lanterns, tiki torches, campfires, sparklers or fireworks.
An inspection of the premises will be conducted on Sunday at 11:30 a.m. following your event. Should the clubhouse and grounds be found in a clean and undamaged state and all above conditions met, your deposit will be refunded via cheque within thirty days.
Rental fees are subject to change.
Thank you for your cooperation and helping to keep our community
peaceful, clean and safe