Event equipment rentals

What Event Equipment is Available?

• Signage structures (Trilite)
  • 2.4-metre tower
  • Activity tower — ladder
  • Small entrance arch
  • Large entrance arch
• Picnic tables
• Garbage barrels
• Risers: 1.22 metres wide x 2.44 metres deep x 10, 20 or 30 centimetres high (4 feet wide x 8 feet deep x 4, 8 or 12 inches high)
• Metal barricades
• Recycling containers

Who Can Rent Canadian Heritage’s Event Equipment?

You can rent Canadian Heritage’s event equipment when the following requirements are met:

• Your organization is a not-for-profit corporation or association, or a government agency within Canada’s Capital Region.
• You are holding a non-profit event that is compatible with the Canadian Heritage’s mandate.
• There is no competing need for the equipment by Canadian Heritage.

How Do I Rent the Event Equipment?

1. Please complete and submit the Equipment order form. You must return your order form at the latest four weeks before you want to pick up the equipment. Requests sent later than four weeks before the desired pick-up date will be denied.

If your request to rent equipment is approved:

1. We'll send you an agreement that includes the total fees, the Borrowers’ Obligation and a copy of your Equipment Order Form.
2. Send Canadian Heritage your signed agreement and a deposit of $250 plus applicable taxes (Quebec), payable to the Receiver General of Canada. We will deduct this amount from your total fees. This deposit is non-refundable (even if the event is cancelled or postponed, or if you find that you no longer need the equipment for the event). This must be received within one week of the equipment pickup date.
3. Contact the warehouse 24 hours before collecting the equipment.
4. Rental pick-up — on the pre-arranged date and time, bring the equipment list contained in your Loan of Equipment Agreement to the warehouse to pick up your equipment rental.
5. Final payment is due upon receipt of the Canadian Heritage invoice. The invoice will be sent upon return of equipment and inspection for damages completed. Damage and/or replacement charges, if any, will be included in the final invoice.

Rental Fees

For each rental agreement there is a $250 administration fee, plus the rental costs.
The following table describes the event equipment that can be rented from Canadian Heritage, as well as the rental cost and replacement fee for each item.

Equipment Rental Conditions

• Our equipment requirements for our own activities have priority. We reserve the right to accept, refuse or modify part or all of any request up until the day of pick up.
• No changes or additions to an order will be accepted once the organization has started to pick up equipment from the warehouse. The borrower must contact the warehouse 24 hours before collecting the equipment to confirm pick up time.
• If there is a change or an addition after the original contract has been signed, the parties will have to enter into a new contract and have it signed by the Director of Capital Celebrations and Program Operations. This process could delay pick-up dates. We recommend that you check your equipment needs very carefully before signing the contract.

Your Responsibilities as a Borrower

The word “borrower” refers to the organization renting the equipment, its managers, directors, employees, volunteer workers, contractors, agents, successors, liquidators, assigns and any other persons for whom the borrower is responsible.

As a borrower, you are responsible for the following, at your own expense:

• picking up, transporting and returning equipment in the same condition it was in at pick-up;
• providing Canadian Heritage with proof that the borrower is insured for liability and that both the borrower and Canadian Heritage are insured for damage, destruction or theft of the borrowed equipment;
• reimbursing Canadian Heritage for the replacement value of items that are not returned (see table);
• paying for repairs if equipment is returned damaged (Canadian Heritage will perform the repairs and will send an invoice to the borrower).

For more information, email us at locations-rentals@pch.gc.ca or phone us at 613-218-1884.