Organizing a community event? Let’s collaborate!
Heartwood Community Café is space committed to holding a welcoming and inclusive place for social justice, arts and culture, and community building. Our goals are to work towards allyship and solidarity building, to create collectively, and bridge community connections! We seek out ways to show our gratitude and continuously contribute back to the communities we are connected to on Coast Salish territories and beyond.
Each event at our café is a collaboration between you, as the event organizer, and Heartwood as a community-centered enterprise. Support from our broader communities allows our café from continuing to be an accessible and inclusive space centered on community building and social justice. With each connection we foster, we hope to continue nurturing a community of resources that not only benefits our café, but also the broader communities and customers we serve.
Click here to download our event application form
Each event at our café is a collaboration between you, as the event organizer, and Heartwood as a community-centered enterprise. Support from our broader communities allows our café from continuing to be an accessible and inclusive space centered on community building and social justice. With each connection we foster, we hope to continue nurturing a community of resources that not only benefits our café, but also the broader communities and customers we serve.
Click here to download our event application form
Booking at Heartwood
Heartwood Community Café is available for both full venue public and private events, and during our regular hours of operation, Community Room bookings, and table reservations. If you are interested in booking a private event, reserving our Community Room, or making table reservations, please email Melanie, our Community Development Manager at [email protected].
As a way to continue being community space, we ask the following requirements from each event collaborator:
Interested in hosting an event but do not have the capacity to commit to the agreements above? Our Community Room might be a better option. The front room of the café is available for bookings during our regular hours of operation.
Sound Equipment Available
Organizers are responsible for acquiring any other equipment necessary for their event.
As a way to continue being community space, we ask the following requirements from each event collaborator:
- Bring in a minimum of 40 people to your event.
- Be responsible for selling and collecting event tickets or door donations at your event.
- After confirmation of your event proposal, provide a $150 damage deposit, refundable at the end of the event if no damage was done to our space or if cancellation was done a minimum of one week prior to the date of the event.
Interested in hosting an event but do not have the capacity to commit to the agreements above? Our Community Room might be a better option. The front room of the café is available for bookings during our regular hours of operation.
Sound Equipment Available
- 1 8-channel mixer
- 2 PA speakers
- 2 vocal microphones (SM58)
- 2 boom microphone stands
- 4 10 ft XLR cables
- 1 stage light
- 1 LCD projector
- 1 Screen
Organizers are responsible for acquiring any other equipment necessary for their event.
Accessibility
Physical Access
Heartwood is currently not fully accessible; our washrooms are not accessible for wheelchairs and scooters. We have made an agreement with the neighbouring Starbucks, which allows Heartwood patrons to use their wheelchair and scooter accessible restrooms. Please note that Starbucks washrooms are not guaranteed to be scent-free. We are currently in the process of finding ways to make our space more physically accessible. Any and all recommendations and suggestions are welcomed!
For further information on Heartwood’s physical space, please check out the following accessibility audits done by the Radical Access Mapping Project.
Access Overview: https://docs.google.com/document/d/1pUC1YbkDiD2dAx-iYhg-VzTIcSmISRzW9Nr930q6MYU/edit?hl=en_US
Full Access Audit: https://spreadsheets.google.com/spreadsheet/ccc?key=0AkEveutSlMoVdGxmVVNVWDZNUDVjeVJnNHZHSG5GTFE&hl=en_US
Radical Access Mapping Project: www.radicalaccessiblecommunities.wordpress.com
Emotional/Mental Access
We are interested in looking at the different ways access and inclusion look like in community building, social justice, and political organizing. If you are interested in holding an event at Heartwood, please be mindful of triggers that might come up at your event and provide trigger warnings when necessary. We are mindful that the people who both visit and work at Heartwood are coming from layered experiences and histories, all which are different and connected. We are not interested in policing peoples’ work; we are more interested in figuring out ways to work together as a caring community that supports our fellow neighbours in feeling as safe and present as possible.
Examples of trigger warnings might include: sexual violence, transphobia, racism. If you’re not sure, we’d be happy to talk about it with you!
Financial Access
Heartwood Community Café runs as a non-profit organization. We are searching for the perfect balance of accessibility for others and sustainable revenue for the café. In order to find that, we work with event organizers to figure out we can mutually benefit from one another.
We know that rental fees often pose a barrier for holding events. We are open to negotiating other forms of contribution and exchanges! Below are our suggested venue contributions:
Additional Accessibility Resources
· Sign Language (ASL) Interpretation – Douglas College Interpretation Program (free), [email protected]
Heartwood is currently not fully accessible; our washrooms are not accessible for wheelchairs and scooters. We have made an agreement with the neighbouring Starbucks, which allows Heartwood patrons to use their wheelchair and scooter accessible restrooms. Please note that Starbucks washrooms are not guaranteed to be scent-free. We are currently in the process of finding ways to make our space more physically accessible. Any and all recommendations and suggestions are welcomed!
For further information on Heartwood’s physical space, please check out the following accessibility audits done by the Radical Access Mapping Project.
Access Overview: https://docs.google.com/document/d/1pUC1YbkDiD2dAx-iYhg-VzTIcSmISRzW9Nr930q6MYU/edit?hl=en_US
Full Access Audit: https://spreadsheets.google.com/spreadsheet/ccc?key=0AkEveutSlMoVdGxmVVNVWDZNUDVjeVJnNHZHSG5GTFE&hl=en_US
Radical Access Mapping Project: www.radicalaccessiblecommunities.wordpress.com
Emotional/Mental Access
We are interested in looking at the different ways access and inclusion look like in community building, social justice, and political organizing. If you are interested in holding an event at Heartwood, please be mindful of triggers that might come up at your event and provide trigger warnings when necessary. We are mindful that the people who both visit and work at Heartwood are coming from layered experiences and histories, all which are different and connected. We are not interested in policing peoples’ work; we are more interested in figuring out ways to work together as a caring community that supports our fellow neighbours in feeling as safe and present as possible.
Examples of trigger warnings might include: sexual violence, transphobia, racism. If you’re not sure, we’d be happy to talk about it with you!
Financial Access
Heartwood Community Café runs as a non-profit organization. We are searching for the perfect balance of accessibility for others and sustainable revenue for the café. In order to find that, we work with event organizers to figure out we can mutually benefit from one another.
We know that rental fees often pose a barrier for holding events. We are open to negotiating other forms of contribution and exchanges! Below are our suggested venue contributions:
- Non-Profit Organizations: a minimum of $120 or 10%-20% of door donations
- Community Groups and Individuals: a minimum of $100 or 10%-20% of door donations
Additional Accessibility Resources
· Sign Language (ASL) Interpretation – Douglas College Interpretation Program (free), [email protected]
Event Cancellation
Cancellations must be sent in writing to Melanie at [email protected] one week prior to the event in order to give notice to our scheduled staff for that evening. If the cancellation request is received less than a week before your event, we unfortunately cannot refund your damage deposit.
Let’s chat!
Have any other questions, concerns, ideas? Let us know! Please contact Melanie, Community Development manager, by email at [email protected] or phone at (604) 872-3166.