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 is available for public full-venue events on Thursday from 7pm-10pm Friday, and Saturday evenings from 7pm-11pm. Our legal capacity is 70 people, including staff.
As a way to mutually benefit from an event partnership, we ask that organizers commit to the following agreements:
· Events must garner a minimum of 40 people to their event
· There must be at least two 15-20 minute break during your event to encourage food and beverage purchases
· Events must come to a close by 10:30pm
· Organizers must provide their own promotion for the event
· Organizers are encouraged to provide a venue contribution for use of the venue
If you're 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 on Tuesday and Wednesday evenings and throughout the week during mornings and afternoons. Please send reservation requests to [email protected].
Equipment Available
We can provide the following equipment for your event:
· An 8-channel mixer
· PA speakers (no monitors)
· 2 vocal microphones (SM58)
· 2 boom microphone stands
· 4 10 ft XLR cables
· 1 stage light
· 1 LCD projector
· 1 Screen
Please note that there is a $50 fee for use of our projector and screen and a $250 refundable deposit (cheque) for use of our sound equipment and system. Please bring your own laptops and necessary adaptors or connectors. On the day of your event, set up of the space and sound equipment will be done two hours prior to the time of your event by our staff. We are available for tech assistance, if needed. As technology is constantly upgrading, please bring your own adapters and connectors necessary for your event and is not listed above.
As a way to mutually benefit from an event partnership, we ask that organizers commit to the following agreements:
· Events must garner a minimum of 40 people to their event
· There must be at least two 15-20 minute break during your event to encourage food and beverage purchases
· Events must come to a close by 10:30pm
· Organizers must provide their own promotion for the event
· Organizers are encouraged to provide a venue contribution for use of the venue
If you're 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 on Tuesday and Wednesday evenings and throughout the week during mornings and afternoons. Please send reservation requests to [email protected].
Equipment Available
We can provide the following equipment for your event:
· An 8-channel mixer
· PA speakers (no monitors)
· 2 vocal microphones (SM58)
· 2 boom microphone stands
· 4 10 ft XLR cables
· 1 stage light
· 1 LCD projector
· 1 Screen
Please note that there is a $50 fee for use of our projector and screen and a $250 refundable deposit (cheque) for use of our sound equipment and system. Please bring your own laptops and necessary adaptors or connectors. On the day of your event, set up of the space and sound equipment will be done two hours prior to the time of your event by our staff. We are available for tech assistance, if needed. As technology is constantly upgrading, please bring your own adapters and connectors necessary for your event and is not listed above.
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. Below is are our suggested venue donations:
· Non-Profit Organizations: a minimum of $120 or 15%-20% of door donations
· Collectives and Individuals: a minimum of $100 or 15%-20% of door donations
We are also open negotiating other forms of contribution and exchanges! If you have idea, let us know!
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. Below is are our suggested venue donations:
· Non-Profit Organizations: a minimum of $120 or 15%-20% of door donations
· Collectives and Individuals: a minimum of $100 or 15%-20% of door donations
We are also open negotiating other forms of contribution and exchanges! If you have idea, let us know!
Additional Accessibility Resources
· Sign Language (ASL) Interpretation – Douglas College Interpretation Program (free), [email protected]
Let’s chat!
Have any other questions, concerns, ideas? Let us know! Please contact our Art and Events Curator, Melanie Matining, by email at [email protected] or phone at (604) 872-3166.