SOME OF OUR RULES HAVE TEMPORARILY CHANGED DUE TO COVID-19. CLICK HERE FOR MORE INFORMATION.

Rental policies

BOOKING POLICIES

• Rentals are confirmed with receipt of a signed contract and 50% deposit. We generally accept cash and cheques. We take deposits on the event cost, but not extras like piano tunings, etc. Deposits are entirely non-refundable except in extreme circumstances at the discretion of the Heliconian Club. Serial bookings can negotiate a deposit schedule that fits the cash flow of their planned series of events. 
• The rental balance and any additional fees (i.e. piano tuning, extra time) are due on the day of the rental, by the end of the rental period. We generally accept cash and cheques.
• The event time in the contract covers from the time of access to the time of exit. If you need time to set-up before or tare-down after your event, it must be booked. If extra time is needed at the end of the rental, it may be added on, at the discretion of the Heliconian Club based on hall and staff availability. Extra fees apply. Even if the hall is not is use before or after a booking, renters cannot arrive early or stay late, without arranging it with staff, and paying the fee. Our rental rates are hourly, so extra event time must be paid for. 

REHEARSAL AND SET-UP TIME

• All standard weekend and evening rentals include two hours of rehearsal/preparation time to be used within the 2 weeks leading up to the event. (For weddings, this is often used for a ceremony rehearsal, site visits, and deliveries, not decorating and set-up). 
• This time is only free if used on a weekday between 9 am and 5 pm.
• This time must be booked in advance (around the existing Club schedule). 
• Rehearsal and preparation time cannot usually be booked more than 2 weeks in advance.
• The two free hours can be moved to an evening or weekend for an additional staffing fee. But this cannot be done more than two weeks before the date. 
• The two free hours can not be used as an extension of the event time. It is ok to book the time immediately before the event (if available) for set-up or rehearsal use, but guests and audiences should not arrive before the event booking time starts. 
• Exclusive use of the space does not extend to this rehearsal/set-up time. A rehearsal can be happening in the hall while a meeting occurs in the board room, or deliveries and other Club business continues. 
• Hall set-up of in-house furniture is usually completed in advance for the event period, by Heliconian staff, but usually not in advance of the rehearsal/set-up time.
• If you need set-up time for a weekend event, you must book it at the time of booking, for the full event rate. (ie. if you have a 6 pm event, and want to come in at 4 pm to set-up, you must book from 4 pm. If you wait until 2 weeks prior to book the free set-up time, the time will likely be booked already by a different event. It does cost more to book from 4 pm at the event rate, but we do lose the ability to rent for a separate afternoon event in those hours, as the set-up time is taking its place). We have this rule so that we are not turning away matinee concerts, etc., for free rehearsal/set-up time, so that we can better accommodate more stakeholders, and keep our rates relatively low. 

CLEANING POLICIES

• For cleaning, renters are expected to clean up the materials of their events. In general, we do not expect renters to clean washrooms or floors, but if materials from the event create unusual messes, it may be needed (ie. art materials from a art workshop are spilled on the floor- the renter would need to clean this). All decorations, promotional materials, concert programs, etc., should be removed by the renter. Anything brought in by guests and audience members should also be removed by the renter (ie. water bottles, coffee cups, etc.). If the kitchen is used, it should be cleaned at the end of the event, and any Heliconian dishes used must be washed in the industrial washing machine. Any rental dishes must be prepared for pick up and stored where directed to by Club staff. Even rental dishes should be scraped of food, to limit the smell until pick-up time. All leftover food and beverages must be dealt with by the renters. All cleaning must be completed in the rental period. Extra cleaning time (if available) will be charge hourly, at the full event rate. Any messes left by the renter that result in unusual staff hours, will be billed to the renter. 
• Heliconian Hall recycles! All of the main rooms have both garbage and recycling receptacles. Please separate waste properly and ensure all waste is in a receptacle before leaving the space. 

CAPACITY

•  The capacity of the Licensed areas is 124 persons for standing and theatre-style eated events, 105 persons for events seated at tables and 91 persons for any event where alcohol is served (no matter the furniture set-up). This includes all performers, volunteers, catering staff, photographers, etc. (all people in the building, including children). The renter is responsible for limiting the number of people in the building to the applicable limit for their rental event. The hall seats about 120 people, but if there are more than 4 performers, this can result in empty seats for the performance. Empty seats cannot be sold if the number of people in the building is at 124. Seating capacities and fire limits are different.

MUSIC LICENCING

• We are now required to collect Entandem Music licensing fees for all events using recorded music and some live performances happening in the hall. Entandem is a joint venture between RE:SOUND and SOCAN that brings the music licensing into a single place. Fees for background music is $31.31 and for dancing is $62.64.

PIANO POLICIES

• The Steinway grand piano is tuned monthly. It holds its tune relatively well but not perfectly. There is no piano use fee, and tunings are not mandatory but if you are recording your project or if the performance is at a level that demands recent tuning, the only way to ensure a fresh tuning is to request and pay for an additional tuning, which is available at cost. 
• Additional tunings for specific events must be arranged in advance. Only the official Club piano tuner may be engaged to service or adjust the piano. The proximity of additional tunings to the rental event is subject to the availability of the tuners, Club staff and the schedule of the piano’s usage.
• We do not allow any of use of the piano that will result in being out-of-tune more than usually playing. So prepared piano pieces that change the tuning of the strings are not allowed unless the renter pays for a tuning AFTER the rental event. 
• The piano is not to be used for any purpose other than professional or educational performance. It is not to be used as a toy, or by untrained persons. This includes use after performances. 
• The grand piano may be moved anywhere on the raised stage area, but we do not remove it from the stage area for rental events.

INSTURMENT ENDPINS

• The use of pointed endpins on all floors in Heliconian Hall is prohibited. The use of an Endpin Rest or other such device that fully protects the floor is required at all times. 

ART WORK/PHOTOGRAPHY/VIDEOS

• We do not remove art from the walls for rental events. 
• Renters cannot cover the art by any means that touches the art. 
• Renters cannot alter or censor the artwork. 
• Any video recording and/or photography that is done in the Licensed Area that includes more than the stage area of the Hall must get permission prior to the License period.
• Photography specifically of the art is not allowed. But photography of the hall generally, with art in the background, is allowed. 
• We do not own the rights to the art work in the main hall, so most filming projects are impossible, unless the filming is specifically of the stage area.  

ALCOHOL

• Liquor licences are required for all alcohol consumption in the facilities, including private events, and private performer consumption before or after a concert. Renters must obtain a Special Occasion Permit appropriate for their event (public/private, sale/no sale), and have it on display for the duration of the permit and service. Heliconian staff will photocopy the permit. All liquor law compliance is the exclusive responsibility of the permit holder, and not the Heliconian Club. 
• Alcohol service must be carried out by an individual who has completed an accredited service training program (i.e. SmartServe).
• Alcohol consumption and open containers are restricted to the main floor of the building. All outside space is not covered in the Special Occasion Permit. Licence holders are responsible for ensuring alcohol consumption is confined to areas covered by the permit. 

CATERING

• Food is only to be consumed and disposed of on the main floor.
• All food arrangements are the responsibility of the renters. We do not offer in-house catering. We also do not have restrictions on what catering companies can be used, nor do we take a landmark fee. However, delivery and access times outside of contract times, must be arranged with the Heliconian office and may be restricted by other activities in the space, and subject to additional fees if outside of office hours. 
• All rental arrangements (dishes, linens, glassware, etc.) are the responsibility of the renters. We also do not have restrictions on what rental companies can be used. However, delivery and access times outside of contract times, must be arranged with the Heliconian office and may be restricted by other activities in the space, and subject to additional fees if outside of office hours. 
• Storage of rental and catering materials, as well as decorations may be arranged with Heliconian staff, but is dependant on the event schedule of the storage time period, and staff availability for drop-off and pick-up times. The Heliconian Club is not liable for event materials left in the Hall, during the rental period or outside of the period. 

RENTAL STAFF

• The premise will be supervised by at least one staff person for the full License period, who will unlock and lock the premise and ensure the space is set up with the basic facility amenities.
• The staff person will have the authority to enforce all guidelines and rules and their directions must be followed by the renters and guests. 
• The staff person is on the premise to supervise the use of the Licensed Areas and cannot be expected to sell or accept tickets or merchandise, make or arrange refreshment, clean dishes (except those rented from the Heliconian Club), act as a stage hand, move sets, operate the lighting board (more than turning on at the beginning and off at the end) or perform any activity that would distract them from their role as a representative of the Club, or that falls beyond the scope of their employment. 

FURNITURE ARRANGING

• Fire exits and pathways must remain clear at all times. 
• For a list of in-house furniture, pleases see the Space Details page. It has details about what we have, as well as what we cannot and will not remove from the space, or specifically the main floor. 
• The grand piano may be moved anywhere on the raised stage area, but we do not remove it from the stage area for rental events.

TEMPERATURE

• We keep the thermostats set between 20 and 23 degrees.  We cannot accommodate rentals that need high or low temperatures (ie. Hot Yoga classes).
• Please do not touch the thermostats. Please ask for assistance. We usually do not adjust temperatures for rentals, unless something is wrong with the system. 
• The building doors cannot be propped open if either the heat or air conditioning systems are on. 

CANDLES/FIREPLACE

• We allow candles as long as they are in non-flammable containers that are higher than the height of the flame. 
• Candles must be placed in sensible locations, and may be moved or extinguished by staff if any danger is detected. 
• Candles may not be left unattended outdoors. 
• The fireplace is in working condition, usage fees apply, and the Heliconian Club provides the log. Materials brought by the renter are not allowed to be burned. 

SMOKING 

• There is no smoking anywhere on Heliconian Club property. This includes the front and back yards, and the side alley. Renters and guests must go to the front sidewalk to smoke. 

PARKING

• We share an alleyway next to the building, on a first-come-first-serve basis. We cannot guarantee any parking spaces at any time.
• It is not to be used by audience members and guests, but renters and suppliers with materials for the rental event can often park in the alley.
• People parking in the alley are required to leave a note on their dashboards stating they are in Heliconian Hall. If they park behind someone else in the alley, they MUST leave a cell phone number where they can be reached. They must leave the cell phone ringer on, and must be able to move their vehicle immediately if the blocked car needs to get out. This means, if renting for a concert, wedding, etc., where interruptions and ringing phones are not compatible, car owners should unpack the materials for the event from their car and park elsewhere. If a renter or supplier's car is blocking another car that needs to exit and the car owner is not answering their phone, or has not left a number on their dash, Heliconian staff will interrupt the event to locate the car owner, who will have to move their car immediately (even if they are performing). 
• Cars absolutely cannot be left in the alley outside of the rental period. Car owners must be in Heliconian Hall while their car is in the alley. 

ACKNOWLEDGEMENT

• We do not require any acknowledgement in event programs.
• We do require that all references to the venue use the name "Heliconian Hall" not Heliconian Club. 

RESTRICTED ITEMS

• ​Animals: We don't allow animals in the Hall, with the exception of service animals.
• Balloons: Non-helium balloons are allowed everywhere. Helium balloons are allowed outside only. They can be tied to the railing or the fence, and removed by the end of the rental period. They are not allowed through any doorway into the Club. 
• Confetti (etc.): We don't allow confetti, rice (for throwing) or sparkles in or outside of the building. We allow bubbles outside, but not inside. 
• Tape, pushpins, thumbtacks, nails: We are very strict about how things (posters, decorations, etc.) are attached to the walls and other surfaces. Please ask in advance. Most things are restricted, as the walls are so old they are not drywall, they are a delicate plaster that is removed by most tapes and difficult to patch. 
  
  

​RULES ARE SUBJECT TO CHANGE.