Nineteen on the Park Rental Information

19 on the Park is a unique combination of an arts centre and a historic landmark. Constructed in 1895, the building originally consisted of a marketplace on the main floor and a public hall on the upper floor. Over the years the facility was used as a bowling alley, movie theatre and Town Hall.  After an extensive restoration, 19 on the Park reopened its doors on May 9, 2009 as a premier arts and entertainment facility.

What We Offer

19 on the Park hosts a large array of arts and cultural programming and is also a beautiful space for private rentals.  Whether you decide on our large Great Hall, with its soaring ceilings and dramatic lighting or our more intimate second floor Community Room, we know that we can work with you to make your private or corporate event a success.

Please contact our Events Coordinator at emma.vouk@townofws.ca or 905-640-2322 ex 1 for additional information or to book your event.

ROOM INFORMATION

Great Hall

The dramatic Great Hall retains its original wooden ceiling and exposed brick walls and has modern floor-to-ceiling windows that provide natural light. This room is well-suited for weddings, parties, performances, exhibitions, trade shows, conferences and seminars. Moveable pipe and drape allow for versatile use of this space and our projection, lighting, and sound system can provide you with all your audio and visual needs. The facility opens onto Civic Square which features contemporary landscaping and a tranquil water feature. To the rear of the building is ample free public parking.

Our Great Hall packages include:

• Theatre Style Capacity: 152
• Standing Capacity: 200
• Round Tables for Seated Function Capacity: 120
• Family Style for Seated Function Capacity: 150

Community Room

Our Community Room provides lots of natural light and is perfect for small meetings. Features of this room include tables, chairs, an interior window, whiteboard, sink and counter space.

• Dimensions (ft): 9.5 x 18.5
• Area (sq ft): 175.75
• Meeting Style Capacity: 12 people
• Adding Upper Lobby Capacity: 25

 EVENT USAGE

• The number of people using the space may not exceed the maximum occupant capacity as stipulated by the Town of Whitchurch-Stouffville.
• 19 on The Park provides some tables and chairs and some technical equipment. Renters must bring any additional equipment they require (i.e. linens, all kitchen equipment as required and any décor).
• The facility has been cleaned prior to your event. If there is excessive clean up required at the end of your rental, an additional cleaning fee may be charged.
• Renters are responsible for the replacement/repair of any 19 on the Park property that may be damaged during their event. A Security Damage Deposit will be taken at the time of the rental and will be refunded 4-6 weeks after your event.
• Attachments or adjustments to walls, lighting, or floor may only be made in consultation with 19 on the Park staff.
• The following materials/equipment are not allowed at or outside the facility:
• Confetti or rice
• Smoke or dry ice machines (water hazer acceptable)
• Cotton candy machines
• Open flame
• Sparklers (outdoor use only)
• Pyrotechnics
• Paint
• Glitter
• Glues
• Tape, including masking
• Nails/staples
• Wish Lanterns (released paper lanterns)

RENTAL GUIDELINES & TERMS OF USE

Please read the guidelines and terms of use carefully and contact our Events Coordinator at emma.vouk@townofws.ca or 905-640-2322 for further information.

Renters are to abide by all municipal bylaws, and provincial and federal laws while in the building or on Town of Whitchurch-Stouffville property.

Alcohol

In order to provide alcohol at your event:

• You must obtain a Special Occasions Permit (SOP) from the LCBO
• Your server must have a valid “Smart Serve Certificate” and must be present at all times while alcohol is being served. The Special Occasions Permit must be posted at the area of service during your event. Alcohol is not permitted outside the indoor rental space listed on the Special Occasions Permit.

Garbage

The renter is responsible for cleaning up all garbage and debris after the event.

• Please bring ample garbage bags for your clean up and leave the filled bags at the back door for our cleaning staff to remove. All cardboard must be broken down, flattened and placed in recycle bins.
• All of your personal event equipment and supplies must be removed from the facility at the end of your rental. If you require additional clean up extra time you will be charged accordingly.

Kitchen

• On the day of your event, a Staff member will perform a kitchen orientation to familiarize you/your caterer with our facilities.
• Storage space and refrigeration space is limited and may or may not be available; this can be confirmed ahead of time with the Events Coordinator.
• Please bring your own coolers and ice for your bar needs to ensure space in the refrigerator for food requirements.
• There is absolutely no cooking of any kind permitted in our kitchen facility as it does not have a proper ventilation system. Crock pots are permitted.
• Any additional kitchen equipment required must be provided by the renter.
• All kitchen cutlery, dishes, glassware, or cutting/serving utensils must be provided by the renter.
• The kitchen must be left in the condition it was found.

Caterers

• Caterers must have all large equipment approved by 19 on the Park before the event begins (i.e. outdoor stoves, generators, food trucks).

Deliveries

• Delivery and pick up times must be pre-arranged prior to your event.
• Early drop off or a later pick up of any equipment or supplies is not permitted prior to or after your scheduled event time. This is due to other rentals that may occur prior to or following your event. Please check with the Event Coordinator as needed.

Fire and Safety

• Emergency exits must remain easily accessible and under no circumstances can they be blocked by tables, chairs, walls, stages, décor, other equipment, etc.
• Seating aisles must remain clear of all obstructions whenever an audience is present. This includes attendees, cables, tripods, equipment, etc.
• Gas or propane equipment / fixtures are not permitted inside the facility at any time. No fire elements (candles / torches / butane / burners / pyrotechnics) are permitted unless discussed in advance with the Events Coordinator.
• We strongly suggest renters take a moment before their event to familiarize themselves with the location of fire extinguishers and fire exits.

Storage

• Renters cannot leave or store their materials or art work at 19 on the Park outside the hours specified on your rental agreement.
• Please ensure you take all of your equipment and supplies with you following your event.
• The venue assumes no responsibility for items left behind.
• Additional storage charges may be applied if items are left behind without prior permission from the Event Coordinator.

Décor

• Absolutely no screws, wall anchors, nails or staples may be used to attach items to the building.
• No tape, including painters tape, will be permitted on any wood surface.
• Any holes or marks made in/on the walls that need to be filled and painted will be done at the cost of the patron. These charges, if necessary, will be deducted from the Damage Deposit.
• Glitter, paint, confetti and rice is prohibited inside 19 on the Park or on the grounds. The cost of cleaning materials and staff cleanup costs will be deducted from the Damage Deposit and/or billed accordingly.

Security Guard and Bartender Staffing

• Additional staff, including Security Guards and/or Bartenders, may be required.  
• Additional staff will be provided as an additional charge to your rental rate. All pricings will be itemized prior to your event.

Security Guards

Security guards may be required for events deemed high-risk by 19 on the Park. This includes but is not limited to:

• All events serving alcohol- no exceptions.
• Events involving large groups, or teen groups.

The hiring of security is in the best interest of the renter and his/her guests. If you are required to have security guards:

• 19 on the Park will hire a minimum of 2 guards from a professional security company.
• The security guards must be in the building for the duration of your event until the last person leaves.
• The entire cost of these guards is the responsibility of the renter, and will be charged at a rate of $25/hour per guard.

First Deposit

A 50% non-refundable deposit is required in order to secure your booking along with a signed rental agreement/contract.

• Payment can be made by MasterCard, Visa, cheque, debit card or cash, and must be paid within 7 days of receiving your rental agreement/contract.

Security Deposit

• Security Deposits are requested at the discretion of 19 on the Park staff.
• Security Deposits may be paid for in full at time of booking by VISA /MC, cash, or cheque.
• Your deposits will be refunded by cheque assuming there are no additional charges for cleaning/damage to the building, or outstanding balances. Cheque issuance takes approximately 4 - 6 weeks after your rental date and will be mailed to the address on file.

Your Event Requirements

• All rentals must provide 19 on the Park with proof of their Special Occasion Insurance, with a minimum of $2,000,000.00 coverage.
• The Events Coordinator will be happy to discuss the specifics of your event at a pre-event meeting. In this meeting we will determine your staffing and equipment requirements.
• There will be a rental set-up template provided for your convenience to complete.
• The renter is responsible for ensuring that all relevant technical information for the event (including room layout, staffing, equipment needs, etc.) has been communicated with the Events Coordinator no later than 30 days prior to your event.

Payment Schedule and Rental Agreement/Contract

• A signed rental agreement/contract and 50% payment of rental fee (not including the Damage Deposit) must be received within 7 days of being issued the rental agreement/contract.
• Without the receipt of these funds, 19 on the Park reserves the right to cancel the event and any obligations, implied or in writing, that have been made with the renter.
• Payment may be made by way of MasterCard, Visa, cheque, debit, or cash.

Final costs for the space and services provided to the renter will be due 30 days prior to the day of your event.

Cancellation Policies

• Dates will not be ‘held’ until a signed contract and a non-refundable 50% deposit have been received by 19 on the Park.
• Cancellation after contract has been signed: Cancellations must be received in writing or via email.
• 60 days or greater – $26.25 cancellation fee - no additional fees will be charged.
• 30-59 days –$26.25 cancellation fee plus 15% of entire rental cost.
• Less than 30 days notice –no refund will be issued.

Location

19 on the Park is located at 19 Civic Avenue, Stouffville, ON L4A 1G2

Parking

19 on the Park is located close to ample 3-hour public parking. Parking can be found behind and beside our facility as well as on Main Street.

Disabled Access

19 on the Park is a fully accessible facility.