Purpose of this policy

1   To establish guidelines for the use of assembly facilities in the Abbotsford City Hall and the Matsqui Centennial Auditorium.

Authority

2   Council

Definitions

3   In this policy

"Local" an individual or organization from the Abbotsford area only

"Non-local" an individual or organization from outside the Abbotsford area

"Non-profit" a registered non-profit organization, which is either Local or Non-local

"Commercial" a company or individual that rents the Matsqui Centennial Auditorium for personal or corporate gain

Guiding principles

4   The City of Abbotsford reserves the right to schedule use of the City Hall or the Matsqui Centennial Auditorium, and cancel any bookings. The management and operation of the facilities in the Abbotsford City Hall and the Matsqui Centennial Auditorium are the sole responsibility of the City and its employees.

Fees and Requirements

5   (1) Fees may apply for the use of the City Hall or the Matsqui Centennial Auditorium, to cover operational costs for the facilities, (e.g. security, technical support, supplies, cleaning, etc.).

(2) The City reserves the right to require facility users to provide the services of a commissionaire.

(3) Users may be required to supply a City of Abbotsford Business Licence.

Facility usage - Abbotsford City Hall

6   Use of assembly facilities in the Abbotsford City Hall is restricted to Council, and its committees, boards and commissions, tenants, or other users as approved by Council.

Facility usage - Matsqui Centennial Auditorium

7   All events, meetings, or programs of Council, its committees, boards and commissions, or as approved by Council, take priority over other users of the Matsqui Centennial Auditorium.

(a) Individuals, groups, or organizations may use the Matsqui Centennial Auditorium according to the fee schedule approved by Council.

(b) Bookings are assigned in the following priority:

(i) Local Non-profit public performing and visual arts, literary or cultural groups (minor);

(ii) Local Non-profit public performing and visual arts, literary or cultural groups (adult);

(iii) Non-profit private groups including religious organizations;

(iv) Non-profit groups or organizations from outside the Abbotsford area;

(v) Commercial; and

(vi) special activities conducted by Non-profit groups to raise money for Non-profit organizations within the Abbotsford area, or as approved by Council.

(c) Non-profit groups or organizations, which use the Matsqui Centennial Auditorium and charge a fee, must annually submit a financial statement that shows all revenues and expenditures.

(d) Groups with priority will be asked in August 1996, and by April 30 in each following year, to submit their requests for September to August of the following year. Any dates that are not booked by the groups with priority, will be made available to other users.