Event Booking Form – Manitoba Islamic Association

Event Booking Form

All events MUST be booked at least 48 hours ahead of time.

Please contact the MIA Office at (204) 256-1347 to check availability of your requested date before filling this form.

I have contacted the MIA Office to confirm availability. *

I have contacted the MIA Office to confirm availability.

Your Name *

First

Last

Email *

Phone *

Event Information

Is the MIA hosting this event? *

Event Name *

Person/Organization responsible *

Date / Time *

Date

Time

Event duration

Event Type *

Brief event description *

Renting Options

MIA spaces are accessible to both community and non-community members. We strive to treat all in a fair and equitable manner on a first come, first serve basis. Renter must review and sign Terms and Conditions of Faculty Usage & Rental Form or booking will remain on hold or cancelled. MIA venues are booked in 60-minute “standard timeslots”, which include set-up and clean-up. Rates below are per one timeslot (1 TS).

Security Deposit

If renting gym, kitchen or both for an event a security deposit of $300 will be required upon booking. Deposit will be only accepted in CASH or VISA and will be returned upon successful inspection after event.

Pricing for 1 TS

Non-MIA Member/MIA Member

Gym: $60/$40
Kitchen: $40/$30
Library: $30/$25
Upstairs Mezzanine: $30/$25
Stage: $30/$30

Are you a current MIA Member?

Additional Items Available for Renters

Part A

If you are renting out the gym and/or kitchen these are the items that you may request included in your renting fees. If there is a change in your request, a minimum of 48 hours notice must be provided otherwise your request may be unable to be fulfilled. It is the renters responsibility to set up the items below and to return them to their proper location upon completion of event.

Chairs

Max 260

Small Round Tables

Max 17

Large Rectangular Table

Max 17

Part B

Please select the below if a stage is required for your event/program. Please note that this will incur an additional cost of $30 per use. MIA staff will oversee setting up/taking down of the stage.

Stage required

Stage Required

Please note that any additional supplies (not mentioned above including kitchen utensils) required for your event will be your sole responsibility to provide, set up, and remove from the premises upon completion of event.

Affirmation *

I hereby affirm that all information provided above is accurate to the best of my knowledge, and I agree to adhere to the above policies. I understand that my event will not be booked unless this form is completed and signed and booking fees are paid.

I have read and agree with the terms of service below

MIA facilities are available for use by MIA Members, the community at large and community organizations. All those using the MIA facilities must adhere to the terms and conditions outlined in this policy to ensure the security of the building and our collective safety. Failure to follow this policy could result in charges or loss of building usage privileges. If you encounter a problem with the space you have rented, please contact the office staff during office hours.

Building Use

1. All activities, including set-up and clean-up must take place within the times you have booked the facility.
2. Please restrict activities to the area designated as part of your booking, even if other areas of the building are not currently being used.
3. The authorized person with the booking needs to be present at the beginning and the end of their event for check-in and check-out and to review any possible additional charges that could be incurred due to damages or special cleaning.
4. Anyone checking in must provide proof of booking.
5. Tables, chairs, and cleaning supplies may not be taken out of the MIA facilities.
6. Electrical outlets in the corridors cannot be used without prior permission.
7. Items being used for the event (excluding items that belong to MIA) will be allowed on site no earlier than 2 hours prior to the start of the event. For earlier deliveries prior permission is required (48 hours notice).
8. Prayer areas (carpeted areas both downstairs and upstairs) are ONLY for prayer. NO ACTIVITIES of any sort are allowed (ex. Drinking, eating, playing, sports, running etc.). If found individual will be escorted out.
9. Any scuff marks to the gym floor will have to be removed by the renter – if the renter fails to remove them, they forego MIA Facility Usage and Booking privileges.

Building Access

1. Registrants will not be issued keys to the spaces that they book. It is the responsibility of the registrant to check in with MIA staff to get access to the space.
2. The registrant is responsible for providing any supply drop-off persons access to the building.
3. Overnight stay is not permitted without prior authorization.

Cleaning and Maintenance

1. Please review the cleaning checklist found attached on the kitchen door. You are responsible for cleaning all the items on the checklist, upon review if checklist is not completed a monetary amount will be taken from the security deposit.
2. Any damage or extra maintenance costs incurred as a result of activities during your rental (including prayer areas) will be the responsibility of the individual who booked the facility. They will be assessed, repaired and billed to the renter. If the renter fails to pay they will forego MIA Facility Usage and Booking privileges.
3. All garbage must be removed to the outside garbage dumpster, and new garbage bags (found at the bottom of the bins) must be put on by the renter.
4. Any items (such as decorations, posters, balloons, etc (on the gym walls/floors/ceiling must be removed.
5. It is the renter’s responsibility to return any items used (tables/chairs/etc) to the storage room in the proper place.
6. All items that are not MIA property must be removed from the building no later than 24 hours after the event.

Prohibited Actions

1. Smoking and alcohol consumption are not allowed anywhere in the building or on MIA Property.
2. Individuals who appear to have consumed alcohol or have been smoking will be asked to leave the facility.
3. Any audio including ( music, speeches, videos etc) will be asked to be paused 20 minutes before and after Islamic prayer times (will be provided ahead of time) out of respect to the religious practice.

Food Items

1. All food preparation must be in the kitchen.
2. Food must be served from the kitchen (Buffet is only exception provided the MIA is advised of it in advance).
3. No pork should be cooked or consumed on MIA Property.

Fire and Flammable Materials

1. Grilling is only permitted outside, at least ten feet from the building.
2. No external electrical or gas-powered equipment can be brought indoors to prepare or to warm up food. Only existing kitchen equipment can be used inside the kitchen.

Child Supervision and Safety

1. The renter must ensure that all equipment used in their event is always supervised by an adult.
2. Children must be supervised at all times by an adult. If any damage is incurred other than those rented (example, prayer hall, stairwell, etc…) will be billed to renter. If you expect attendees at your event to access other areas of the facility, we highly recommend that you supervise those areas as well.

Children under the age of 12 must NOT be left without direct supervision of a responsible adult for any length of time.

Youth between the ages of 12-17 must NOT be left in the facility if their parents or guardians are not physically present, unless they are participating in an adult-supervised program.

MIA will not be held responsible if any damage, injury or loss is incurred while on MIA property or while participating in any MIA event.

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