Facilities Rental Terms & Conditions For Events

The Winnipeg Film Group has two facilities available for event rentals. Please note that the Dave Barber Cinematheque is for the priority use of our in-house programming and the Black Lodge Studio is priority use for Production member’s film productions.

When these facilities are not in use for our artistic program or by our Production members for films, these facilities are available to rent for photo and film shoots, audio recordings, rehearsals, workshops, meetings, and private event gatherings.

Interested in renting our facilities for an event?

1. Please review our full terms & conditions for events rentals.
2. Fill out our Facilities Rental For Events Inquiry Form
   https://forms.gle/wCBRCfRApS87QihW9
3. Rental enquiries should be submitted at least three (3) months in advance of the requested date(s). Your rental inquiry will be reviewed by the Winnipeg Film Group’s event committee to determine if your rental conflicts with our operations and programs, and if our resources can meet your needs, as we may not be able to accommodate all requests, and reserve the right to refuse any request.
4. Questions?
   Email: events@winnipegfilmgroup.com

 

Rental Pricing for the Dave Barber Cinematheque event bookings:

* These rates are based on one time slot, not the whole day or whole evening.
* A time slot is a period of two hours, with a half hour on either end for set-up/cleanup, equalling 3 hours total.
* DCP Testing is $100/hr with a minimum of 1 hour with limitations on guest attendance.

• Monday night after 5pm – $500 base price for a standard booking
• Saturday/Sunday daytime before 2pm – $400 base price for a standard booking
• Monday-Friday daytime before 5pm – $300 base price for a standard booking
• DCP Testing – $100/hr

 

General Conditions

1. Winnipeg Film Group reserves the right to refuse the use of its facilities to individuals, groups, or organizations that do not meet the conditions outlined in this Facilities Rental Agreement.

2. Rental requests are assessed and prioritized based on their alignment with Winnipeg Film Group’s organizational objectives. As a private non-profit organization, Winnipeg Film Group reserves the right to refuse any rental request.

3. Advertising and promotional materials for rental events must not use the Winnipeg Film Group, Dave Barber Cinematheque logos or imply that Winnipeg Film Group is presenting, sponsoring, or partnering on the event unless prior written permission has been provided.
   Venue address information may be used solely to identify the location of the event. The addresses should be listed as follows:
   For the Dave Barber Cinematheque: 100 Arthur Street, Artspace Building
   For the Black Lodge Studio: Suite 304, 100 Arthur Street, Artspace Building

4. Rental events may not be used primarily for partisan political campaigning, electoral campaigning, or religious recruitment or proselytization.

5. Rentals involving activities that generate personal profit through sales or promotion must conform to Winnipeg Film Group’s operating licences and applicable policies.

6. Winnipeg Film Group reserves the right to cancel a rental in the event of an emergency or circumstances beyond its reasonable control.

7. If the Renter deliberately, negligently, or otherwise materially misrepresents information required as part of the rental request or this Agreement, Winnipeg Film Group may immediately cancel the rental.

8. The Renter is responsible for ensuring that all subcontractors, contractors, caterers, presenters, moderators, and other individuals engaged by the Renter are aware of and comply with the applicable conditions of this Agreement.

9. A minimum of two Winnipeg Film Group staff members are required for all rental events held in the Dave Barber Cinematheque.

10. A minimum of one Winnipeg Film Group staff member is required for rental events held in the Black Lodge Studio with fewer than 40 guests. A minimum of two Winnipeg Film Group staff members is required for rental events with 40 or more guests.

11. Additional fees may apply for equipment, technical services, or other requirements beyond those included in the rental. Equipment must be requested at least fourteen (14) days in advance and is subject to availability.

12. Winnipeg Film Group does not provide marketing or promotion for rental events through its website, newsletters, social media channels, or other communications unless otherwise agreed to in writing. The Renter is solely responsible for marketing the event and, where applicable, managing ticketing and collecting admission fees. Winnipeg Film Group does not collect admission fees on behalf of third-party Renters.

Payment and Booking Confirmation

1. Payment of the full estimated rental fee and a signed Facilities Rental Agreement are required to confirm a rental booking.

2. Payment and the signed Facilities Rental Agreement are due no later than seven (7) days after Winnipeg Film Group confirms the requested rental date(s). Rental dates are not secured until both payment and the signed Agreement have been received.

3. Final rental costs will be based on the actual facilities, staffing, technical services, equipment, and other services provided during the rental. Any additional costs incurred beyond the amount paid in advance will be invoiced following the rental and are payable upon receipt of the invoice.

4. Payment may be made by credit card, e-transfer, or cheque.

5. Any monies owing to the Renter following completion of the rental will be paid by Winnipeg Film Group within thirty (30) business days.

Liability Insurance

1. Winnipeg Film Group strongly recommends that Renters obtain appropriate liability insurance for their rental. Liability insurance may provide protection to the Renter in the event of claims arising from bodily injury, property damage, or other incidents occurring in connection with their use of Winnipeg Film Group facilities.

2. Renters who choose to obtain insurance should consult an insurance provider to determine the appropriate type and level of coverage for their activities. Winnipeg Film Group recommends commercial general liability coverage of between $500,000 and $1,000,000, depending on the nature and scope of the rental.

3. Renters may obtain event liability insurance from PAL Insurance Brokers Canada Ltd. or another insurance provider of their choice.

PAL Insurance Brokers Canada Ltd.
Toll Free: 1-800-661-1608

Film Screening Rights, Materials and Permissions

1. For public screenings, the Renter must obtain permission from the artist, rights holder, or authorized distributor to publicly exhibit all films or other copyrighted works presented as part of the rental. Winnipeg Film Group reserves the right to request proof of permission.

2. Private screenings are not required by Winnipeg Film Group to provide proof of public screening rights.

3. Artist fees, distributor rental fees, screening fees, and any related costs, including shipping, customs, brokerage, or other charges, are solely the responsibility of the Renter.

4. Reporting admissions, box office revenue, or other information required by a distributor or rights holder is solely the responsibility of the Renter.

5. Film classification and compliance with any applicable classification requirements are solely the responsibility of the Renter. The Renter must not identify Winnipeg Film Group or Dave Barber Cinematheque as a financially liable party in any agreement relating to artist fees, distributor fees, shipping, screening rights, or other expenses associated with the rental.

6. All screening files and materials must be provided to Winnipeg Film Group no later than fourteen (14) days prior to the rental date to allow sufficient time for testing and preparation. Failure to provide screening materials by this deadline may result in cancellation of the rental.
7. Video technical testing may be conducted at no additional cost to the Renter when scheduled on a weekday between 10:00 a.m. and 5:00 p.m. Testing of 16mm or 35mm film requires a Winnipeg Film Group projectionist and will be charged at the applicable hourly technical rate.

8. Winnipeg Film Group reserves the right to charge additional fees for labour resulting from screening materials submitted less than fourteen (14) days before the rental or technical testing that must be conducted outside regular hours.

9. If screening materials are submitted less than fourteen (14) days before the rental and the screening cannot proceed because of technical issues with the materials, Winnipeg Film Group is not responsible for resulting costs or losses, and applicable cancellation charges may apply.

Cancellations

1. A full refund of rental fees paid in advance will be provided when Winnipeg Film Group receives written notice of cancellation at least thirty (30) days before the rental date.

2. Multi-day rentals of three (3) consecutive calendar days or longer require at least sixty (60) days’ written notice for cancellation or requested date changes to receive a full refund.

3. If a rental is cancelled or changed less than thirty (30) days before the rental date, Winnipeg Film Group may retain reasonable costs already incurred in preparation for the rental, including non-refundable staffing, technical, administrative, or other committed expenses. Any remaining prepaid rental fees will be refunded to the Renter.

4. If a rental is cancelled within seven (7) days of the event, the Renter is responsible for any staffing or other costs that Winnipeg Film Group has already committed to and cannot reasonably cancel.

Safety

1. Winnipeg Film Group is a non-smoking and non-vaping facility. Smoking and vaping are not permitted indoors and must take place at least eight (8) metres (approximately 26 feet) from Artspace Building entrances.

2. Emergency exits and access routes must remain unobstructed at all times. Tables, chairs, walls, stages, equipment, people, or other items must not block emergency exits.
3. Compressed gas or propane equipment or fixtures may not be used inside Winnipeg Film Group facilities, including helium balloons. Any such materials used outside the facility must comply with applicable CSA standards and other safety requirements.

4. Candles and other open flames are prohibited. Only water-based smoke or fog machines are permitted in the Black Lodge Studio and must receive prior approval from Winnipeg Film Group.

5. The Renter is responsible for complying with all applicable workplace health and safety requirements and Workers Compensation Board of Manitoba requirements associated with their activities.

6. The Renter is responsible for complying with applicable public health legislation, orders, and requirements relating to their event.

Facility

1. Winnipeg Film Group facilities are rented on an “as is” basis.

2. Winnipeg Film Group is a shared and publicly funded community asset. Renters must comply with all applicable municipal by-laws and federal and provincial legislation, including applicable human rights legislation, and must adhere to Winnipeg Film Group’s Safer Spaces Policy.

3. The Renter and their guests, contractors, presenters, and other participants must follow reasonable directions provided by Winnipeg Film Group staff. Winnipeg Film Group staff are responsible for supervising the facility, responding to emergencies, and conducting initial and final inspections of the rented space.

4. Set-up, take-down, and cleanup, including the removal and appropriate disposal of garbage and recyclable materials, are the responsibility of the Renter unless otherwise agreed to in advance. These activities must take place within the booked rental period.

5. Winnipeg Film Group requires Renters to sort waste into the appropriate containers. Additional cleaning, take-down, or waste disposal required following the rental may result in additional charges invoiced to the Renter.

6. The Renter must provide a designated representative at the end of the event to conduct a final site check with Winnipeg Film Group staff.
7. The Renter and their guests are restricted to the areas identified in the rental booking and designated public amenities, including public washrooms and foyer areas. Staff-only spaces, including the cinema stage, box office, projection booth, mobile bar, and equipment rooms, are off limits unless access has been expressly authorized by Winnipeg Film Group staff.

8. The Renter must notify Winnipeg Film Group staff before vacating the rented space. The Renter may be held responsible for loss or damage resulting from failure to notify staff or properly secure the rented space.

9. The Renter is responsible for the conduct of their guests, participants, contractors, and invitees while they are in Winnipeg Film Group facilities or associated areas of the Artspace Building.

10. Noise levels, including live and recorded music, must comply with applicable building requirements and municipal by-laws. All amplified event noise must cease by 11:00 p.m. Renters must comply with requests from Winnipeg Film Group staff to reduce excessive noise.

11. The Renter must ensure that attendance does not exceed the approved capacity specified in the rental booking. The maximum occupancy of the Dave Barber Cinematheque is 85 people, and the maximum occupancy of the Black Lodge Studio is 81 people. Winnipeg Film Group staff may restrict attendance or access as necessary to maintain safe occupancy and unobstructed emergency exits.

12. Animals are not permitted in Winnipeg Film Group facilities, with the exception of service animals.

13. Renters are not permitted to operate Winnipeg Film Group’s in-house technical equipment, including lighting, sound, video, camera, or projection equipment, unless expressly authorized by Winnipeg Film Group. Where required, Winnipeg Film Group technical staff must operate this equipment.

14. No structural modifications may be made to Winnipeg Film Group facilities or installed equipment. Prohibited modifications include, but are not limited to, making holes in walls, suspending objects from ceilings, drilling into floors, or installing temporary stages without prior written authorization.

15. The Renter may use the rented space only for the activities disclosed and approved as part of the rental booking. Winnipeg Film Group facilities are located within a shared building occupied by artists, organizations, and residential tenants. Rental activities must not unreasonably disturb other building occupants.

16. Activities not disclosed and approved in advance may result in additional charges or immediate cancellation of the rental.

17. Winnipeg Film Group cannot provide storage for equipment, materials, or supplies outside the agreed rental dates unless otherwise agreed to in writing.

Alcohol and Concessions

1. Winnipeg Film Group holds its own Liquor, Gaming and Cannabis Authority of Manitoba (LGCA) licence. Renters are strictly prohibited from selling alcohol at Winnipeg Film Group venues.

2. Prohibited activities include, but are not limited to, operating a cash bar, selling drink tickets, accepting payment or donations in exchange for alcoholic beverages, or including alcoholic beverages as part of an admission fee, ticket price, or fundraising activity.

3. Only Winnipeg Film Group may sell or serve alcohol under its licence. Any alcohol service during a rental must be approved and managed by Winnipeg Film Group in accordance with its licence and applicable policies.

4. Unless otherwise agreed to in writing, Winnipeg Film Group may choose to sell concessions during a rental event. Revenue from concessions sold by Winnipeg Film Group remains solely with Winnipeg Film Group.

Catering Conditions

1. Food and beverages may not be served or consumed within Winnipeg Film Group facilities without prior written approval from Winnipeg Film Group.

2. The Renter is responsible for obtaining any permits required for food preparation or service at a public event.

3. All food preparation, handling, and service must comply with applicable Manitoba public health requirements. If food or beverages are being handled or served in an unsafe or unsanitary manner, Winnipeg Film Group staff may require corrective action or discontinue food service.
4. Where a catering service is used, the Renter must provide Winnipeg Film Group with the name and contact information of the caterer in advance of the rental.

5. Cooking and food-warming facilities are not available onsite. The Renter and/or caterer is responsible for preparing food offsite unless otherwise approved by Winnipeg Film Group.

Updated September 1, 2026