Booking & Space Use Policies
Thank you for choosing ReForest London's Gateway to Nature Event Space. Our goal is to provide a welcoming, professional, and environmentally responsible venue for meetings, workshops, retreats, celebrations, and community gatherings.
The following policies help ensure a positive experience for all guests while protecting our facilities, natural spaces, and community assets.
Booking Policies
Reservations
Space rentals are confirmed only upon:
- Submission of a completed booking request
- Approval by ReForest London
- Receipt of any required deposits or payments
- Acceptance of these Space Use Policies
Submitting an inquiry does not guarantee space availability.
Rental Period
The rental period includes:
- Event setup time
- Event duration
- Cleanup and departure time
All activities must be completed within the booked rental period.
Additional charges may apply for bookings that exceed the reserved time.
Payment
Payment terms will be outlined in your rental agreement.
Full payment may be required before the event date unless alternative arrangements have been approved.
Additional fees incurred during the event may be invoiced following the rental period.
Cancellations
More Than 30 Days Before Event
Bookings may be cancelled without penalty.
15-30 Days Before Event
Deposits may be retained or partially refunded at the discretion of ReForest London.
Less Than 15 Days Before Event
Rental fees may be non-refundable.
ReForest London reserves the right to reschedule bookings affected by severe weather, facility issues, or unforeseen circumstances.
Changes to Bookings
Requests to modify booking dates, times, room layouts, or attendance numbers should be submitted as early as possible.
Changes are subject to availability and may result in additional charges.
Space Use Policies
Capacity Limits
Maximum occupancy limits must be respected at all times.
Event organizers are responsible for ensuring attendance does not exceed approved capacity levels.
Respectful Use
All guests are expected to:
- Treat staff, volunteers, and other visitors respectfully
- Leave facilities in good condition
- Follow instructions provided by staff
- Conduct activities in a safe and responsible manner
ReForest London reserves the right to end events that create safety concerns or violate these policies.
Setup & Furnishings
Tables and chairs may be rearranged during your event unless otherwise instructed.
All furnishings must be returned to their original configuration before departure unless setup services have been arranged.
No permanent fixtures, fasteners, nails, screws, adhesives, or materials that damage surfaces may be used.
Cleaning Responsibilities
Renters are responsible for:
- Removing personal belongings
- Disposing of waste in designated receptacles
- Removing event materials and decorations
- Leaving the space in substantially the same condition it was received
Additional cleaning fees may apply if excessive cleanup is required.
Food & Beverages
Outside catering and refreshments may be permitted with prior approval.
Event organizers are responsible for ensuring food service complies with all applicable health regulations.
Alcohol is prohibited unless expressly authorized by ReForest London and all required permits have been obtained.
Decorations
Decorations are permitted provided they:
- Do not damage facilities
- Do not obstruct exits or safety equipment
- Are removed at the end of the rental period
Natural and environmentally friendly materials are encouraged whenever possible.
Accessibility
ReForest London is committed to creating welcoming and accessible experiences.
Please advise staff in advance of any accessibility requirements so we can make appropriate accommodations where possible.
Outdoor Space Policies
Protecting Our Natural Environment
Our outdoor gathering spaces are located within environmentally significant areas and must be treated with care and respect.
Guests must:
- Remain within designated event areas
- Avoid damaging trees, gardens, plants, and natural features
- Follow all posted signs and staff instructions
- Respect wildlife and natural habitats
Outdoor Events
Outdoor bookings may be affected by:
- Weather conditions
- Seasonal site conditions
- Environmental protection requirements
- Public safety considerations
ReForest London reserves the right to relocate, modify, or cancel outdoor activities if conditions warrant.
Safety & Emergencies
Event organizers are responsible for:
- Ensuring participants behave safely
- Following emergency procedures
- Reporting accidents, injuries, or incidents immediately
Emergency exits, pathways, and safety equipment must remain unobstructed at all times.
Insurance & Liability
Depending on the nature of the event, proof of liability insurance may be required.
Renters are responsible for damages caused by participants, contractors, vendors, or guests during their rental period.
Photography & Media
Photography and videography are permitted for private event purposes unless otherwise indicated.
Commercial filming, promotional photography, drone use, or media activities may require additional approval.
Sustainability Commitment
As an environmental charity, ReForest London encourages all renters to:
- Minimize waste
- Reduce single-use materials
- Recycle where possible
- Use environmentally responsible products
- Leave no trace in outdoor spaces
Together, we can ensure our event spaces reflect the environmental values that help build a greener and more sustainable community.
Questions?
For information about bookings, availability, rental requirements, or outdoor gathering spaces, please contact our team.
Email: Rentals [at] reforestlondon.ca (Rentals[at]reforestlondon[dot]ca)
Phone: 519-936-9548
Thank you for helping us maintain a welcoming, professional, and environmentally responsible space for all visitors.