Events and Reservations Office 

Terms and Conditions

• The Lessee will abide by all municipal, provincial and federal laws governing taxes, permits, the consumption of alcohol and all other laws which might apply to the use of the facilities and equipment, including copyright and intellectual property laws of all material used in relation to the event.
• Upon signature of this application, the Lessee will pay a non-refundable deposit which at the discretion of the University may amount to a portion of or the total amount of the basic charges (see confirmation sheet).
• The Lessee will return the premises to the general conditions of cleanliness and repair in which they were found. Specifically, it is expected that all refuse will be placed in garbage bags or receptacles, that countertops and sinks will be left clean, and that tables, chairs and other furniture and equipment will be repositioned as found or as otherwise directed by the University.
  • Where additional cleaning of the premises is deemed to be necessary by the University, the Lessee will pay to the University a cleanup charge.
• Prior to the commencement of the function, the Lessee will check the premises for any damage and report any damage to the Food and Conference Services coordinator, verbally or in writing.
  • The Lessee will be responsible for any damage incurred to the premises or University property as a result of any act or omission of the Lessee or the group named herein or their members, officers, employees, agents or contractors or any person who attends the function, and in the event of such damage, will pay the University a damage charge in such amount as is determined by the University.
• The Lessee will ensure adequate adult supervision during the occupancy period of the premises. The Lessee shall take the necessary steps to prevent the entry of unauthorized persons.
• The Lessee will provide and pay for any supplementary security judged necessary by the University.
• When leaving the premises, the Lessee will leave the facilities and shall remove all furniture and equipment brought onto the premises for use at said event, unless otherwise agreed upon in advance with the Lessee’s Food and Conference Services representative.
• The University shall not be liable for damage to or loss of any property brought into the premises in conjunction with the function by the Lessee or the group named herein or their members, officers, employees, agents, or contractors or any person who attends the function.

Force Majeure

• If Saint Paul University is delayed or prevented from performing any act or service required of it hereunder, and such delay or prevention is caused by disruption due to construction activities, strikes, labour disputes, including boycotts, acts of God, government restrictions, judicial orders, fire or other casualties, civil commotion, or any other cause beyond its reasonable control, the Lessee agrees and accepts that it will save harmless Saint Paul University from any liability, financial or otherwise.

Parking

• SPU’s “pay and display” policy is in effect at all times. Parked vehicles not displaying a valid paid parking receipt may be ticketed or towed at the owner’s expense.

Equipment

• The Lessee takes full responsibility for the qualified use, care and protection of the University’s equipment. Any damage resulting from use other than normal wear and tear will be the responsibility of the Lessee and will incur repair or replacement costs.

Security

• The Lessee is responsible for familiarizing him/herself with the emergency exits of the rooms reserved. Emergency exits can be found through University signage or by requesting a map. In case of an evacuation, the Lessee is responsible for helping to direct participants to the nearest safe exits. The Lessee is responsible for complying with all instructions issued by emergency personnel and, when requested, for relaying those instructions to event participants.

Event Signage

• All event signage is the Lessee’s responsibility and, if applicable, must be put up on the day of the event.
  • Please note that only painter’s tape is to be used as adhesive in the room.
  • No signage is to be put on windows or walls. Please contact your Food and Conference Services representative to learn about the permitted areas.
  • The Lessee is responsible for removing all event signage before leaving the SPU campus.

Event Publicity

• Saint Paul University’s name or logo cannot be used for any promotional purpose, including on the Lessee’s website and social media accounts. The University’s address can be used on promotional materials to indicate the event location.

Termination of Agreement

• Saint Paul University reserves the right to cancel or refuse to host any event.

Catering Services

• The Lessee will abide by the policy that all catering services must be ordered through the University’s Food and Conference Services. No external food or beverage is permitted on the Saint Paul University campus.

Order date / final number confirmation

All catering orders with final quantities must be sent to the catering coordinator and confirmed seven (7) days prior to the event date.

Last-minute orders

We realize that last-minute bookings may arise, and we will work with the kitchen team to do our very best to accommodate your request. Orders placed within seven (7) days of the event date are considered late orders and may be refused or modified by the kitchen as necessary. Menus are subject to food stock availability. If the kitchen is not able to accommodate you, please keep in mind that Café Urban is open Monday to Friday and a wide array of foods is available to purchase there.

Late cancellation charges

Any staff cancellations made within seven (7) days of the event date will be charged 70% of the original staffing costs.

Any food and beverage cancellations made within seven (7) days of the event date will be charged 30% of the cost of the original order.

Staffing

Staffing is required for all catered functions, including but not limited to: plated lunches or dinners, BBQs, cocktail receptions and cash/host bar functions. Some activities will require extra staffing.

Staff rates are $25/hour, with a 4-hour minimum. Staff hours beyond the 4-hour minimum will be invoiced to the Lessee.

All events where alcohol is being served require Smart Serve-certified staff present.

A catering supervisor is present on campus weekdays from 7 a.m.–4 p.m. When catering is ordered on evenings, weekends or holidays, staff will be present to deliver the orders and to coordinate pickup, but they may not be on campus during the time between delivery and pickup. However, your Food and Conference Services event coordinator is available by cellular phone at all times. Please don’t hesitate to contact him or her with any questions or concerns.

Custom menus

We have specifically designed our menus to meet most needs. However, we will be pleased to customize an unforgettable event experience for you and your guests. Please contact your Food and Conference Services representative to discuss your request.

Dietary restrictions

We can accommodate most dietary restrictions. Should your group have any dietary restrictions, please advise your Food and Conference Services representative in advance. Some changes to the menu may be necessary to accommodate group requests. Please note that a surcharge may be applied for specialty meals.

Minimum order

The minimum order is $60 for catering services during the week and $80 on evenings and weekends. Any difference in price will be added to the final bill. Don’t forget that Café Urban will be pleased to serve you in order to avoid extra charges.

Leftover food policy

For your safety, leftover food from catered functions cannot be packaged or removed from Saint Paul University premises.

Coordination fee

A 15% coordination fee (plus HST) will be applied to all catering invoices.