The guidelines below complement the City of Toronto Corporate Facilities Display and Fundraising Policy and Terms & Conditions. It provides an outline of considerations for the use of display areas in Civic Centres.
All City of Toronto properties are public facilities, therefore, no display may block or hinder the normal passageways for pedestrians (including furniture, displays, cords, etc).For safety and security reasons, all exits, stairwells and security/reception desks must remain accessible at all times. All security and life safety requirements must be coordinated through the Facility Event Coordinator, in conjunction with the Supervisor of Security Services for the City of Toronto property.
No Individual or group fees can be charged to view displays held on City of Toronto properties.
The event organizer is responsible for adhering to the City of Toronto Sound By-law. A sound meter is to be used to monitor decibel level at all times. Amplified sound may not be permitted in public spaces during business hours as it may interfere with building operations. The type and timing of sound amplification systems and instrumentation must be discussed with and approved by the Facility Event Coordinator in advance of an event.
Public space, facilities and properties within the jurisdiction of the City of Toronto, and owned or leased by recipients of City grants will not be available or accessible to any individual or group that promotes views and ideas which are likely to promote discrimination, contempt or hatred, for any person on the basis of race, national or ethnic origin, ancestry, color, citizenship, religion, age, sex, marital status, family status, sexual orientation, gender identity, disability, political affiliation, receipt of public assistance or level of literacy.
The City of Toronto (through its Corporate Real Estate Management Division, as well as through incorporating the above statement in contracts/agreements with recipients of City grants) requests potential users of public space to certify that they will not be conducting any business that violates the Criminal Code of Canada – hate propaganda laws and human rights act. The City of Toronto reserves the right to remove any displays, without notice, should it violate or conflict the City of Toronto Human Rights and Anti-Harassment/Discrimination Policy, or discriminate against any group protected by the Canadian Charter of Rights and Freedoms.
Only pre-approved artwork and displays can be exhibited. Artwork, supportive materials (such as information pamphlets), and audio-visual components must be submitted for approval at least two weeks in advance of the display date.
For any controversial display pieces, those items will be referred to a City of Toronto Arts & Display Committee for discussion and approval.
Credit to all artists and publications must be provided. For any copies, reproduction or copyrighted material proper documentation must be provided.
All scheduling of loading and unloading privileges will be arranged based on availability and must be coordinated at least two weeks in advance through a Facility Event Coordinator. Freight elevators may also be used and are scheduled in specific time blocks based on availability. If you have to arrange deliveries outside City of Toronto hour of operations, a charge for additional staffing may apply.
All electrical requirements and plans are to be presented two weeks prior to the event for approval by the Facility Event Coordinator. Additional electrical services may be made available upon request and additional costs may be incurred. Please note that power access/resources vary per venue and may be limited. The organizer is responsible for providing pre-approved extension cables and cable matting.
A limited amount of audio visual equipment and furniture may be available for your use free of charge, on a first come, first serve basis. Please speak with the Facility Event Coordinator for more details.
An installation and dismantling schedule must be coordinated and pre-approved in advance through the Facility Event Coordinator. Please note that there will be no taping, gluing, pinning, stapling, or nailing into the display panels, walls, columns, windows, furniture etc. Groups may have to provide their own hanging materials and fixtures for all displays and exhibits. Displays should be fully constructed off site. Only assembly is permitted on site. A representative for the group must be present during the setup and removal of all display pieces. All groups are responsible to return the display space to its original state.
Insurance must be obtained for all artwork and displays. A copy of the insurance naming the City Of Toronto as co-insured must be provided two weeks before the start of the booking. A detailed listing of all artwork and exhibit pieces along with the dollar value of each item must be included with the copy of insurance to the Facility Event Coordinator. The City of Toronto is not responsible for any stolen or misplaced items left on the property. In the event that should happen, please call the City of Toronto Facility Event Coordinator.
The organizer/applicant is responsible for any costs related to an event which has not been otherwise agreed to, in writing, prior to the event. The event organizer is liable for any loss or damage to City of Toronto property or equipment. These costs are payable immediately upon receipt of an invoice by the event organizer.
All City of Toronto Civic Centre properties have various lighting capabilities and must be requested in advance. Please note that all properties have emergency lighting, which cannot be dimmed or turned off.
Please confirm media involvement with the Facility Event Coordinator.
Each group is allowed two bookings for the year. These bookings can not be made consecutively. In order to allow other groups an opportunity to use the space, advanced bookings can be for a maximum of one week.
If you have booked event/display space before and have an up-to-date Civic Centre Public Space Account, you may book again.
Or, you may book with us for the first time.
Displays shall not be for profit or commercial purposes, unless part of an authorized fundraising activity.
A Save and Hold Harmless Clause Form must be completed and received by the Facility Event Co-ordinator prior to any setup of a display or exhibition. This form signifies that the City of Toronto is not responsible for any damage done to the displays, during the setup and removal of any display pieces. A representative of the group, presenting the display/exhibition, must be present at these times.
Additional staff may be required during an event. After finalization of event details, the Supervisor of Customer Service will forward specific staff requirements. The rates can apply to the following staffing services (based on a four-hour minimum):
Should your organization want to host a reception, please contact the Facility Event Coordinator to confirm availability of space, catering set-up and audio-visual requirements.
Storage space is not provided on any City of Toronto property.
Please note that a tentative booking of the display space does not guarantee that your request for a display will be granted.