Avalon Mall

FUNDRAISING

Due to the great number of requests from community organizations for the use of the Avalon Mall Shopping Centre (hereinafter called AMSC) premises to promote their organizations and/or coming special events, we have modified our rules and regulations to assist with the requests received. PLEASE READ CAREFULLY

(Note: All groups requesting use of AMSC space must fully complete an Application Form).

Rules and Regulations

  1. Only charitable and non-profit organizations and/or recognized community service groups working on behalf of charitable or non-profit organizations shall be permitted to use AMSC premises without charge to promote their organization and/or upcoming special event(s). You will be required to supply your non-profit or charitable organization registration number on the application form.
  2. A maximum of three (3) individuals will be permitted at the community booth at one time (2 youth and 1 adult; 2 adult and 1 youth) Youth must be accompanied by an adult.
  3. A competent, responsible adult must be designated as on-site supervisor and will at all times be in direct control of the activity. Identity of this person, as well as an afterhours phone number, must be provided to the Client Services Coordinator prior to start of activity.
  4. School fundraisers are acceptable; however the event must be a school sanctioned event. You are responsible for notifying your school’s administration and the appropriate School Board officials.
  5. Every organization must submit a completed application form twenty (20) business days in advance of the date(s) being requested, however this does not guarantee space. (Business days = Monday to Friday). Forms are available on our website: www.shopavalonmall.com
  6. Bookings by any one (1) group or organization will be limited to two (2) events per year and not more than three (3) consecutive days per booking.
  7. Car wash, bake sale and barbeque fundraisers are not permitted; nor are you permitted to distribute flyers throughout the mall or place flyers on parked cars on AMSC parking lots.
  8. Community groups setting up a display in the AMSC are responsible for the security of the display at all times and are expected to man the display at all times. Set up is to be completed without interference to tenants and customers.
  9. Each request will be examined individually to determine whether the proposed activity is in conflict with AMSC tenant activity.
  10. Booking requests will be handled on a first-come first-serve basis and not based on the date(s) being requested. Please allow five (5) business days for your application form to be reviewed and for the Client Services Coordinator to contact you.
  11. You will receive a telephone call and/or email confirmation from the Client Services Coordinator to notify you of whether your request has been granted or denied.
  12. If your request is granted, you will need to contact your insurance company (or organization) to obtain a certificate of Liability Insurance, with a minimum of $ 1 million coverage; this certificate MUST name Crombie Developments Limited as certificate holder and additional insured; this must be sent to the Client Services Coordinator at least five (5) business days prior to the event start date.
  13. You (your executive) will be required to sign a temporary lease document for confirmed bookings; all signed documents must be returned to the Client Services Coordinator at least five (5) business days prior to the event start date.
  14. It is the responsibility of the group/organization to follow up and ensure all documents and insurance are in place at least five (5) business days prior to the event start date.
  15. If your organization is holding a draw and selling tickets you are responsible to obtain a lottery licence and any other permits required.
  16. All electrical cords, etc must be taped to the floor; any tape / sticky residue must be removed and premises left in the same condition it was received.
  17. All signage must be professional in appearance. HAND WRITTEN SIGNS NOT PERMITTED.
  18. The Landlord (AMSC) reserves the right to enforce a six (6) foot height restriction on display boards and/or booths.
  19. No signs, decorations, posters, etc. should be taped, stuck, or attached to any columns, structures, planters, walls, etc. Mall fixtures such as benches, planters, trash receptacles may not be moved or altered.
  20. No helium tanks, open flames, (such as candles) etc. are permitted.
  21. Any group using audio equipment must advise so on the application; volume must be kept low at all times.
  22. All groups/participants/exhibitors must conduct themselves in a professional and courteous manner at all times. There is NO SOLICITING (no calling out) at any time and any report of such can result in automatic termination of the booking. Exhibitors are to remain at the booth location and allow a shopper to approach them at their own free will.
  23. Eating and drinking at the location should be contained to the area; user is responsible for disposing of food/beverage containers and ensuring space is left in condition it was found.
  24. There is to be no accumulation of garbage, trash or other refuse in the assigned area. Any garbage should be removed from the booth area before you leave for the evening.
  25. The mall does not allow exhibitors / groups in the entranceways.
  26. Mall management reserves the right to prior approval of any message, advertisement, or presentation that is brought in and reserves the right to request the displayer to discontinue use of any materials.
  27. Once mall space is booked, it may not be re-assigned and/or transferred to another group or organization. The space is to be used solely for purpose it was approved.
  28. The AMSC may cancel the booking/activity at any time without prior notice. The group/organization must cease operations immediately upon cancellation of a booking and vacate as requested.
  29. The AMSC may at any time relocate a display within the shopping centre without advance notice.

Failure to comply with the above rules and regulations will result in the contract / booking being void.

Community Booth – Application Form

Please complete each field and hit submit button at the bottom of the application.

Your application will be reviewed and you will be contacted as soon as possible.
















No sales of merchandise or services are permitted by any organization unless specifically approved by the Landlord of AMSC. A CITY PERMIT must be obtained by anyone selling merchandise or services and this permit must be available for viewing if /when requested by the Landlord.

A Provincial Permit or Lottery License must be obtained by anyone selling raffle tickets.

Promotion and Publicity: Will your event / display / exhibit be publicized in any way whatsoever?

Samples of all notices, media release and any subsequent coverage must be forwarded to AMSC Management Office prior to publication or media release for approval.

Media:
All media must be pre-approved by management prior to any public release; any media invitations to the mall must also be clearly approved by the management office and media are expected to follow all guidelines of the shopping centre.

Insurance:
Prior to the event / display / exhibit, the organization must, at its own expense and cost, obtain a Certificate of Liability Insurance, in the minimum of $ 1 million, naming Crombie Developments Limited as additional insured.

The organization shall provide and keep in force General Liability Insurance in an amount of not less than $1 million. The organization shall indemnify and hold harmless the Landlord from and against all liability, claims, damages or expenses due to or arising out of the organizations occupancy of the Premises, and such indemnification shall survive the termination of the Lease, anything in this Lease to the contrary notwithstanding.


Your application will be reviewed by Avalon Mall and someone will be in contact.