The community meeting rooms of Volunteer Hamilton are made available to individuals and groups which promote educational, cultural, and community activities which are consistent with the Canadian Charter of Rights and Freedoms, the Criminal Code of Canada, the Ontario Human Rights Code, and the Ontario Anti-Racism Policy.
The community meeting room can accommodate a maximum of 40 people. The Loft Conference Room can accommodate a maximum of 10 people. The rooms are booked on a first come first served basis and can be booked a maximum of six months in advance.
You can check for room availabilty on the calendar on the front page of our website.
The cost of the rooms to member agencies are -
Community Meeting Room Half Day - $50.00/ Full Day -$100.00
Loft Conference Room Half Day - $25.00/Full Day - $50.00
For non members the costs are:
Community Meeting Room Half Day - $75.00/Full Day - $150.00
Loft Conference Room Half Day - $50.00/Full Day - $100.00
Room bookings are not considered confirmed until all fees are paid in full.
Tentative bookings will be held, without payment, for a maximum of 48 hours, or at the discretion of the Office Administrator.
Permission to use meeting facilities does not imply endorsement by Volunteer Hamilton of the aims, policies, or activities of any group. Sale of goods is not permitted unless prior approval is given by Volunteer Hamilton.
Use of facilities will be denied if there is a likelihood of physical danger to people, premises, or equipment; if there has been a misrepresentation of the group’s aims; if a group has previously misused facilities or has not paid the required fee; if the proposed activity/event is against the law, (e.g. Games of Chance/Crown and Anchor Wheel); or if the activity will negatively impact Volunteer Hamilton's operations and ideals.
Volunteer Hamilton does not provide advertising for meetings or programs unless the Volunteer Hamilton is a co-sponsor. Where Volunteer Hamilton is not a co-sponsor, groups using the Workshop Rooms must not imply in any way in their advertising or publicity that the Volunteer Hamilton Board endorses the group's meeting, aims, policies or activities. Volunteer Hamilton should appear only as the location of the meeting. Organizations must clearly indicate their names and provide contact information for meetings being held on Volunteer Hamilton premises in their advertising.
No smoking, lighting of candles, or any other materials is permitted in Volunteer Hamilton or its community meeting rooms.
Reasonable noise levels must be observed during events taking place during Volunteer Hamilton open hours. Please be aware that the building also has apartments above our facility and we ask that you be mindful of the other tenants.
The workshop rooms must be left in the same condition as they were found prior to use.
Only free-standing or table decorations may be used. Nothing may be affixed to the walls.
A 90% refund of the booking fee will be made if the booking is cancelled a minimum of seven (7) calendar days in advance. The full amount will be charged if less than seven (7) days notice of cancellation is made. Cancellations must be made during regular Volunteer Hamilton hours, and directly with Volunteer Hamilton staff. Voice mail messages are not acceptable as official cancellation notification.
Bookings are non-transferable to another date or party.
Volunteer Hamilton assumes no responsibility for personal injury or damage, or for lost or stolen articles belonging to any group or individual using the workshop rooms or attending a program or meeting.
Groups or individuals booking the workshop rooms are responsible for any charges resulting from furniture, building or equipment damage or loss.
If the Media Cart is required as additional equipment, the individual responsible for booking the workshop room will be required to sign for the Media Cart when it is received, and to return the Media Cart to Volunteer Hamilton staff intact when done, where Volunteer Hamilton staff will sign for its satisfactory return. For after-hours functions the office administrator will sign that the cart has been returned the next business day.
If the workshop rooms are required outside Volunteer Hamilton's normal operating hours a surcharge of $10 will be added to the rental fee to cover photocopy costs and key replacement should the keys not be returned. This surcharge will be refunded on the safe return of keys. An agreement will be entered in to regarding the safe return of key's and privacy regarding security system passwords. As part of the $10 surcharge Volunteer Hamilton’s business centre is available for your use. Our fax is also available when staff are onsite.
Volunteer Hamilton will assume no liability for damages or expenditures on behalf of the organisation renting the workshop room through mechanical failures, or any circumstances beyond the Volunteer Hamilton's control, resulting in cancellation of the event. In the event Volunteer Hamilton cannot fulfill its contractual obligations, a full refund will be given for the rental fee.
In the event of a fire alarm, all room users are required to exit the building immediately through the nearest fire exit and await permission to re-enter.
Volunteer Hamilton personnel must be permitted access to the workshop rooms.
Volunteer Hamilton cannot store items or materials for users. All items, including catering, associated dishes and utensils should be removed immediately after the event.
Events must end by 10.00pm. All clean-up must be completed and the premises vacated by 10:30pm.
Room rental fees are waived for Volunteer Hamilton's programs and co-sponsored programs.
Payment may be made by cash or cheque only.
To book either the community meeting room or the Loft Conference Room please complete this form or contact Barbara Klimstra.