FAQ

WHAT IS THE VENUE CAPACITY?

York Mills Gallery’s YMG1 capacity is 400 guests for a Reception with a Dance Floor. York Mills Gallery’s YMG2 capacity is 175 guests for a Reception with a Dance Floor.

WHAT IS INCLUDED WITH THE RENTAL FEE?

The Rental Fee is for exclusive use of the House/Venue for your Rental Time and includes the set-up of the entire Facility with our available Tables, Chairs, Tableware, Flatware, Glassware, Bar Set-Up, Lounge Furniture, and four (4) options of Linens.

Please note, you may upgrade your linen or add overlays – please have these items delivered to us the day before your event and our staff will set them up for you.

HOW MUCH IS THE VENUE DEPOSIT?

An initial non-refundable deposit of $5,000 for YMG1 and/or $4,000 for YMG2 is required to confirm your booking. If you are booking a Saturday date, a non-refundable deposit equal to the Room Rental and Ceremony Fee is required to confirm your booking. If you or hosting a Bar/Bat/B’nai Mitzvah, a non-refundable deposit of $6,000 for either venue is required.

DO YOU OFFER CEREMONY SPACE ON-SITE?

Yes, in addition to your Rental Fee there is a ceremony fee of $500 for an Indoor Ceremony and $1,500 for an Outdoor Ceremony at our YMGO location. This fee includes the set up our designated space with chairs for your guests and a signing table. For and Indoor Ceremony, additional draping can be added for $500 per wall. For an Outdoor Ceremony, we will simultaneously set up an indoor room for back up if it rains.

If you are not reserving the Venue for a reception and want to only host a Ceremony on site, please enquire for a fee. The fee includes the set-up of the Designated Space with chairs for your guests, a signing table, and 2 hours of designated time for the set up and service. Ceremony only reservations are subject to Venue availability and are only offered until 3PM in our Designated Ceremony Space.

DO I NEED TO SCHEDULE AN APPOINTMENT TO SEE THE PROPERTY?

Yes, we kindly ask you schedule an appointment to tour the property. Contact us via email here.

WHEN CAN WE SET-UP FOR OUR EVENT?

For a Full Event rental, your vendors and immediate family have access to the Venue six (6) hours prior to the event start time. You are welcome to bring in your own décor to personalize your event such as florals, balloons, etc.

For a Ceremony Only rental, you may pay by the hour for use. Each additional hour is $500/hour. Please contact your Sales and Event Coordinator for more information.

WHAT IS THE GENERAL TIMING OF THE EVENT?

For Event or Venue Only bookings, you will have access to the Venue and Makeup Room starting at 11AM for set-up. Set-up may not exceed fifteen (15) people unless previously arranged with the Event Manager. To ensure a seamless set-up, the earliest start time of your Ceremony/Reception is 4PM.

For Ceremony Only bookings, you have a two hour window that must conclude by 3PM.

THE “END TIME” ON THE CONTRACT SAYS 1AM – DOES THAT MEAN WE HAVE TO LEAVE BY THAT TIME?

The Bar Close Time is 1AM – unless extended until 2AM. The event end time is thirty (30) minutes after the Bar Close. At Close, all music will be shut down and house lights will be illuminated, and all Guests and Vendors must leave the property. The building must be vacated one (1) hour after Close.

DO YOU PROVIDE THE STAFF?

We are a full service facility and will staff your event with our dedicated servers and bartender(s). A Floor Supervisor is also assigned the day of your event as your point person.

The Staff to Guest Ratio for a plated meal is one (1) server per eighteen (18) guests, and for a buffet it is one (1) server per twenty-two (22) guests. We can provide a coat check attendant and/or additional bartenders and servers for an additional fee. Please inquire within.

If you secure a Venue Only Contract, you may supply your own staff or request and book our staff.

IS THE VENUE WHEELCHAIR ACCESSIBLE?

All of our Venue Spaces are fully accessible and meet all Provincial Guidelines.

WHAT IS THE CLEAN-UP/GARBAGE FEE? DOES THE VENUE TAKE CARE OF GARBAGE?
The Venue takes care of waste. However, we are not responsible for removing anything brought in by the Client and/or Vendors. This includes Rentals, Décor, Florals, Gifts, Signs, etc. Clients and Vendors are responsible for removing everything they bring in the NIGHT OF the event. Anything left behind that is not the Venue’s will be subject to a Fee of up to $500.

CAN WE USE THE MONITORS/SCREENS IN THE FOYER? WHAT CAN IT PLAY?

Yes, you can use our Monitors/Screens in both YMG1 and YMG2 to display photos. Please ensure it displays properly; you may arrange with Sole Power Productions to test it out ahead of time.

DO WE (THE CLIENT) NEED TO PROVIDE AN ALCOHOL PERMIT?

No! York Mills Gallery is a fully liquor-licensed venue.

WHEN CAN WE OPEN THE BAR AND START SERVING FOOD?

The Bar Service Package is for seven (7) consecutive hours: the serving time is generally 6PM – 1AM. If you wish to start earlier, you may – but your Bar Service will end eight (8) hours from your start time. Alternatively, if you choose to open your bar later, the end time is still 12AM. You can also extend the Bar Service for an additional hour for $650 Standard Bar / $850 Premium Bar.

ARE THERE ANY ADDITIONAL FEES FOR CAKE CUTTING OR BRINGING IN OUR OWN LATE NIGHTS?

There are no additional fees as long as the Venue does not need to facilitate any labour or kitchen equipment. For example: Use of Fridge Storage, Warming, Cooking, Using Plates/Utensils, Staff Servers, etc. If you would like assistance, then a fee will apply. There is a service charge of $6.50 per person to have your cake cut and plated (we will add a seasonal garnish) and served to your guests with tea and coffee OR $3.50 per person to have your cake added to a buffet table with a tea and coffee station.

DO WE HAVE THE OPPORTUNITY TO TASTE THE FOOD BEFORE OUR EVENT?

We offer couples who have reserved their wedding with us an invitation to our Chef’s Tasting. Due to the volume of events at our Venues, we are unable to accommodate evening or weekend tastings. Tastings are scheduled approximately three (3) to four (4) months prior to your wedding.

HOW DO THE TASTINGS WORK?

Tastings are 45 minutes to an hour long and generally take place on Wednesdays between 11AM – 4:00PM. Tastings can accommodate up to six (6) guests and up to six (6) menu items can be chosen. Only one plate per item would be provided, and couples/guests will be given tasting plates to share.

HOW MUCH ARE TASTINGS?

Tastings are $500. Tastings are Complimentary if you’re over the $18,000 Minimum Spend. Applicable charges for Tastings are refunded at the time of booking if the Minimum Spend has been reached.

WHAT IS INCLUDED IN OUR TASTING MENU?

When you book your Tasting, you can let your Catering Manager know which items from your contract you would like to try. Typically, couples choose two (2) Salads, two (2) Entrees and two (2) Desserts. Please submit your menu options no less than ten (10) days prior to the scheduled tasting. We do not do Tastings for Hors D’oeuvres, Soups, Food Stations/Late Night and Alcohol. Additional items exceeding your six (6) dishes are priced at $75 per plate.

Please note that as we are preparing food for a smaller group, the items may not be exactly the same at your event. Tastings are a representation the quality and presentation of our food.

DO YOU OFFER KOSHER CATERING?

We work with Zuchter Berk Kosher Catering. This could be a few individual meals or a full Kosher event. Please contact one of our Event and Sales Coordinators for details on pricing and logistics for a full Kosher event.

DO YOU OFFER HALAL FOOD?

We provide Halal chicken at no additional cost. We need one month’s notice to order Halal beef; there would be a surcharge to do so.

HOW DOES THE 5% DIETARY MEAL WORK?

When you are offering your guests the choice of one (1) Meat Entrée and one (1) Vegetarian Entrée, you are allowed Dietary Meals up to 5% of your Total Guest Count at no additional cost. Dietary meals over 5% will be subject to an additional fee. If you are offering your guests the choice of two (2) Meat Entrees, the Vegetarian option will become part of the complimentary 5% Dietary Restricted Meal. Note: Kosher meals are excluded from the 5% policy.

DO LATE NIGHT FOOD STATIONS NEED TO BE ORDERED FOR 100% OF GUESTS?

All Late Night Stations can be ordered for a minimum of 75% of guests.

CAN EVERYTHING AT THE EVENT BE NUT-FREE?

We try our best to accommodate all Dietary/Allergy Restrictions, but we are not a Nut-Free facility (neither are our suppliers). For liability reasons, we are not allowed to say we are “Nut-Free” due to visible nut products in our facility. We also cannot guarantee the lack of any cross-contamination.

CAN WE HAVE SPECIALITY DRINKS AT OUR EVENT?

Yes, as long as the ingredients are listed in your Bar Package. If your drink requires ingredients which we do not provide, the client is responsible for supplying them (this does not apply to other alcoholic products).

WHY DO WE HAVE TO PAY A MINIMUM SPEND UP-FRONT FOR THE CASH BAR?

We require a $1000 Minimum Spend per Bar set-up at the time of your Final Payment to guarantee our sales. If your total spend is over $1000, we will refund you back the $1000. This way we are guaranteed the amount which will cover Labour and Product.

HOW DOES CONSUMPTION BAR WORK?

We require a $1000 Minimum Spend per Bar set-up (like the Cash Bar). Unlike the Cash Bar where guests pay per drink, the Consumption Bar is paid by the Client and each drink consumed is tallied up at the end of the event. If your total amount consumed is under $1000, we will keep the $1000. If your total amount consumed is over $1000, we will be charging the balance from your Pre-Authorized Hold.

HOW MUCH ARE VENDOR MEALS?

If Vendors are sitting at their own table, their meals will be the same cost as a Kids Meal. If Vendors are sitting with guests at their table, their meals will be the same as an Adult Meal.

CAN WE BRING IN OUR OWN CATERING?

We do allow for outside food and beverage. We have a “Venue Only” Rental option available.

CAN WE BRING IN OUR OWN VENDORS?

You are welcome to bring in your own Vendors; however, if you are looking for any suppliers, we have a Vendor Partner List which contains a variety of reliable wedding professionals.

There is no fee to bring in your own DJ, Band and Entertainment. Please note, you must secure Sole Power Productions regarding a patch in fee for our DJ, Band, Entertainment and any other lighting or sound package.

Please note that all Vendors must park in the designated area.

WHO IS RESPONSIBLE FOR SETTING UP DÉCOR ITEMS?

Clients are responsible for their own set-up of all décor items such as Place Cards, Charger Plates, Giveaways, Centrepieces, and lighting of Candles.

WHO IS RESPONSIBLE FOR RENTALS AND/OR ANY OTHER VENDOR EQUIPMENT/BELONGINGS?

You as the Client are 100% solely responsible for all third party items.

DO YOU PROVIDE TABLE NUMBERS?

No, please be advised that all clients must supply their own table numbers.

ARE WE ALLOWED TO HAVE REAL FLAME CANDLES FOR THE CENTREPIECES AND/OR AT THE CEREMONY?

Yes, as long as the candles are set on a base to ensure that there is no damage to the Linens, Tables or Floor during your event. Please note that candles are dangerous and can cause serious harm to staff and guests. As the Client, you are solely responsible for any harm or damage caused by the flame. The Venue is not responsible for lighting candles on behalf of Client’s Vendors.

ARE THERE ANY RESTRICTIONS ON DÉCOR?

We do not allow any décor that needs to be attached to the walls, windows or light fixtures. You may hang items from the ceiling – your decorator can work with the in-house A/V Company regarding rigging and mounting. We also allow for open flame candles as long as they are contained where the flame is below the opening with a tray, plate, etc.

We encourage all new and creative design ideas to make our Venue Space yours for the day.

CAN I STORE THINGS AND SET-UP THE DAY BEFORE MY EVENT?

If you require that, there may be an additional fee. Otherwise, we do not allow it. Alternatively, feel free to contact us seven (7) day prior to your event and we will try to accommodate you without any additional fees. Please note that you are allowed six (6) hours of set-up time regardless of day-before or day-of set-up. If you set-up the day prior, your hours will be adjusted day-of. Example: Two (2) hours of set-up the day prior means you have four (4) hours of set-up the day-of.

CAN WE LEAVE THINGS OVERNIGHT?

Everything brought in by the Client and Vendors must be removed the night of, or the Clean-up Fee will apply. This includes Décor, Florals, Decals, Equipment, etc. Alternatively, feel free to contact us seven (7) days prior to your event and we will try you accommodate you without any additional fees. Please note that we are not responsible for anything that is left at the Venue overnight. Items left at the Venue can only be picked up when the Venue Manager is on-site without exception.

CAN THINGS BE DLEIVERED THROUGH THE FRONT DOOR?

All deliveries must be through our back loading dock. This includes any load-ins by the Client. The Client is responsible for any damages that occur from front door deliveries. All Vendor deliveries and pick-ups must be scheduled in advance, and pick-ups and deliveries can only be made with the Event Manager on-site. Please make sure to inform all your Vendors about our strict Venue policy.

CAN WE USE FLOWER PETALS/RICE/CONFETTI/BUBBLES DURING OUR CEREMONY?

We have a Clean-up Fee of $250/hour for any items that we must clean up.

ARE THERE ANY RULES WITH INSTALLING A VINYL FLOOR?

Clients are responsible to let their Catering Manager and the Venue Manager know if they are having a Vinyl Dance Floor a minimum of ten (10) days prior to their event to avoid added set-up fees. The Security Deposit will increase if not using Axe Media. Vendors have two (2) hours after music stops to remove the Vinyl completely. If set-up or teardown takes any longer than two (2) hours, an additional fee will apply to keep the Venue open.

WHO NEEDS THE VENDOR LIST? WHY DO I NEED TO FILL IT OUT?

A Vendor List must be sent to our Venue Manager so they can be informed of Load-in/Load-out times of all Vendors. It is crucial that we have their contact information as well so we can ensure all external items are permitted and approved by the Venue. This is required so that you are not subject to any additional charges.

WHAT IS THE PAYMENT SCHEDULE?

The initial non-refundable deposit is required to confirm your booking. If you are booking a Saturday date, a non-refundable deposit equal to the Room Rental and Ceremony Fee is required to confirm your booking.

An estimate of the full cost of your event will be prepared by your Event Manager after your closing package has been submitted ten (10) days prior to your event. The full amount is due seven (7) days prior to your event date.

A final invoice will be reconciled after your event if there are any last minute add-ons or changes. Payment is due upon receipt.

WHEN IS THE FINAL BALANCE DUE?

The Final Balance is due seven (7) days prior to your event. As noted in your signed contract, we enter all events with a $0 contract balance. A Bank Draft, E-Transfer or Money Order is made payable to ZB Hospitality Group Inc.

IS THE OVERALL MINIMUM SPEND (AS STATED IN THE CONTRACT “NOTES”) BEFORE OR AFTER TAX?

Minimum Spend includes Tax and Services.

WHAT IS A “PRE-AUTHORIZED CREDIT CARD AUTHORIZATION FORM”?

We require a “Pre-Authorized Hold” on a Credit Card in the case of damages or unforeseen circumstances. We require this form seven (7) days prior to your Event (at the same time of your Final Payment). We put through this “Hold” the day before your event. The amount required is taken from your Credit Card, and is held by your Credit Card provider in escrow. If it is not needed after your Event, the “Hold” will be automatically released within seven (7) to ten (10) days.

WHAT METHODS OF PAYMENT DO YOU ACCEPT, AND WHAT IS THE “NON-CASH ADJUSTMENT FEE”?

You may pay your Deposit and your Final Payment by Cash, E-Transfer or Cheque. A 2.5% Non-Cash Adjustment Fee is applicable for your Deposit and Final Payment when you pay with Credit Card. If you pay your Final Payment by Cheque, we must receive it two (2) weeks prior to your event. Event payments may be made in installments if it is more convenient.

ARE KIDS ALLOWED AT THE VENUE?

Of course! We are a Child Friendly Establishment and Kids are welcome at the Venue. Please note that all Children under the age of twelve (12) must be under the supervision of an Adult at all times.

ARE THERE ENOUGH PARKING SPACES FOR GUESTS?

Yes, we have 400+ parking spots available. Additionally, your guests are welcome to leave their vehicles at the property overnight, however, no people are permitted to stay in the vehicles.

Please note that all Vendors must park in the designated area.

IS THERE AN EVENT PLANNER ON-SITE DURING MY EVENT?

There will be a Venue Manager, Event Supervisor and Facility Coordinator on-site during your event that will assist with the set-up and coordination of your event to assure smooth execution. However, they are not event planners. Please have patience as we work towards the mutual goal of a successful event.

WHEN DO WE SCHEDULE A WEDDING REHEARSAL?

You can contact us two (2) to three (3) weeks prior to find out date availability. However, we do not guarantee the date – last minute event bookings have priority; we will let you know of any changes. Rehearsals must take place on a Tuesday, Wednesday or Thursday the week of your event. The time of the Rehearsal is subject to the Venue Manager’s schedule and availability. The venue offers forty-five (45) minutes of complimentary time for Rehearsals. Please enquire if you would like to add a Wine Tour for you and your guests proceeding or following the Rehearsal (for an additional fee). No outside food or beverages are permitted.

Please note that the Wedding Rehearsal is intended for the Ceremony and not the Reception. We do not offer Reception Rehearsals.

WHEN DO WE HAVE TO PROVIDE YOU WITH OUR FINAL GUEST COUNT, MENU AND OTHER DOCUMENTS?

Ten (10) days prior to your event you must confirm and submit your Final Guest Count (Adults/Kids/Vendors); Final Menu Selection (Bar Option, Hors D’oeuvres, Cocktail Stations, Adult Menu, Kids Menu, Late Night Stations, etc.); Final Floor Plan; Final Seating Chart; Vendor List; Itinerary; and Damage Deposit Pre-Authorization Form. Any changes or late submission will be subject to a Fee.

HOW SHOULD I DO MY SEATING CHART/ASSIGNMENT OF GUESTS AND WHAT IS THE PURPOSE?

Your Catering Manager will provide you a blank Excel Seating Chart Template which you must fill in. We require you to follow our exact Template, and you must save and send it back in Excel format. Your Catering Manager will be using this Seating Chart to determine how many guests are at each table, which tables guests are located at, as well as any Dietary/Allergy Restrictions.

DO WE (THE CLIENT/COUPLE) NEED TO INCLUDE OURSELVES IN THE GUEST COUNT?

Yes! This is the only way to ensure you will receive a meal. Everyone eating (including Kids/Vendors) must be included in your Guest Count.

IS IT MANDATORY FOR US TO HIRE SECURITY?

It is only mandatory for events with a lot of Kids. The ratio is one (1) guard for every fifty (50) Kids.

CAN WE BRING OUR DOG?

Your dog is welcome. Please ensure you bring the necessary items for them as we do not assist with this process in any way.

IS SMOKING ALLOWED AT THE PROPERTY?

Smoking is allowed at the property in the Designated Outdoor Smoking Area. There is absolutely no smoking allowed inside the Venue or any other areas. If cigarette filters are littered and not disposed using the Area’s on-site extinguishing receptacles, a Cleaning Fee will be charged.

CAN WE BOOK PHOTOGRAPHY SESSIONS AT THE VENUE?

The Venue offers two (2) hour Photography Sessions from 10AM – 5PM. Sessions on Mondays to Thursdays have a fee of $500; Fridays have a fee of $750; and weekends have a fee of $1000. Fees for Photography Sessions are waved if you book a Wedding with the Venue.