TBCA Policy Manual

Thunder Bay Community Auditorium Rental Policy Manual

Revised: September 10, 2025

  1. Introduction

Welcome to the Thunder Bay Community Auditorium (TBCA). This manual outlines policies and procedures for renting the facility. It is designed to ensure a safe, professional, and enjoyable experience for all users. For questions or emergencies, contact:

TBCA Office: (807) 343-2310

Email: andrew@tbca.com

Emergency: Call 911

  1. General Policies
  • Booking: Reservations must be made at least 60 days in advance.
  • Deposit: 50% of base rental fee is due upon booking.
  • Payment: Full payment required 14 days prior to event.
  • Cancellation: Written notice required. Refunds subject to TBCA policy.
  1. Facility Use Guidelines
  • Included Spaces: Auditorium, lobby, dressing rooms (as specified in agreement).
  • Capacity: Maximum occupancy per fire code must be observed.
  • Accessibility: TBCA complies with AODA standards.
  • Decorations: No nails, tape, or adhesives on walls. All décor must be fire-retardant.
  1. Acceptable Use of Facility

The TBCA is intended for cultural, educational, and community events that align with its mission to provide a safe and inclusive environment. Acceptable uses include:

  • Concerts, theatrical performances, comedy routines, film viewings, convocations and dance recitals.
  • Conferences, podcasts, gaming streaming, lectures, and workshops.
  • Community celebrations and ceremonies.

Exceptions for Acceptable Use

The following activities may be permitted with prior written approval:

  • Commercial product launches or trade shows.
  • Filming or photography sessions.
  • Religious services or gatherings.

Prohibited Activities

The following activities are strictly prohibited:

  • Events promoting hate speech or discrimination.
  • Illegal activities or events that violate municipal, provincial, or federal laws.
  • Gambling or casino-style events.
  • Use of pyrotechnics, open flames, or hazardous materials.
  • Activities involving firearms or weapons.
  • Events that pose significant safety risks or damage to the facility.

Conflict with Community Standards

TBCA enforces a strict zero-tolerance policy for hate speech in any form. In addition, TBCA reserves the right to refuse and/or cancel any event that conflicts with community standards, including but not limited to:

TBCA reserves the right to refuse and/or cancel any event that conflicts with community standards, including but not limited to:

  • Activities that undermine public safety or well-being.
  • Events that promote violence, intolerance, or divisive behavior.
  • Content deemed offensive or harmful to the cultural integrity of the community.
  1. Technical and Equipment Policies
  • Available Equipment: Sound system, microphones, stands, risers, drapery, lighting, projection screens
  • Operators: Only TBCA-approved technicians may operate house systems. If a third party is to utilize house systems, a TBCA approved technician will provide an overview and supervise the system and equipment.
  • Power Limits: Electrical use must comply with TBCA and ESA specifications.
  1. Safety and Security
  • Fire Safety: Emergency exits must remain clear. Fire safety plan will be reviewed before event with TBCA staff.
  • Security: TBCA may require security personnel for large events.
  • Insurance: Renters must provide proof of $1 million liability insurance naming TBCA and City of Thunder Bay as additional insureds.
  1. Food and Beverage
  • Catering: Approved caterers are only allowed and may require Fire watch for the building at an additional cost to the renter
  • Alcohol: All Alcohol sales are to be done by TBCA staff
  • Cleanup: TBCA will provide basic cleanup for all rentals; however, if mess is deeed in excess of standard cleaning the Renter is responsible for all cleaning up costs up to $500 per event.
  1. Staffing and Personnel
  • Required Staff: Ushers, ticketing, and technical crew will be determined by TBCA based on advancing the performance with the lease holder.
  • Responsibility: Renter covers staffing costs unless otherwise agreed as outline in the lease agreement.
  1. Compliance
  • Noise: Must comply with municipal bylaws.
  • Permits: Renter responsible for obtaining all necessary permits and insurance.
  • Copyright: SOCAN fees apply for all music, theatrical and comedic performances.
  1. Post-Event Responsibilities
  • Cleanup: Facility must be restored to original condition. Additional clean up fees will apply for use of confetti and glitter within the facility.
  • Damage: Report any damage immediately. Costs will billed to renter.
  • Vacating: All equipment and personnel must leave by agreed time.
  1. Penalties and Enforcement
  • Overtime: Additional charges apply for exceeding rental period.
  • Policy Violations: May result in forfeiture of deposit and denial of future rentals.

Acknowledgment: By signing the rental agreement, the renter agrees to comply with all policies outlined in this manual.