Ontario Investment and Trade Centre: Make a reservation

A simple guide to planning your next business event at the Ontario Investment & Trade Centre.

Filling out the reservation request form is your first step in acquiring the meeting space you need. Each set of questions will help us determine the best space for your event. It should take no more than 5 minutes. By submitting this request, you agree to the Terms and Conditions of the Facility Usage Agreement included below.

This form is for the collection of business information only. Please be sure to not include any personal information when submitting your room request.

Step 1: Planning the right space

Please select all rooms you are interested in requesting *

Galleria (Capacity 24-80, Select to see layout options below)

Seminar Room (Capacity 24-75, Select to see layout options below)

Main Theatre (Fixed Capacity 63)

Multimedia Boardroom (Fixed Capacity 14)

Roundtable Boardroom (Fixed Capacity 8)

Executive Boardroom (Fixed Capacity 10)

Collaboration Boardroom (Fixed Capacity 30)

International Lounge (Fixed Capacity 4)

Galleria room selection *

Select room layout:

Standing Reception (Capacity 80)

Theatre (Capacity 60)

Full Roundtables (Capacity 60)

Half Roundtables (Capacity 40)

Classroom (Capacity 32)

Hollow Square (Capacity 32)

U-Shape (Capacity 24)

Seminar room selection *

Select room layout:

Standing Reception (Capacity 75)

Theatre (Capacity 60)

Full Roundtables (Capacity 56)

Half Roundtables (Capacity 40)

Classroom (Capacity 32)

Hollow Square (Capacity 32)

U-Shape (Capacity 24)

Select a date *

Please indicate the date the room is required. For multiple, consecutive days, submit 1 request and note the additional days in the Special Requests field.

Month

Day

Year

Select start and end times *

Room bookings outside of normal business hours (9am-5pm) will incur an additional charge. OITC approval is also required.

All day (9am - 5pm)

Specific Time

Start time *

End time *

How many onsite guests, presenters and hosts *

Title of meeting *

Your ministry, group, or organization name *

Event type *

Please provide a brief description of your event and how it relates to the mandate of the OITC, which includes the following key pillars:

Investment attraction – meeting with foreign investors and promoting Ontario as a premier investment location.
Trade promotion – meeting with companies that are currently exporting or planning to export Ontario products and services to new or emerging markets worldwide.
Increasing economic development – meeting with domestic companies and multi nationals with operations in Ontario to increase productivity and innovation for the benefit of the Province of Ontario.

Please note: Branch or unit meetings, strategic/business planning sessions, staff training or employee engagement sessions are strongly discouraged and may be declined.

Purpose of meeting *

Is catering required for this event? *

Yes

Are attendees being charged for this event? *

Yes

Special requests, additional days, accessibility requirements

Step 2: How can we reach you?

Requester name (you) *

(The requester is responsible for attendee compliance with the Facility Usage Agreement and all Facility Policies)

Your phone number *

Your email address *

On-site host name (if not you)

On-site host phone number

On-site host email address

Lead contact name (if not you)

Lead contact phone number

Lead contact email address

Host organization *

Host organization postal/mailing address *

Type of organization *

Government (federal, provincial, municipal, foreign)

Not-for-profit

Canadian company

Foreign company with operations in Canada

Other

Business number *

Describe organization type *

Step 3: Confirmation

Ontario Investment and Trade Centre (“OITC”) Facility Usage Agreement

His Majesty the King in right of Ontario as represented by the Minister of Economic Development, Job Creation and Trade (the “Ministry”)

In consideration of permitting the Organization to use the function rooms on a non- exclusive basis, the Ministry and the Organization agree as follows:

Subject to the Ministry’s confirmation and consent, the Ministry grants the Organization a licence to use:
1. the function room(s) selected by the Organization on the booking pages;
2. the audio-visual equipment selected by the Organization on the booking pages; and
3. the common areas to access such functions rooms, including the washrooms, at the Ontario Investment and Trade Centre located at 250 Yonge Street, 35^th floor, Toronto, Ontario (collectively, the “Premises”) on the dates (the "Reserved Dates") and times (the "Reserved Times") and for the event (the “Event”) specified by the Organization on the booking pages.
The Organization covenants and agrees to use the Premises and the OITC wireless network (“Network”), if applicable, in the manner and subject to the terms and conditions contained in this agreement.
If the Organization requires the use of the Network, it hereby covenants and agrees to be bound by the terms and conditions below:
1. This Wireless Network ("Network") is owned and operated by the Ontario Investment and Trade Centre ("Centre"). These terms and conditions of use ("Network Terms") apply to your use of the Network, and do not alter in any way the terms and conditions of any other agreement between you and the Centre.
2. You agree that you shall not interfere with the security of, or otherwise abuse this Network or any system resources, hardware, software, services or networks connected to or accessible through this Network. You agree that you shall only use this Network for lawful and moral purposes.
3. You agree that the Network may only be used for your own personal or private purposes, provided that the Network is not modified, and that copyright and other intellectual property notices are not interfered with, altered, obscured, added to, or deleted. The Centre reserves the sole and absolute right to revoke such network privileges at any time without prior notice to you, and any use by you shall be discontinued immediately upon such revocation by the Centre.
4. Your access to the Network is in public space, and you must not display materials on this Network which, in the opinion of any of the Centre staff are unlawful, obscene, abusive or otherwise objectionable. You will immediately comply with all directions from any of the Centre staff to stop accessing and displaying any such material. The Centre assumes no responsibility for the security or privacy of any on-line transactions you conduct or of the websites that you visit.
5. The Centre does not provide encryption or other security measures to protect your system or any information you send or receive over the Internet. As with any Internet connection, there is no inherent security. The Centre cautions you to use prudence in your transmission of confidential or sensitive information over the Internet.
6. You agree and accept that the Centre denies and disclaims any and all liability concerning this network, and your use of this network. Furthermore, you agree and accept that: this network, and all of its operations, shall not be error free or uninterrupted; the network shall not necessarily meet your requirements; any content available for downloading through the network will not necessarily be free of viruses or similar contamination or destructive features; and the network is provided "as is", with all faults and without warranties, representations or covenants of any kind; and all warranties, representations or covenants whether express or implied, statutory, or otherwise, regarding merchantability, fitness for a particular purpose, accuracy, truth, quality, completeness, suitability, reliability, authenticity, validity or non- infringement, of the network and any other content therein are completely denied and disclaimed.
7. By using this network you acknowledge and agree that your access of, and use of this network is at your own risk and that the ministry, its officers, directors, employees, or any of the parties involved in creating, producing, or delivering this network ("Centre parties") shall not be liable for any damages whatsoever, to the extent permitted by applicable law, including any direct, third party, incidental, consequential, indirect, punitive, exemplary or special damages, or any other losses, costs or expenses of any kind (including legal fees, expert fees, or other disbursements) which may arise, directly or indirectly, regardless of whether or not such liability or damages arise in contract, tort, negligence, detrimental reliance, equity, statutorily, or otherwise, and even if a Centre party has been advised of the possibility of such potential liability, in any connection with your reliance on, use of, inability to use this network , or in connection with your downloading of any materials, text, data, images, video or audio through this network, including anything caused by any transmission defects, viruses, bugs, worms, destructive features, human action or inaction of any computer system, phone line, hardware, software or program malfunctions, or any other errors, failures or delays in computer transmissions or network connections.
8. You hereby agree to irrevocably release the Centre and the Centre parties from all such liability, and you waive all rights with respect to any claim and compensation in connection therewith. You agree and confirm that this exclusion on liability is fair and reasonable in the circumstances of this agreement.
At the request of the Organization and subject to confirmation by the Ministry, the Ministry shall provide the Organization with the audio-visual equipment specified by the Organization on the booking pages. The Organization shall not, and shall not permit others to, film, photograph or make any recording, including any sound recording or streaming, of the Event without the prior written consent from the Ministry.
Outside food and beverages are not permitted on the Premises. If food and beverages are required for the Event, the Organization shall request from the Ministry the list of approved catering service providers and use one of the approved catering service providers for the provision of all food and beverages at the Event. The Organization shall be responsible for all costs associated with the provision of such catering services.
If the Reserved Times are either before 9:00 a.m. or after 5:00 p.m., the Organization agrees to pay all fees incurred by the Ministry associated with booking the Premises outside of normal business hours, including fees for room rental, staff and security services. The Ministry shall invoice the Organization for such fees. The Organization shall pay the invoice amount upon receipt.
The Organization acknowledges and agrees that the Ministry is not responsible for or liable in any way for any damages to, or loss of, any computing, audio visual or any other equipment that the Organization brings to the Premises.
The Organization agrees that the number of persons who will use the Premises will not exceed the room capacity for each function room as specified on the booking pages.
The Organization represents, warrants and covenants that the information supplied by the Organization in submitting its booking was true and complete at the time the Organization provided it and shall continue to be true and complete, including the following:
1. the Organization is hosting and primarily responsible for the carrying out of the Event; and
2. the Event is being carried out without profit.
The Organization acknowledges having read and familiarized itself with and agrees to comply with the emergency procedures noted below. In the event of an emergency situation, the Organization undertakes to follow the emergency procedures and such other directions as may be given by the owner of the Premises or their agent. The Organization agrees to use its best efforts to cause those persons attending the Event to follow these emergency procedures. The Organization shall maintain an accurate record of the number of persons attending the Event and upon request, shall advise the Ministry, the owner of the Premises and/or their respective agent, of such number and whether any person attending the Event requires special assistance
1. Prior to the meeting, the Organization’s onsite client contact is required to:
  1. Meet with an OITC Client Services Representative to discuss the OITC’s emergency procedures.
  2. Provide OITC Client Services Representative with information on any person(s) requiring special assistance in the event of an emergency evacuation.
  3. Inform guests that emergency procedures and exit strategy information is available in all meeting rooms.
  4. Be aware of the location of the OITC emergency evacuation map in the occupied room(s).
  5. Maintain an accurate list of event attendees so that in case of evacuation all guests are accounted for at the designated Emergency Meeting Area.
  6. Inform guests of the designated Emergency Meeting Area, which is located at Yonge-Dundas Square.
2. In the event of an evacuation:
  1. Listen for the evacuation instructions over the building’s public address system and follow all instructions.
  2. OITC Fire Wardens (identified by the neon, reflective vests) will direct you and your guests to the nearest exit. Upon exiting the building, go directly to the designated Emergency Meeting Area and take attendance of guests.
The Organization assumes full responsibility for the conduct of those persons attending the Event and for any misuse or damage of the Premises or any part of the OITC.
Unless prior arrangement have been made and agreed to in writing by the Ministry, the Organization shall return the Premises to the same state of repair and cleanliness in which the Organization found them. The Organization shall remedy, to the satisfaction of the Ministry, any damage, soiling or littering of the Premises caused by any of the Organization, its agents, independent contractors and persons attending the Event. Where in the opinion of the Ministry, the Organization fails to return the Premises to the same state of repair and cleanliness, the Organization shall be liable for any and all costs, losses and damages and hereby covenants and agrees to pay any and all costs, losses and damages incurred by the Ministry in returning the Premises to the same state of repair and cleanliness. All sums expended by the Ministry in returning the Premises to the same state of repair shall be a debt due and owing by the Organization to His Majesty the King in right of Ontario payable upon receipt of an invoice from the Ministry.
The Organization will comply with all laws, regulations and orders of governmental authorities including, but not limited to the City of Toronto Public Health bylaws, banning smoking in all workplaces and indoor public areas.
The Organization agrees to conduct itself and to ensure its agents, independent contractors and persons attending the Event, conduct themselves in a courteous and professional manner.
The Organization will not put up or exhibit or permit or allow to be put up or exhibited in or on the Premises any sign notice, notice board, painting, design or advertisement whatsoever without the consent in writing of the Events Management Coordinator, OITC.
The Organization shall not use or permit the use of the Premises or the Network for, nor do or permit anything to be done in or about the Premises which, in whole or in part, is unlawful, immoral, indecent, obscene, defamatory or otherwise improper.
The Organization shall not use or permit the use of the Premises, nor do or permit anything to be done in or about the Premises which:
1. will or may create a risk or threat or danger to the building or its contents or to any person in or about the building in which the Premises are located; or
2. will or may constitute a nuisance such as, but not limited to, the making or permitting of any improper or unusually loud noise in or about the building in which the Premises are located.
The Organization agrees to indemnify and hold the Ministry harmless for any and all claims made by the Organization, its agents, employees, independent contractors, those persons that the Organization has requested attend the Premises on its behalf or by any other third parties connected with the Event, for actions or damages incurred in connection with its use and occupation of the Premises, including, for greater certainty, use of any audio-visual equipment or the Network, if applicable. The Organization agrees to supply the Ministry with a certificate of liability insurance if requested.
The Organization hereby releases and forever discharges his Majesty the King in right of Ontario, her Ministers, agents, appointees and employees from all liability and hereby waives all recourses, claims, demands, causes of action or any other claim of any nature whatsoever including without limitation such of these as may be for personal injury, sickness, property damage, death, loss of property or damage to property which the Organization, or a person attending the Event, may suffer arising out of, by reason of, or in any way related to or connected with the exercise of the permission hereinbefore described or the use of the Premises, including, for greater certainty, use of any audio-visual equipment or the Network, if applicable, by the Organization, its employees and agents, independent contractors, invitees and licensees, or any of them.
The Ministry reserves the right to cancel any reservation prior to the Event and agrees to provide reasonable notice to the Organization. The Organization agrees that the Ministry shall not be liable in any way whatsoever for any loss suffered by the Organization as a result of a cancellation.
This agreement will be governed and construed by the laws of the Province of Ontario.
The Organization acknowledges that the Ministry is bound by the Freedom of Information and Protection of Privacy Act (Ontario), as amended from time to time, and that any information provided to the Ministry in connection with booking the function rooms or otherwise in connection with this agreement may be subject to disclosure in accordance with that Act.
The Organization agrees that where, in the opinion of the Ministry, the Organization:
1. breaches a term or condition of this agreement;
2. has knowingly provided false or misleading information regarding its booking request or in any other communication with the Ministry concerning the Event;

the Ministry may, without liability:

refuse the Organization’s booking;
cancel the Organization’s booking;
cancel the Organization’s reservation; and
disqualify the Organization from future use of the OITC.

This agreement contains the entire agreement between the parties and supersedes all prior agreements, negotiations, representations, warranties, commitments and offers, whether verbal or written.

We will make all reasonable effort to accommodate approved requests, but this may require the change of room, time or day of your planned event.

Acknowledgement *

I have read and agree to adhere to the Facility Usage Agreement and acknowledge that my reservation, if approved, may still need to be rescheduled to accommodate priority event requests.