Fee Schedule, Guidelines and Conditions for Use of Meeting-Room Facilities

EFFECTIVE 1 JANUARY 2008

Meeting-room facilities

Meeting-room facilities at the Public Archives Site, 6016 University Avenue, are available for booking by government departments and agencies and by outside organizations (non-profit, for-profit and corporate). Space is made available at the discretion of Nova Scotia Archives and Records Management (NSARM), according to fees, guidelines and conditions set out for public use (see below). Failure to comply with these requirements may result in the suspension of booking privileges for the outside organization, government department or agency concerned.

Meeting-rooms are available:

Monday to Friday 9:00 a.m. to 4:00 p.m.
Wednesday evening to 8:30 p.m.
Saturday 9:30 a.m. to 4:30 p.m.

Closed Sundays, Statutory Holidays and Saturdays falling within Holiday Weekends.

Meeting-room facilities include:

1.  Akins Audio-Visual Room: Seating for one hundred (100); white wonder board; wall-mounted projection screen; wireless Internet access; Kodak Carousel slide projector with remote control; overhead projector; flip chart and paper; portable screen; data projector; microphones; VCR and monitor; stacking chairs; tables; lectern; kitchen facilities (100-cup coffee urn; 35-cup coffee urn; electric kettle); room is also equipped with a Loop system to assist the hearing challenged. Use of this room is restricted to five days of any one week by any one group.

2.  Fergusson Board Room: Seating for a maximum of ten (10); executive-style board-room table and chairs. Room is available only during Saturday hours.

3.  Chase Exhibit Room: Exhibit and reception space; maximum occupancy of 200 [reserved for NSARM use Winter 2008].

> >   Public washrooms, water fountain, cloakroom and pay phones are adjacent to meeting rooms. All public areas are accessible by the physically challenged.

Fee Schedule and Equipment Use Charges

Fee Schedule: (HST included)

Akins Audio-Visual Room:

- government departments and agencies: $200/day; $125/half-day

- for-profit and corporate organizations: $200/day; $125/half-day

- non-profit organizations: $150/day; $100/half-day

Fergusson Board Room: [available only on Saturdays]

- government departments and agencies: $175/day; $100/half-day

- for-profit and corporate organizations: $175/day; $100/half-day

- non-profit organizations: $100/day; $75/half-day

- government, for-profit and corporate organizations: $400/event day

- non-profit organizations: $250/event

Equipment Use Charges: (HST included)

- TV/VCR: $10/day

- overhead projector: $10/day

- slide projector: $10/day

- microphone/wireless microphone: $10/day

- flip chart and paper: $10/day

- data projector: $25/day

Bookings and Payment Policy

Bookings:

- Bookings may be made by phoning 424-6075, Monday to Friday, 8:30 a.m. to 4:30 p.m. Bookings are taken on a first-come, first-served basis. Written confirmation of date(s) and time(s) booked, plus an invoice for charges incurred, will be provided.

- Comments, questions or concerns regarding Guidelines, Fee Schedule and Conditions for Use should be directed to the Director, Public Services, 424-6068.

Payment Policy:

- full payment required no later than the day of use for all room bookings and equipment use

- please make cheques and money orders payable to 'Public Archives of Nova Scotia'

- failure to notify NSARM regarding cancellation of booking may result in termination of booking privileges

Guidelines and Conditions for Use:

- NSARM is a scent-free building; please refrain from wearing perfume or other scented personal products when attending on-site meetings and events. We appreciate your cooperation in this matter.

- Smoking is strictly prohibited in all areas of the building. The use of candles, incense and other open flame or smoking devices is also strictly prohibited.

- NSARM assumes no liability for the personal safety and security of individuals or their belongings, attending on-site meetings and events. Outside organizations booking use of NSARM meeting-room facilities are advised to carry Liability Insurance protecting themselves for the duration of the rental period. Coverage should include the Province of Nova Scotia as an additional named, insured body; and should include a clause holding the Province blameless for any injuries or damages sustained by the said organization, its employees and/or guests during the rental period, as well as indemnifying the Province for any loss it may suffer as a result of any claim.

- The NSARM Parking Lot is not available during weekday hours.

- Groups using the Akins Audio-Visual Room may arrange the furniture to suit their set-up needs, but only after the building has opened; after use, furniture must be returned to theatre-seating configuration (see diagram in Kitchen, next to phone). NSARM STAFF CANNOT PROVIDE THIS SERVICE.

- Groups must vacate the premises fifteen (15) minutes before the building closes.

- Conference call and tele-conferencing facilities are not available.

- Wireless Internet access is available throughout the Lobby and Ground Floor; personal computers and laptops are not available, but a data projector can be rented. NSARM STAFF CANNOT PROVIDE ASSISTANCE WITH SETTING UP COMPUTERS AND/OR INTERNET CONNECTIONS.

- NSARM Staff cannot accept phone calls, take messages, or provide phone or fax services for individuals attending activities in any of the meeting-rooms.

- Use of the facilities is contingent upon groups keeping meeting-rooms clean. Coffee urns and the kitchen area must be cleaned after use; all garbage must be bagged.

- Groups must bring their own supplies for coffee-making (coffee, cups, cream, etc.) NSARM does not have storage facilities for these supplies. NSARM is not responsible for articles and supplies left behind after meetings.

- Caterers are welcome for groups using meeting-room facilities. Please let NSARM Staff know of your arrangements, including the name of the caterer and when they will arrive. For groups using the Akins Audio-Visual Room, deliveries are made directly to that room. Remember — it is your responsibility, and/or that of your caterer, to clean up after the function. NSARM STAFF CANNOT PROVIDE THIS SERVICE.

- Liquor may be served in NSARM meeting-rooms, provided that the proper licence has been obtained from the Nova Scotia Alcohol and Gaming Authority and is posted during the event. NSARM STAFF CANNOT PROVIDE THIS SERVICE.

- The Akins Audio-Visual Room cannot be used for aerobics, running, skipping, throwing activities, or for any other purposes which would disrupt researchers or staff, or otherwise endanger artwork, equipment or furniture.

- Art work on the walls of the Akins Audio-Visual Room is part of the NSARM Documentary Art Collection. Care should be taken not to touch or handle these art works in any way. Signs, posters, flip-chart sheets, etc. cannot be affixed to paintings, frames, or to either of the walls on which paintings are hung.

- Please report any equipment problems to the Reception Desk.

- Please note the location of fire exits relative to the meeting-room areas.

- NSARM reserves the right to pre-empt meeting space if the room is required for NSARM purposes; if payment has been made in advance, a full refund will be issued.

- NSARM reserves the right to cancel bookings in the event of storms, power outages or other emergency conditions; if payment has been made in advance, a full refund will be issued.

- NSARM reserves the right to refuse bookings from organizations who have failed to comply with the ‘Guidelines and Conditions for Use', or who have failed to notify NSARM in advance, regarding cancellation of room booking.