MaRS Discovery District VENUE GUIDE

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Table of Contents

MaRS: An Inspiring Venue 3 Décor/Installations 11

Location Map and Opening Hours 4 Event End Time 11 Address 4 Audio-visual Services 12

Hours of Operation 4 Audio-visual Services (cont'd) 13 Getting to MaRS: Directions and Accessibility 5 Labour 13 Public Transportation – TTC 5 Preparing Your Presentation 13 Driving and Parking 5 Connectivity 13 Accessibility 5 Wi-Fi 13 Service Animals 5 SOCAN and Re:Sound 13

MaRS Events Team Overview 6 Food and Beverage Service 14 Events Team 6 Caterers 14 Audio-visual Services 6 Serving and Event Staff 14

Event Planning and Policies 7 Kitchen Access 14 Meeting Room and Event Space Capacity 7 Food and Beverage Service 14 Collaboration Rooms 7 Alcohol Service 15 Auditorium 7 Leftover Food Policy 15 Auditorium Concourse 7 Outside Food Vendors 15 MaRS Meeting and Event Space: Affiliated Caterers and Vendors 16 Rates and Information 8 Hotel Accommodations 17

Event Work-back Schedule 9 Health and Safety 18 Securing Your Preferred Event Date 9 Insurance 18 MaRS Event Contact 9 Waste and Recycling 18 Post-Event 9 Security 18 Event Planning and Policies 10 Lost and Found 18 Shipping, Receiving and Storage 10 Emergency Procedures 18

Load-in/Loading Bays – 48 hours in advance 10 Communications 19 Equipment and Furniture 10 Photography/Filming Permits 19 Event Planning and Policies 11 Media 19 Signage 11 Website Event Postings 19

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MaRS: An Inspiring Venue

As North America’s largest urban innovation hub, MaRS Discovery District helps Canada’s most- promising startups and scale-ups grow the economy and make a positive impact. MaRS offers a range of advisory and networking services ― all in an inspiring space that connects people and ideas. At the core of MaRS is the original brick façade of the old Toronto General Hospital, the site of the discovery of insulin. Today, our vibrant building boasts a soaring 62-foot-high glass atrium. It also hosts meeting spaces that draw more than 150,000 attendees to upwards of 2,000 meetings and events every year. In 2014, MaRS increased its footprint to 1.5 million square feet with the opening of its 20-storey West Tower. The tower was designed to LEED Gold standards, meaning it’s environmentally friendly with a healthy indoor space for occupants. Our exceptional meeting and event spaces are varied in terms of their size and facilities. The MaRS Collaboration Centre houses our full-service Auditorium, as well as more intimate and mid-sized rooms. State-of-the-art technology and on-site support are available to help foster effortless communication with people in the same room, or across the globe.

All events – whether hosted by MaRS or people like you – connect guests to the larger innovation ecosystem, in Toronto and across the country.

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Location Map and Opening Hours

ADDRESS MaRS 101 College Street Toronto, ON M5G 1L7 The Collaboration Centre (MaRS conference facility) is located in the MaRS South Tower

HOURS OF OPERATION Monday to Friday Accessible daily: 6 a.m. – 11 p.m. Operation hours: 9 a.m. – 5 p.m. Access to the event space outside of these hours can be arranged through the MaRS Events team. Site visits can be booked with a member of the MaRS Events team in advance. Drop-in site visits are unavailable due to the high volume of activity and events being hosted.

MaRS Discovery District - Venue Guide / 4 Getting to MaRS: Directions and Accessibility

MaRS is easily accessible by major modes of transportation, with direct access to public transportation.

PUBLIC TRANSPORTATION – TTC

SUBWAY: Line 1 to Queen’s Park Station

STREETCAR: The eastbound and westbound 506 Carlton streetcar stops directly outside MaRS at the intersections of College Street and University Avenue, as well ACCESSIBILITY as College Street and Elizabeth Street. MaRS supports the full inclusion of persons with disabilities as set out in the Canadian Charter of Rights and Freedoms, Ontario Human Rights Code, the 2001 Ontarians with DRIVING AND PARKING Disabilities Act (ODA) and the 2005 Accessibility for Ontarians with Disabilities Act (AODA). Underground parking is available at MaRS at a cost of $4 per half hour, to a daily This policy has been prepared to outline what clients can maximum of $20. The MaRS underground expect of MaRS and ensures compliance within the AODA lot can be accessed via Elizabeth Street, legislation. MaRS will make reasonable efforts and use all just south of College Street on the west means at its disposal to ensure that the information or side of the road. Alternatively, when service requested is provided in a manner that is consistent driving northbound, it can be accessed via with the principles of independence, dignity and equality. University Avenue, just past the Peter This policy applies to MaRS employees, volunteers, Munk Cardiac Centre. Substantial contractors and agents that interact with members of the additional parking is available at a host of public on behalf of MaRS. Learn more here. parking garages and above ground lots SERVICE ANIMALS within a two-block radius. MaRS will permit any individuals with accessibility requirements, accompanied by a guide dog or other service animal, to enter MaRS premises that are open to the public. All service animals must be kept with the individual. Animal relief areas are accessible in the parkette located at 200 Elizabeth St (outside of the East doors of MaRS).

MaRS Discovery District - Venue Guide / 5 MaRS Events Team Overview

MaRS employs a team of event EVENTS TEAM professionals to assist with the To receive a main point of contact from the MaRS planning and implementation of Events team, please complete the Meeting and Event all events. The MaRS Events Space Request Form with your booking details. Once you have secured a date for your event, members of team is available to assist in the the MaRS Events Team will be assigned to help you with coordination of events; however, the planning and execution of your event. If you have our clients are responsible for all questions, or would like more information about events event planning, catering and at MaRS, please call the Events line at 647-255-1050. event rental arrangements, AUDIO VISUAL SERVICES staging and décor. MaRS AVS is responsible for the planning of all audio- visual, staging and technical needs for your event. As a client, your assigned MaRS Events team contact will introduce you to a member of AVS once your event has been confirmed.

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MEETING ROOM AND EVENT SPACE CAPACITY For information about the size and rates of all MaRS event spaces, please see the MaRS Event Space Rate Card and Capacity Chart.

COLLABORATION ROOMS The Collaboration Rooms (CRs) located on the ground floor of the MaRS Collaboration Centre host groups engaged in a variety of activities, from conferences to meetings. State-of-the-art audio-visual technology, wireless Internet connection, modern furnishings, natural light, plus patio access in several CRs make these spaces highly sought-after meeting venues. Many of these meeting spaces offer versatility and various setup styles.

AUDITORIUM Located on the lower concourse, the Auditorium is a single-level, multi-purpose room with approximately 4,700 square feet of usable space and a maximum seating capacity of 350 people. Partitions are available to divide the room into three separate spaces. An adjacent Green Room is available at an additional cost to accommodate speakers and VIPs.

AUDITORIUM CONCOURSE The Auditorium Concourse of provides a 2,000-square- foot event space that accommodates up to 350 people. This area can be arranged reception-style and can only be booked in conjunction with the Auditorium.

For inquiries related to our Heritage Atrium or West Tower, please connect directly with a member of the MaRS Events team.

MaRS Discovery District - Venue Guide / 7 MaRS Meeting and Event Space Rates and Information Located at the intersection of Canada’s business, academic, creative, government and research communities, the state-of-the-art facilities at MaRS offer a variety of space and room options that can be tailored to suit your needs.

MARS RATE CHART - ROOM COST AND GUEST CAPACITY

ROOM COST SET-UP STYLE AND GUEST CAPACITY ROOM AREA

Partial day Full day Full day + Reception Boardroom Theatre Rounds Square Evening feet/square metres

CR1 $380 $480 -- -- 10 -- -- 312/28

CR2 $900 $1,100 $1,600 80 20 55 48 880/81

CR3 $1,100 $1,400 $2,000 100 24 80 72 1,114/103

CR4 $380 $480 -- -- 12 -- -- 290/26

Café $600 $800 $1,200 80 20 55 48 1,015/94

Atrium — $3,000 ------8,411/781 Heritage* (evening only)

Atrium —West* $3,000 ------4,825/448 (evening only)

Auditorium $3,500 $5,000 $7,500 400+ -- 350 250 4,561/423

Green Room $500 $500 $500 -- 10 32 32 590/54 (in conjunction with Auditorium only)

Auditorium $500 $750 $1,000 350 ------2,160/200 Concourse (in conjunction with Auditorium only)

*Certain conditions may apply when booking the Atrium spaces.

Notes: • Additional audio-visual fees apply based on specific event needs. • Seating is based on in-house furniture and equipment and may be less than estimated based on staging and food-service requirements. • Both CR2 and the Auditorium can be divided into smaller breakout spaces, equipped with independent basic audio-visual systems. • Applicable taxes extra. Rates subject to change, rooms subject to availability.

MaRS Discovery District - Venue Guide / 8 Event Work-back Schedule

SECURING YOUR PREFERRED EVENT DATE Once a point of contact has been assigned, you will be supplied with a venue contract. Following the authorization POST-EVENT of the contract, a deposit invoice for 50 percent of the total Our clients are responsible for maintaining event fees will be issued. A final invoice will be issued after the venues to the condition in which they the event, including any remaining event costs incurred on- were found. This includes the condition of site such as ancillary audio-visual rentals and services, and the walls, floors, carpets, furniture and miscellaneous billable items. ceilings. All event materials must be MaRS EVENT CONTACT removed by the client post-event. Based on the date and time of the booking, Your assigned MaRS Events team contact will be your additional janitorial and cleaning fees may primary contact on the day of the event. In the unlikely apply. If MaRS determines that the space circumstance that the contact is not on-site, we will has not been properly restored or damage introduce you to a new venue supervisor responsible for has been found, clients are subject to a the execution of your event. cleaning and maintenance fee.

PLANNING BEFORE YOUR EVENT

30+ Days 10+ Days 5+ Days

Confirm a caterer Update the caterer with # of Provide the caterer and attendees MaRS Events team contact with a final agenda

Confirm the audio-visual Confirm the final floor plan Provide the MaRS Events team requirements contact with final set-up requirements. For example, any flip charts, easels or white boards

Review room set-up and floor Confirm and update rentals if plan (if applicable) necessary

Review the rentals (either with If deliveries are expected to be the MaRS Events team contactor shipped to the venue, provide the affiliated caterer) MaRS Events team with the contact information for any suppliers, exhibitors and sponsors

Provide MaRS Events team contact with a draft agenda

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SHIPPING, RECEIVING AND STORAGE MaRS has limited storage space available for If items will be shipped after the event, event-related materials. We are able to store the boxes should be packaged and labelled minimal items two days prior to your event, and appropriately to ensure intact delivery to their ask that any event-related materials be taken destination(s). Once labelled, the shipments should be with you at the conclusion of your event. If you brought to the MaRS events desk in Suite 110, main do plan to ship any items to MaRS, or if you floor, and a courier should be arranged for pickup as would like to leave any items on-site following soon as possible. your event, approval must be secured in Items can be stored for a maximum of two business advance through your MaRSEvents team days, as MaRS has limited storage space. Please advise contact. the MaRS Events team contact of the expected pick-up Event-related items being shipped to MaRS date and time. To check on the status of your items, should be addressed to: please contact your identified MaRS event contact. LOAD IN/LOADING BAYS – 48 HOURS IN Attn: [Insert MaRS Events team contact] ADVANCE MaRS Discovery District MaRS has two loading bays— one located off Elizabeth 101 College Street Street and the other located off University Avenue— Suite 110 Collaboration Centre which service different areas of our building. Event Name: Whenever possible, MaRS encourages load-in from the underground parkades. The ceiling clearance has a Event Date: height of 6’6”. Load-in from the P1 — or the Lower Number of Items: Concourse level — provides the most direct access to the event spaces. A cart service is available upon request. When use of a loading bay is required for large shipments, or full-sized trucks, a delivery time needs to be scheduled with the MaRS Events team contact at least 48 hours in advance of the drop off. The loading bays can accommodate a 45’ straight truck. EQUIPMENT AND FURNITURE MaRS has a wide variety of equipment and furniture inclusive of the event space rental fee. Please connect with your MaRS Events team contact for more information on what is available. If you require additional chairs, tables and event supplies outside of what MaRS provides, all other furnishings that will be used on-site must be sourced through Higgins Event Rentals,our exclusive rentals supplier.

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SIGNAGE your MaRS Events team contact prior to your event. We ask that all clients provide details about MaRS asks that our clients provide proper signage what will be installed and what hardware will be on the day of their event. MaRS has a selection of used. In the likelihood of damage to any wall or easels which are provided for all events that take floor surfaces, there may be a post-event place in the Collaboration Centre, and your MaRS restoration charge. Events team contact can provide you with easels upon request. The recommended size of foam core EVENT END TIME board is 2’ x 3’ for wayfinding signage. The minimum recommended number of event signs for The event schedule will be approved by the the Auditorium is four. The minimum recommended MaRS Events team contact prior to the event and number of event signs for the Collaboration Rooms documented in the contract. All guests must depart is two. Your MaRS Events team contact will advise at the end time that was agreed upon to allow for of approved locations for signage in MaRS. the scheduled tear down and clean-up process. If clients have any substantial load-in or load-out DÉCOR/INSTALLATIONS post-event, we ask that they discuss and finalize this with the MaRS Events team contact prior to the MaRS has a combination of painted drywall, walls event. Additional fees maybe applied to events that with sound panels and wallpaper, and exposed run beyond their contracted end time. brick walls. If you would like to attach items to the walls and/or floors, you must secure approval from

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Audio Visual Services

The MaRS AVS team is the sole provider of equipment and personnel for the Collaboration Centre. MaRS offers advanced audio-visual capabilities, including video streaming, audio reinforcement, recording services, and custom solutions for any meeting or event. MaRS employs a team of professional audio-visual technicians, all of whom will work to provide a seamless experience.

Our meeting rooms are equipped with a range of features and equipment that come included with your standard fees, such as: • Integrated lecterns with microphones • High-resolution projectors or large format displays • Fully-integrated sound system • Room lighting

MaRS is able to provide additional advanced audio-visual capabilities at a charge, including: • Webcasting/live streaming • Two-way video conferencing • Additional presentation equipment (laptops, remotes, presentation timers, and audience response systems) • Additional audio, lighting and video packages • HD cameras and switching packages • Room recording • Additional staging packages • Complete technical staffing

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Audio Visual Services (cont'd)

LABOUR MaRS AVS has CTS-accredited staff on-site to assist with your event requirements. All after-hour (5 p.m.–8 a.m.) events require a MaRS AVS technician to be on-site. There are minimum requirements for after-hours events, so please ask your MaRS AVS lead for more details and an estimate for services. PREPARING YOUR PRESENTATION MaRS meeting spaces are all equipped with wide format (16:9) screens. Presentations formatted to that size will utilize the entire screen. CONNECTIVITY MaRS is equipped to work with both Mac and PC computers. All of our lecterns have various adaptors available for use. The default connection is HDMI. Wi-Fi MaRS is happy to provide complimentary Wi-Fi to all guests. Upon arrival at the venue, please select the MaRS Guests network and connect. No username or password is required. SOCAN AND RE:SOUND There are mandatory fees that MaRS collects and remits to SOCAN and Re:Sound for the right to play recorded copyrighted music during events. Any event where music is being used for background, stingers, etc., is required to pay a licensing fee for the music usage. This fee is not marked up and is collected on behalf of the above parties.

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Food and Beverage Service

CATERERS beverage operation of your event runs smoothly, which includes the proper teardown and cleanup As a member of the Broader Public Sector post-event. In compliance with DineSafe, all food Procurement Directive, MaRS undertakes a full premises in Ontario must, by law, follow specific procurement process. MaRS has an excellent list of food and beverage requirements. For health and four affiliated caterers that work at the facility on a safety reasons, MaRS, as an event venue, must daily basis. We ask that clients review the list of have accredited food and beverage servers at all caterers and their respective contacts before events held on the premises. DGS Events staff can coming to a decision. They are all excellent at be arranged through your MaRS Events team working within budget and are very contact, or through one of our affiliated caterers. accommodating to each group. If you would like a quote, please reach out to the caterers directly with KITCHEN ACCESS your event information as follows: MaRS has a kitchen in the Collaboration Centre that services the Collaboration Rooms, plus a catering Event: kitchen that services the auditorium and lower Date: concourse. The kitchens can only be accessed and Client: MaRS utilized by the MaRS Events team, affiliated Number of attendees: caterers and the on-site DGS Events staff. No Type of food service: outside vendors will be permitted in MaRS Events Budget: kitchen areas. Any other requests: Your agenda if available: FOOD AND BEVERAGE SERVICE All food and non-alcoholic beverages must be provided by a MaRS-affiliated caterer. Food and Once you’ve secured a caterer, they will liaise non-alcoholic beverages are subject to a landmark directly with the staffing and rentals agencies as fee. This fee amounts to 15 percent of the total well as the MaRS Events team, as needed. food and beverage revenue, including service and excluding rentals (plus all applicable taxes). It will SERVING AND EVENT STAFF automatically be added to all food and beverage MaRS exclusively sources event staff from DGS charged to clients by the caterer and is remitted to Events. DGS Events staff ensure that the food and MaRS post-event.

MaRS Discovery District - Venue Guide / 14 ALCOHOL SERVICE Please ensure that a Special Occasion Permit (SOP) via the LCBO is secured in advance of the event — note that this process can be timely. MaRS-affiliated caterers can source the SOP on our clients’ behalf. If the bar is a cash bar, you must bring a cash float. If it is a host/complimentary bar, you must plan to bring tickets or another similar tracking item (or source these through your caterer). Service of alcohol must follow any required permits and applicable laws and be served by a MaRS-affiliated staffing agency.

LEFTOVER FOOD POLICY OUTSIDE FOOD VENDORS If an event has leftover food, the MaRS Food Policy If the event has food sponsorship, or a client does is outlined as follows: A DGS server will connect not want to engage with MaRS-affiliated caterers, with our clients and ask if they would like any MaRS will consider a food drop by an outside food leftover food packed up to take away with them. vendor. In these instances, external food suppliers Please note that MaRS does not provide take away are permitted to drop off ready-to-serve items on containers. If you do not wish to take the food, the disposable service ware while DGS Events staff DGS supervisor will ask if the food can be manage food handling, delivery and cleanup. All redistributed to on-site MaRS staff. In this instance, outside food vendors must be approved by the the food will be brought up to the MaRS kitchen. If MaRS Events Team prior to executing the venue neither of these options is selected, then all contract; an event coordination fee amounting to leftover food will be disposed of. 20 percent of the space rental value will be applied.

MaRS Discovery District - Venue Guide / 15 Affiliated Caterers and Vendors Affiliated Caterers

ACQUA FINE FOODS PAINTBOX CATERING & BISTRO Contact: David Hansen Contact: Lily Ho Email: [email protected] Email: [email protected] Phone: 416-368-7171 Phone: 647-748-0555 ex. 225 Website: acqua.ca Website: paintboxcatering.ca

EATERTAINMENT SPECIAL EVENTS & CATERING DANIEL ET DANIEL EVENT CREATION & Contact: Lais Oliveira CATERING Email: [email protected] Contact: Laura Mattiussi, Megan O'Quinn Phone: 416-964-1162 Email: [email protected] Website: eatertainment.com Phone: 416-968-9275 Website: danieletdaniel.ca

Affiliated Vendors

Staffing Rentals

DGS EVENTS HIGGINS EVENT RENTALS Contact: Beril Karasahin Contact: Laura Dobie Email: [email protected] Email: [email protected] Phone: 416-270-2292 Phone: 416-252-4050 ex. 30 Website: Website: dgsevents.com higginseventrentals.com

MaRS Discovery District - Venue Guide / 16 Hotel Accommodations

Visitors can take advantage of preferred rates for hotels and ground transportation services in the MaRS neighbourhood. Our partner hotels, located within walking distance of MaRS, provide rooms that are comfortable and affordable. Group rates are quoted separately. Note that at certain times of the year, group rates could be lower or higher than the individually negotiated rates. Additionally, blackout dates may apply. Please contact each hotel for the latest applicable rates. PREFERRED HOTELS Holiday Inn Toronto Downtown Centre: Travellers and travel planners can make bookings at the special MaRS rate on the Holiday Inn website, or via email [email protected] by quoting “MaRS Discovery District.” Chelsea Hotel Toronto: Bookings at the special MaRSDiscovery District rate can be made on the Chelsea Hotel website. Travellers and travel planners can also make reservations and request the special MaRS Discovery District rate by phone (1-800-CHELSEA), email [email protected] and fax (416-585-4302).

MaRS Discovery District - Venue Guide / 17 Health and Safety

MaRS adheres to legal and industry standard health and safety practices, as well as Ministry of Labour law. MaRS is conscious of the safety of clients, guests and staff members, and reserves the right to prohibit any unsafe practice, scheduling or equipment. To protect the safety and security of all MaRS guests and property, clients must obtain advance written approval from the MaRS Events team prior to using items in the event and function spaces that could create noise, noxious odours or have hazardous effects, for example: • Loud music • Balloons • Smoke or fog machines • Dry ice • Confetti cannons • Candles/Incense Permission must also be obtained if clients wish to engage in any activities outside of the reserved function rooms, for example, registration tables and dining areas. The client will pay for any expenses incurred by MaRS as a result of disruptive activity, such as resetting smoke or fire alarms or unusual cleanup costs. INSURANCE LOST AND FOUND All event bookings are required to provide proof of Items that have been lost or found at events are insurance documentation of $2-million liability managed by MaRS Security. Please contact MaRS listing MaRS as additional insured. More main reception and ask to be re-directed to information is available upon request. security: 416-673-8100. WASTE AND RECYCLING EMERGENCY PROCEDURES MaRS endeavours to minimize waste as part of our If you hear a fire alarm, please remain calm, listen green initiatives and practices. Clients should for announcements and wait until further notice consider ways to minimize event waste and recycle from either the MaRS Events team contact or a fire any event materials, such as poster boards, name warden. In case of a medical emergency, call 9-1-1 badges and tent cards. and inform security. There is a first aid kit on-site; an AED and oxygen are available if needed. SECURITY MaRS has 24-hour on-site security sourced through Paladin Security. Should you require dedicated security for the event, we ask that you work with the MaRS Events team contact to secure a guard(s) at an additional cost.

MaRS Discovery District - Venue Guide / 18 Communications

PHOTOGRAPHY/FILMING PERMITS If you are considering the use of any photography or videography on-site for an event, please provide advance notice to the MaRS Events team contact. A photography and filming permit must be completed and submitted prior to the event to notify the MaRS Operations and Facilities team. Any use of photography not captured via permit will be obstructed by MaRS Security. MEDIA If there is anticipation of any media presence at your event, please notify the MaRS Events team contact as soon as possible. WEBSITE EVENT POSTINGS To post an event on the MaRS website, please complete the “Submit an Event” form. The event will be reviewed by our Communications team and posted on our website within two to three days.

MaRS Discovery District - Venue Guide / 19 If you have any additional questions, please feel free to reach out to a MaRS Events team member for more information.

Contact us at [email protected] or call (647)-255-1050

To book space, visit us online at www.marsdd.com/our-space/host-an-event-at-mars

For general information about MaRS, visit us at marsdd.com

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