The purpose of this procedure is to establish the process for use of the Oakville Centre for the Performing Arts (OCPA) facility and resources.
This policy applies to all rental clients (licensees) and members of the OCPA audience.
Use of the OCPA's facility or resources requires an occupancy permit and a licence agreement which shall be in accordance with the applicable OCPA procedures and guidelines and to the satisfaction of the theatre manager.
Not for profit (NFP) agencies or charities operating inside or outside of Oakville may be eligible for a fee subsidy in accordance with the current fee schedule. The following conditions must be met:
Commercial enterprises which rent the OCPA in order to raise funds for non-profit groups or organizations may also be eligible for a fee subsidy, provided that the non-profit status can be clearly demonstrated. The monies raised by this event will be mailed directly to the non-profit group/organization by the OCPA after all expenses and costs are settled with the theatre.
Rental subsidies will be approved by the Theatre Manager and if needed one member of senior Recreation and Culture staff and will be reviewed on a case by case basis.
Businesses operating for profit inside Oakville qualify for a reduced rate in accordance with the current fee schedule. The client must provide proof that it operates inside of Oakville.
Requests for fee waivers will be referred to the Recreation & Culture department in accordance with the fee waiver policy currently in effect.
The OCPA respects the rights of its rental clients to stage and market their productions without censorship or restrictions provided all municipal by-laws, provincial and federal statutes are adhered to. Where a production may be considered controversial:
Events taking place at the OCPA, Oakville Libraries, Oakville Galleries, Centennial Pool, Museums and Oakville Arts Council events are eligible for display on the Electronic Community Message Board (ECMB) at no cost and will take priority over other events. Oakville not for profit groups may also purchase two weeks of display time in accordance with the current fee schedule and may renew for an additional two week period.
The OCPA box office offers its ticketing services for events taking place at other venues in accordance with the current fee schedule. All parties who wish to use this service must complete the Box Office Outlet Sales Agreement, available online at www.oakvillecentre.ca.
The OCPA audiences are provided with a list of etiquette guidelines entitled House Notes. The House Notes are mailed with ticket orders, posted in the lobby and performance programmes and OCPA website and announced at the start of each performance.
The theatre will give preference to bookings from groups within the municipality, including those groups who continue to apply for space and cannot be accommodated. These groups must pay the prevailing rate, and will be given preference over out of town organizations.
Applications or renewals from groups outside the municipality will not be confirmed until all applications from within the municipality have been considered.
The current fee schedule is available at the OCPA or online at www.oakvillecentre.ca.
Settlements: at the end of each rental period all expenses, deposits and box office revenues are reconciled. The process and documentation produced is referred to as the settlement. The settlement will either generate an invoice (where the rental client’s expenses exceed the revenues) or a cheque (where the rental client’s revenues exceed the expenses).
Procedure Number: MS-REC-002-001
Parent Policy: MS-REC-002
Section: Municipal Services
Sub-Section: Recreation and Culture
Author: Recreation and Culture
Effective Date: 2009 Nov 02
Review by Date: 2021
Last Modified: 2016 Jun 27
Appendix A – Application for Occupancy Permit (pdf)
Appendix B – Licence Agreement (pdf)
Appendix C – Electronic Sign Request (pdf)
Appendix D – Box Office Outlet Sales Agreement (pdf)
Ontario Performing Arts Presenting Network Standards and Best Practices
Safety Guidelines for the Live Performance Industry in Ontario, Ministry of Labour
Cultural Human Resources Council Chart of Competencies for the Performing Arts
Municipal Freedom of Information and Protection of Privacy Act
HR-MNG-008-001 R Zone procedure