1.     Booking Confirmation: All facility bookings are subject to availability. To confirm your booking, all fees must be paid in full. Payment methods include cheque (payable to Shubenacadie Canal Commission), credit card, and e-transfer. Any changes to reservation details (e.g., date, time, or duration) must be requested and approved in advance.

Please Note: your reservation time must include all setup and cleanup/take-down. Please ensure you have fully vacated the room by the end of your booked time. As our facility operates on fixed booking windows and staff availability may not allow for early or late access, please plan accordingly.

2.     Cancellation Policy:

• Cancellations made 10 business days before the booking date are eligible for a 100% refund, less any credit card processing fees incurred by SCC.

• Cancellations must be submitted in writing or confirmed verbally with the Office Manager.

3.     Weather & Uncontrollable Circumstances:

• If a booking is canceled due to severe weather or other circumstances beyond SCC’s control, no refund will be provided.

• However, a credit may be applied toward a future booking (to be used within one year) if a rescheduling request is submitted in writing to the Office Manager within five business days of the cancellation.

• Severe weather is defined based on an Environment Canada alert for the Dartmouth Area (e.g., blizzard, ice storm, hurricane, or flood).

4.     Right to Cancel: SCC reserves the right to cancel any rental before or during the event due to operational concerns, emergencies, or failure to comply with rental terms. If cancellation is not the renter’s fault, a refund (minus credit card fees) or a credit for use within the same fiscal year may be offered.

5.     Weddings & Receptions: A separate contract is required for wedding and reception bookings.

Restricted Areas: Rental is limited to the Avery Room and adjoining areas set up with tables. Access to the lower museum must be prearranged.

Purpose of Use: The facility must be used only for the purposes stated in the rental agreement. Subletting or sharing the space with third parties is prohibited without prior written consent.

Guest Conduct: Renters are responsible for the behavior and conduct of all guests and attendees.

Room Setup

• Tables (ten 8ft), chairs (47 padded & 45 plastic), microphones, the mixer, and the podium are included in the rental cost.

  • SCC will strive to set up the space as requested in your booking agreement at no additional charge. If SCC is unable to meet your setup request, the renter is responsible for setting up the space.

Wall Use:

• Tape is not permitted on the walls except for painter’s tape.

• flip chart paper (e.g., Post-it style) that adheres to walls is acceptable.

Additional Equipment: Renters must arrange in advance to rent the LCD projector or flip chart (additional fees apply). Use of the mixer and microphone must also be prearranged.

Prohibited Items:

• Blowing bubbles is permitted outdoors only.

• The following items are strictly prohibited indoors and outdoors: rice, confetti, petals, glitter, pyrotechnics, birdseed, candles, sparklers, or similar materials. Only flameless candles are allowed.

Catering:

• Renters are responsible for their own catering arrangements.

• All catering materials must be removed before the end of the booking. Renters must coordinate directly with their catering company.

Alcohol Policy:

• If alcoholic beverages are served, a Special Occasion License must be obtained and kept onsite during the event. SCC does not hold a Permanent Club/Special Premises license.

Cleanup Responsibilities:

• Renters must ensure the space is cleaned before the end of their booking (e.g., tables must be cleared of garbage and dishes).

• All garbage must be placed in designated bins.

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

Event End Time: Events must conclude by the agreed-upon end time.

Liability: SCC is not responsible for any loss, theft, or damage to personal property.

Policy Compliance: Failure to comply with this policy may result in cancellation of the rental agreement or additional charges.

By renting the Avery Room, you acknowledge and agree to the terms and conditions outlined in this Facility Rental Usage Policy.

Please Note: Your reserved time must include all setup and cleanup. The room must be fully vacated by the end of your booking. Our facility operates on fixed booking windows, and staff availability may not allow for early arrival or late departure, so please plan your schedule accordingly.

Standard Weekday Rates (Mon-Fri 8:30am - 4:30pm)

Half day (8:30am - 12:30pm OR 12:30pm -4:30pm) - $260

Full day (8:30am - 4:30 pm) - $416

*Interpretive space (4hrs) - $100

*Interpretive space (8hrs) - $200

Additional hour $95

**discount for 2 plus consecutive day booking.

Standard Evening / Weekend / Holiday Rates:

4 hrs - $437

8hrs - $780

Non-Profit Weekday Rates (Mon-Fri 8:30am - 4:30pm)

Half day (8:30am-12:30pm OR 12:30pm-4:30pm) - $227

Full day (8:30am-4:30pm) - $340

*Interpretive space (4hrs) - $50

*Interpretive space (8hrs) - $100

Additional hour $65

**discount for 2 plus consecutive day booking.

Non-profit Weekend / Evening/ Holiday rates:

4 hrs - $309

8hrs - $515

*interpretive space can be rented only with an Avery Room rental.

~ If you wish to rent the LCD projector -$85 per day-($35 per day for non-profits) for your event, arrangements must be made in advance.

~ If you wish to rent the flip chart  ($25 per day) for your event, arrangements must be made in advance.