Rental Policies, Procedures and Agreement

Welcome to Growth Commons! As a non-profit organization committed to fostering a supportive environment for other non-profit organizations, it's essential to understand the legal aspects of renting space and engaging with our services. The information provided here is intended to offer a general understanding of legal considerations and should not be considered as a substitute for professional legal advice. We strongly recommend seeking legal counsel to ensure that your organization's specific needs and requirements are appropriately addressed.

The Growth Commons is a social enterprise initiative of the PEI Alliance for Mental Well-Being, created to provide accessible and affordable work, meeting and training space options for the Island non-profit community. This policy applies to guests in all spaces of The Growth Commons: on The Growth Commons property, in the community, on the phone, or electronically. Guests to The Growth Commons have the right to equal treatment without discrimination or harassment based on gender identity, gender expression, sexual orientation, race, colour, ethnic origin, creed, disability, and all other grounds set out in the Prince Edward Island Human Rights Code. Individuals and groups using The Growth Commons spaces are subject to the rules and regulations of The The Growth Commons and must not violate Canadian laws, including, but not limited to, the Canadian Charter of Rights and Freedoms, the PEI Human Rights Act, and the Criminal Code of Canada.

Principles

Use of the office/training/meeting rooms by any group or organization does not constitute an endorsement by The Growth Commons of that group or organization’s beliefs or policies. The Growth Commons reserves the right to refuse any rentals.

Meeting Room Rental Agreement

The Growth Commons establishes office/training/meeting room rental agreements, outlining fees, terms, and conditions for renting space at The Growth Commons. All users are required to read and acknowledge this Agreement as a part of confirming their booking.

Bookings

The office/training/meeting rooms at The Growth Commons are reserved for The Growth Commons tenants, and when available, by the public on a first-come, first-served basis.
Current availability for office/training/meeting room rentals is 8:30 am – 8:00 pm, Monday through Saturday (excluding all statutory holidays).
Renters of the training/meeting rooms must be eighteen (18) years of age or older. The renter shall be responsible for the conduct and supervision of all people admitted to the meeting room and shall see that all activities are conducted in a manner consistent with The Growth Commons’ Principles outlined in the first paragraph of this document.
The Growth Commons may deny or cancel a room booking when The Growth Commons, in consultation with legal counsel (where appropriate), reasonably believes that the proposed use is likely to or will include activities that violate provincial or federal charters or laws, this policy and/or The Growth Common’s Conduct Policy. If The Growth Commons discovers that any prohibited activity has occurred after the event has commenced, the Executive Director or designated staff member onsite may terminate the event.
No animals, except service dogs, will be allowed in the office/training/meeting rooms without prior approval. Absolutely no rice, silly string, birdseed, or water beads (and the like) are permitted in the meeting rooms. Bubbles are permitted. No fog machines, smoke machines, or anything producing an open flame is permitted. Use of tape, glitter, tacks, or nails is not permitted.
The Renter will be held financially responsible for all damage arising from the misuse of the property.
All rental fees must be paid prior to the use of the space, unless other arrangements have been made with the management of The Growth Commons.

Check In Policy
All online room bookings of The Growth Commons will be sent a reminder of their upcoming booking which will require them to confirm their attendance (through the app or in person). Renters may check in as early as 24 hours before to 30 minutes past their booking window. If the renter does not check in 30 minutes past the booking window, the booking will be considered to be cancelled, and no refund will be provided.

Cancellation
Cancellations received within 48 hours of the scheduled booking will receive a full refund. No refund will be payable for cancellations less than 48 hours prior to the scheduled booking. The Growth Commons may refuse or cancel the renter’s use of the training/meeting room at any time either with or without cause, and the renter releases The Growth Commons from any damages or other liability for losses relating thereto. Should the renter’s booking be cancelled by The Growth Commons, all rental fees will be refunded in full. The Growth Commons assumes no responsibility for any other costs incurred by the renter.

Privacy

The Growth Commons is committed to protecting the privacy of personal information in its keeping, within the access and privacy provisions of the Freedom of Information and Protection of Privacy Act (FOIPP).

Requirements of Use

REQUIREMENTS OF USE ADVERTISING: The Growth Commons does not prepare advertising for meeting room rentals, in any form. Organizations must use their own names when advertising meetings are held in The Growth Commons facilities, making it clear that The Growth Commons is not the sponsor of the event. Use of The Growth Commons logo is not permitted.

ALCOHOL: Absolutely no alcohol shall be brought into or consumed anywhere on The Growth Commons property.

CAPACITY: The maximum occupancy of the meeting room shall not be exceeded by the Renter.

CLEANING: It is the responsibility of the Renter to restore the rental area to the condition existing prior to the renter’s occupancy, which includes restoring furniture to its location and its condition existing prior to the renter’s use.

DAMAGES: The renter agrees to compensate The Growth Commons for any damage to the training/meeting room or other property of The Growth Commons caused by or resulting from the Renter’s use of the training/meeting room. The renter releases The Growth Commons from any liability for any damages which may occur to the property or person of the renter arising out of its use of the training/meeting room and agrees to indemnify and save harmless The Growth Commons from any liability, however caused, for personal injury or property damages occurring to any person arising out of the renter’s use of the training/meeting room.

DIRECTION: During use of the training/meeting room, the renter shall obey any reasonable direction of The Growth Commons staff not in conflict with this agreement. Any person who fails to obey such directions may be requested to leave the premises.

EQUIPMENT: The Growth Commons will not store equipment or supplies. No additional electronic or audio-visual equipment is permitted to be brought in or used in the training/meeting room other than what is provided by The Growth Commons; without explicit approval from the Executive Director. All equipment must be in the existing prior condition when the rental period ends.

FOOD: The kitchen and lounge area are available for use by renters with prior notice and approval of The Growth Commons. Food and non-alcoholic beverages are permitted to be brought in and may be consumed in the training/meeting rooms or in the kitchen/lounge (see previous sentence). The renter must provide all necessary supplies. The renter is also expected to leave the space in the condition it was found, including removing any remaining food items it brought into the space following the event. Food items and supplies stored in the kitchen/lounge area are the property of The Growth Commons and are not available for use by renters, unless specific permission is provided. The renter assumes full responsibility and liability for any injury, illness, or damage arising from items they provide.

HOLIDAYS: The Growth Commons facilities are closed for the following holidays: New Year’s Day, Islander Day, Good Friday & Easter Monday, Victoria Day, Canada Day, August Civic Holiday, Labour Day, National Truth & Reconciliation Day, Thanksgiving, Remembrance Day, Christmas Day, and Boxing Day. The facilities may also be closed for additional days between Christmas Day and New Years Day, as determined by management.

HOURS: Rooms are only available for use during the reserved time. Meeting rooms are available for use during business hours (Monday to Saturday, 8:30 AM – 8:00 PM) at the discretion of The Growth Commons. The front reception desk is staffed Monday – Friday from 8:30 am – 4:30 pm.

NO SMOKING: There shall be no smoking, vaping, drinking alcohol, or the use of any illegal substances anywhere on The Growth Commons property.

Emergency Actions

IN CASE OF EMERGENCY - Call 911
The Growth Commons staff members will be on site for directions as needed during regular business hours.

IN CASE OF FIRE… Direct your party to leave The Growth Commons meeting room immediately using any of the marked exits. It is important to designate someone to check the restrooms for individuals before exiting and complete a head count to ensure you are not missing anyone. If you are unable to account for someone, please inform the Fire Department Staff for assistance.

MEDICAL EMERGENCY, DANGEROUS SITUATION, SUSPICIOUS PERSON In the event of a medical emergency, dangerous situation, or suspicious person call 911. In addition to the general rules respecting the use of the training/meeting rooms, The Growth Commons prohibits the use of its meeting rooms for any purpose which would contravene any statute or government regulation, or which might create civil liability by the user or The Growth Commons to any person. Users are reminded that ignorance of the law is not an excuse. The use of The Growth Commons meeting rooms is conditional upon the user's agreement to observe this policy. By acknowledging this document, the renter indicates agreement to all requirements of this policy.