The Association of Friends of the Billings Estate Museum

Ottawa Branch - Ontario Genealogical Society

Facility Rental

General Policy Directions

The Billings Estate National Historic Site is a local history museum owned and operated by the City of Ottawa for the citizens of and the visitors to Ottawa. The mandate of the Museum is to collect, preserve, research, interpret and exhibit Ottawa's history and heritage. Clients can discover, enjoy and learn about the Museum and its collections through its exhibits, educational programs, special events, workshops and other museological activities. To generate revenue to support its main purpose/mandate, the Museum will make selected rooms and the grounds available at selected times for short-term public rental use through the Facility Rental Program.

Rental space will be allocated in a manner that reflects the needs of the Museum and of the wide variety of users, provincial liquor laws, the Municipal Alcohol Policy and other City of Ottawa policies and bylaws, including those relating to human rights, discrimination and the promotion of hatred. Rental space is not available for commercial use. All rentals are subject to cancellation for emergencies.

The Department of Community and Protective Services administers this policy. The Museum Administrator is responsible for the ongoing application and interpretation of this policy.

Description of The Facility

Rental Spaces Available

Ground floor meeting room in main house, also known as Sally's Kitchen; an informal space, 15' x 20' in size, with a maximum capacity of 15 people.

In the adjacent "Gatehouse", one room, 16' x 18' in size, with a maximum capacity of 15 people.

The grounds immediately surrounding the Billings house (as noted on the attached plan) are available for public rental use. Rental of this space includes exclusive use of 20' x 20' tent adjacent to the main house and a 30' x 50' tent on the front lawn. The 30' x 50' tent has a wood floor throughout. In special circumstances, other areas on site may also be available (for example for use as a film location). Keep in mind that the grounds of the Museum are also a local park enjoyed by visitors and neighbours. The Museum cannot prohibit casual use of the site but does guarantee that only one event will be scheduled at any given time.

Access for Persons with a Disability

The ground floor meeting room in the main house is wheelchair accessible as are the washrooms.

Furniture and Equipment

Interior and exterior spaces can be accommodated with the following furniture (depending on which space is rented) at no additional cost:

20 - 6' rectangular tables
9 - 3' diameter round tables
8 - 4’ diameter round tables
105 chairs

The following equipment is available for interior spaces only: 1 television, 1 VCR, 1 slide projector, 1 lectern, 1 fixed screen, 1 easel/flip chart stand.

Kitchen Facility

The complimentary use of a kitchen can be requested at the time of booking. Kitchen facilities include: a commercial oven, ice machine, hot water machine, refrigerator (shared use), freezer (shared use), kettle, coffee pot.

Washrooms

Public washrooms are available in the Billings house.

Parking

Rental users are welcome to use the Museum parking lot (26 spaces) but do not have exclusive use of that space. As noted on the attached plan, overflow parking is provided on the grassy area adjacent to the parking lot. Patrons using the Museum parking lot do so at their own risk. The City of Ottawa/Billings Estate National Historic Site does not assume responsibility for damages or vandalism to or thefts of vehicles, or the contents of vehicles, parked on its property. Space limitations may require patrons to use nearby streets to park their vehicles. Patrons are encouraged to be considerate of neighbours when parking nearby. Complaints relating to parking offences or late night noise disturbance could result in the cancellation or denial of future booking by a client.

Exterior Electrical Outlets

For the convenience of grounds users, three outdoor electrical outlets on the house are available as well as a power source at the large tent. You must discuss your needs for power with the Customer Service Clerk.

Museum Staff Resources

Customer Service Booking Clerk

The Customer Service Booking Clerk, under the direction of the Museum Administrator, is responsible for providing information about the Facility Rental Program, for giving prospective clients a tour of the facilities, for scheduling all bookings and for finalizing all details relating to bookings. All dealings relating to rental use of the Billings Estate National Historic Site must be made with the Customer Service Booking Clerk prior to the event.

Event Staff (Facility Attendants)

A minimum of one Museum staff member will be present at rental bookings. The function of this/these person(s) is as follow:

• To ensure the safety and security of the collection, buildings, site and patrons.
• To open and close the facility according to the hours noted on the rental confirmation.
• To provide ongoing access to the rented space(s), kitchen and washrooms according to hours on rental confirmation.
• To assist the facility renter (or designate) with problems during the rental period.
• To ensure that patrons adhere to rental regulations, to the provisions of the Municipal Alcohol Policy, to all LCBO regulations, to the City's noise by-law (By-law Number 118-91), etc.

Rental Categories and Fees

Rental Categories

For the purpose of allocating public use space at the Billings Estate National Historic Site, the following "Rental Categories" will be used to classify groups and individuals wishing to use rental facilities:

Basic Qualifiers Applicable to All Categories

• Individuals wishing to rent space must be 19 years of age or older; groups wishing to rent space must have a representative that is 19 years of age or older.
• Individuals or group representatives wishing to rent space must be able to provide Museum staff with sufficient proof of a verifiable home or business address.
• In situations where members of the group are under 19 years of age, the representative renting the space on behalf of the group must be present and in the rented space during the entire rental period.
• In situation where renter, age 19 or older, cannot be on site or available to Museum staff at all times during a booking, he/she must assign a designate who must be present during the entire rental period and who will deal with staff as needed.
• Individuals or groups who have overdue accounts relating to previous rentals at any City of Ottawa facility will be required to settle their account in full prior to new bookings being accepted.
• The activity for which the rental is made must comply with all municipal, provincial and federal laws and regulations, and, where required, the renter must obtain any necessary permits, licenses or authorizations applicable to the activity.
• Rentals are not available to groups or individuals that promote or foster hatred, discrimination, gratuitous violence or sex, or degradation of the human condition, or who offer performances of this nature.

2008 Rental Rates

• A MINIMUM 3 HOUR RENTAL PERIOD APPLIES TO RENTALS
• The grounds, the ground floor meeting room and the Gatehouse meeting room are individual facilities and must be booked individually. An hourly fee will apply to each facility.

Security Deposit

A security deposit of $250 is required for rentals of the grounds.

These are deposits from which the City of Ottawa can recover its losses or out-of-pocket expenses due to the actions or omissions of a client and any persons occupying the space rented by a client. Deposits are typically used to cover the following type of losses:

• Damage to the facility or to equipment caused by the client, the client's guests or members of the general public who attend an open event organized by the client.
• Staff costs for any time over and above the rental period specified in the client's rental permit.

A security deposit may be made by cash, by cheque, VISA or Mastercard. Cheques must hold a current date; post-dated cheques are not acceptable. Deposits are returned to the client if the booking is held without any losses or additional cost. Refunds for deposits will be made by cheque. The client will be advised of when they can expect to receive their cheque by mail.

When a deposit is to be retained in full or in part, the client will be notified of the fact and provided with information on what the deposit will serve to offset. Only enough of the deposit will be retained to cover the costs for which a client is liable. When a deposit does not fully cover a client's liability, the client will be advised that charges are owing. The Museum Administrator will take appropriate action to recover these charges including invoicing through the City's finance department where required and appropriate.

2008 Hours of Use

Interior and exterior space is available from 8 am to midnight
***Client must set up and take down during the rental time and must be off site by midnight.***

Facility Rental Regulations

1. The primary responsibility of the Billings Estate National Historic Site is to the care and safeguarding of the historic buildings, site and artifact collections. Clients are expected to respect the function and responsibilities of the Museum.
2. Clients will have access to the space(s) that they have booked as well as to hallway/traffic flow areas connecting the rental space to the washrooms and the main entrance during rental hours only. Offices and curatorial areas are private. Exhibit areas are closed to rental clients except during exhibit visitation hours or unless a tour has been booked. Please respect closed doors.
3. Clients must leave the rented space and any kitchen used in the same condition as it was provided.
4. Food and beverages are permitted in rental spaces but not in exhibit galleries.

All arrangements for food and beverages are the responsibility of the client. However, the client must advise the Customer Service Booking Clerk of any catering arrangements.

The use of alcohol is prohibited in the Billings house and in any of the outbuildings. Alcohol may be consumed on the grounds if the client has complied with the requirements in the Billings Estate National Historic Site's Guidelines for Serving Alcohol at an Outdoor Event and the City of Ottawa Municipal Alcohol Policy. Please request a copy of the Municipal Alcohol Policy and Museum Guidelines for Serving Alcohol at an Outdoor Event from the Customer Service Booking Clerk if you wish to serve alcohol at you outdoor event.

5. No posters or other material are to be affixed to walls, doors or windows. Lightweight decorations may be affixed to the tent(s) provided that no holes, rips or tears are made in the fabric.
6. To minimize the risk of fire, no equipment or decorations using an open flame will be permitted in the buildings or on the site during a rental activity. Candles for tables are permitted provided that they are in holders that meet the approval of the Customer Service Booking Clerk.
7. No compressed gas or flammable liquids will be allowed in the Billings house or outbuildings with the exception of helium tanks. They may be brought in for the purpose of inflating balloons provided that they are attached to an appropriate stand at all times and removed from the premises immediately after the booking.
8. Smoking is prohibited in all areas of all buildings on the site but is permitted on the grounds. Clients who have rented the grounds and wish to allow smoking must provide ashtrays for the disposal of cigarette butts and ashes. Rental clients must inform all persons attending their event of smoking regulations.
9. All food, beverages, furniture and equipment provided by renter must be removed during the booked hours unless special arrangement to temporarily store these items has been made with and confirmed in writing by the Customer Service Booking Clerk prior to the event.
10. Clients using equipment or instruments that generate noise, or engaging in noisy activities must do so within the provisions of the City's noise by-law (By-law Number 118-91). A copy of the current noise by-law is available at the Museum for consultation.
11. Clients and all persons attending their event must abide by the directions of the Museum staff member on duty during that rental period.

Booking Information

1. All inquiries for additional information about the Facility Rental Program or for reservations and booking arrangements are handled by the Customer Service Booking Clerk who can be reached by calling the Museum at 247-4830, extension 221 from Tuesday to Friday between 9 am and 3 pm. It is recommended that first-time users visit the Museum facilities prior to booking. Clients wishing to visit the Museum must make an appointment with the Customer Service Booking Clerk for such a visit.
2. A grounds booking can be confirmed up to 1.5 years prior to the date of the event. Interior bookings can be confirmed a maximum of 6 months prior to the date of the event.
3. When planning an event, please ensure that your rental period includes the time that you or your caterer/planner, etc., need for access to the Billings house for set-up/take down activities, for the preparation of food and beverages and for general clean-up activities.
4. A tentative booking will be held for a maximum of two weeks. To confirm a booking, complete and return the attached application form along with a down payment equalling 50% of the full rental fee. Should no down payment be received within two weeks, the tentative booking will be cancelled.
5. Upon receipt of the completed application form and down payment, clients will receive a written confirmation of the booking. The balance of the rental fee is due no later than three weeks prior to the event, or immediately if the event is less than three weeks away.
6. Clients that give two or more weeks notice of cancellation will be refunded 50% of the rental fee paid.
7. Clients that cancel a booking less than two weeks before that booking date or fail to appear will be charged the full rental fee.
8. Security deposits, as outlined in Section 4.4, are due three weeks before the event, or immediately if the event is less than three weeks away.

Guidelines for Serving Alcohol at Your Special Event

If you wish to serve alcohol at your outdoor event, you will require permission from the Museum as well as a Special Occasion Permit (S.O.P.) from the LCBO. Please follow these steps:

1. Submit your written request to the museum’s Client Services Booking Clerk at least 10 weeks in advance of your event. Your request must clearly indicate what the event is, where and when it is being held, during what hours alcohol will be served and what type of food and entertainment is planned. You will receive written confirmation within two (2) weeks of our receipt of your request. The actual serving of alcohol on the day of your event will, of course, be contringent upon having your S.O.P.
2. A minimum of 30 days in advance, go to one of the LCBO locations and apply for a S.O.P.
3. Once you obtain your S.O.P., you must give a copy to the Museum three (3) to five (5) days prior to your event.
4. On the day of the event, post the S.O.P. (original copy) on the stand provided in the area where alcohol is to be served (above or near the bar if there is one). Museum staff will verify that the permit is posted. Alcohol canonly be served if there is a valid S.O.P.

Clients Are Also Responsible for:

• Meeting, and providing City staff with proof of compliance, for all applicable requirements of the City's Alcohol Policy, including those relating to insurance requirements, training for servers and monitors and designated driver plans.
• Familiarizing themselves with the provisions of the Special Occasion Permit, including the area where alcohol can be served and consumed and the time period for which the permit is valid.
• Ensuring that the alcohol served and consumed at the event comes only from properly labelled containers, which indicate that they were purchased under the Special Occasion Permit.
• Ensuring that serving of alcohol is done in a manner that adheres to all LCBO regulations. The City of Ottawa strongly recommends that clients make use of servers who have received training under a server intervention program.
• The conduct and supervision of all guests at the client's event, including any damages caused by a guest.
• Addressing any disturbances or problems caused by intoxicated patrons, and ensuring that any intoxicated guests are provided with safe transportation when they leave the facility. City staff must be notified immediately of any incidents, accidents or damages to the facility and if assistance is required in dealing with a situation, or if Police need to be called.
• Removing all empty and unconsumed alcohol containers from the facility after the event.

[ top ]