Before You Book
A. A $150.00 refundable damage/cleaning deposit per booking (or other amount as determined by Council for special functions) must be provided at the time of booking.
B. Any group with outstanding charges from previous events will not be allowed to use or rent facilities until such charges are paid in full.
C. A group may have a maximum of three (3) bookings at any one time. Each booking requires a $150.00 damage/cleaning deposit(s) [or other amount as determined in clause (A) above] at the time of booking.
D. Each booking must be paid in full, five (5) working days prior to the date of the event. Otherwise, the booking will be considered forfeit.
E. If fees for an event have been waived by Council, or for any other reason, the group holding the event will still be required to pay a damage/cleaning deposit. This deposit will be refunded to the client following post-event inspection by the Conference and Events Liaison and Recreation Facilities Foreman. Clause (D) above will still apply.
F. Rescheduling is considered the same as cancelling. If a client chooses to reschedule, a $50.00 administration fee for cancellation will be withheld from their $150.00 damage/cleaning deposit.
G. The client is solely responsible for making payment within the required time frame.
H. Refunds will be given only if the group booking the facility advises the Town of the cancellation at least five (5) working days prior to the scheduled event. A $50.00 cancellation fee will be withheld from the $150.00 damage/cleaning deposit.
I. Should circumstances beyond its control force the Town to cancel the scheduled event, a refund of the full prepayment (including damage/cleaning deposit) will be made to the client.
After You Book
After the booking is made, the client must complete and submit the following to the Town in order to confirm the reservation:
A. A completed Rental Agreement.
B. The damage/cleaning deposit or payment by cheque, by completing a credit card authorization form or cash payment at the Midnight Sun Complex front desk.
C. A completed floor plan lay-out for chairs, tables, etc. (please provide as much detail as possible).
D. Payment in full for the booking no later than five (5) days prior to the event date(s). Non-payment puts the booking at risk of being considered forfeit.
E. Bookings must be made at least six (6) days before the event date(s). Events booked less than six (6) days prior to the event will be considered at the discretion of the Conference and Events Liaison.
We encourage you to complete our Customer Satisfaction Survey after your event.
Hours of Operation
Conference and Event Reservation - Year-round, Monday to Friday, 8:30 a.m. to 5:00 p.m.
For more information or to reserve conference space at the Midnight Sun Complex, please contact:
Midnight Sun Complex
Phone: 867-777-8640