DISPLAY POLICY AND
GUIDELINES
Facilities and Real Estate
Chuck Donohue, P.Eng.
Executive Director
Facilities and Real Estate Division
100 Queen Street West
3rd Floor, East Tower, City Hall
Toronto, ON, M5H 2N2
Tel: 416-397-7220
Fax: 416-397-0825
Email: facilities_customer_support@toronto.ca
A. Purpose:
A.1
Display space is reserved for public service information displays, originating
from governments (Toronto, Ontario, or Canada), agencies of government or
community agencies or groups that serve the people of the City of Toronto.
A.2
Displays must provide information or increase awareness about government
or other services available to the people who live in or visit the City of
Toronto.
A.3
Community associations will be permitted to exhibit cultural displays which
increase awareness and understanding about the diverse groups which
make up the City of Toronto.
A.4
In special circumstances, displays supporting the City of Toronto’s national
and international initiatives related to the Sister City program, economic
development and trade events, and disaster relief programs will be permitted
in the Rotunda.
B.
Display Content Guidelines
B.1
Displays shall not exploit the bodies of men, women, boys or girls solely for
the purpose of attracting attention.
B.2
Displays shall not stereotype or promote views and ideas which are likely to
promote discrimination, contempt or hatred for any person on the basis of
race, national or ethnic origin, ancestry, color, citizenship, disability, religion,
age, sex, marital status, family status, sexual orientation, gender identity,
political affiliation, receipt of public assistance or level of literacy.
B. 3
Displays shall not promote the hatred or derision of any group or individual
covered by the City of Toronto Human Rights and Harassment Policy and
Procedures.
B.4
Displays shall be consistent with the principle of respect for the dignity and
worth of all people.
B.5
Displays shall not be exclusively political or religious, that is, they must not
advocate a specific political or religious point of view, or a particular stance
on any issue. Any religious reference must be in the context of a cultural
event.
B.6
Displays shall have City of Toronto content; that is, displays must provide
information or increase awareness about services and communities that
have an explicit and obvious connection with the City of Toronto.
B.7
Displays shall have a written component; that is, they will include signs or
other written material that provides information or increase awareness about
services available to the people who live in or visit the City of Toronto. Each
Display must include an introductory sign that is to contain the following
items; name of your Organization, located, contact telephone number and it
must also clearly outline the purpose of the display.
B.8
Displays may include a visual component; that is, they may include
photographs or other visual arts that complement the written information.
Visual components will also comply with these guidelines. Displays may
include audio- visual components, providing that the audio levels are low.
B.9
Display cannot be used to solely promote individual artists for commercial
purposes, or promote the commercial enterprise responsible for the creation
or production of those images.
B.10
The content and the overall appearance of all displays, including both written
and visual components, will be of a high professional standard. All groups
must provide proper signage for exhibits and displays.
C.
General Guidelines
Admission Fees
No Individual or group fees can be charged to view displays held on City of Toronto
Properties.
Anti Hate
Public space, facilities and properties within the jurisdiction of the City of Toronto, and
owned or leased by recipients of City grants will not be available or accessible to any
individual or group that promotes views and ideas which are likely to promote
discrimination, contempt or hatred, for any person on the basis of race, national or ethnic
origin, ancestry, color, citizenship, religion, age, sex, marital status, family status, sexual
orientation, gender identity, disability, political affiliation, receipt of public assistance or
level of literacy.
The City of Toronto (through its Facilities and Real Estate Division, as well as through
incorporating the above statement in contracts/agreements with recipients of City grants)
requests potential users of public space to certify that they will not be conducting any
business that violates the Criminal Code of Canada – hate propaganda laws and human
rights act. The City of Toronto reserves the right to remove any displays, without notice,
should it violate or conflict the City of Toronto Workplace Human Rights Policy, or
discriminate against any group protected by the Canadian Charter of Rights and
Freedoms.
Approval
Only pre-approved artwork and displays can be exhibited.
Copy Rights
Credit to all artists and publications must be provided. For any copies, reproduction or
copyrighted material proper documentation must be provided.
Deliveries
All scheduling of loading and unloading privileges will be arranged based on availability
and must be coordinated a minimum of 48 hours in advance through a Facilities and
Logistics Coordinator. Freight elevators may also be used and are scheduled in specific
time blocks based on availability. Loading Dock access is available. If you have to arrange
deliveries outside our normal business hours a charge for additional staffing may apply.
Electrical Power
All electrical requirements and plans are to be presented two weeks prior to the event for
approval by our technical staff. Additional power requirements that require extra wires
and/or electrical services will be made available upon request. The organizer may incur
costs.
Equipment
A limited amount of equipment and furniture may be available for your use. Please speak
with the Facilities and Logistics Coordinator for more details.
Installation
Installation of your display must be coordinated in advance through the Facilities and
Logistics Coordinator. Please note that there will be no taping, gluing or nailing into the
display panels, walls, columns, windows, furniture etc. Groups may have to provide their
own hanging materials and fixtures for all displays and exhibits. A representative for the
group must be present during the setup and removal of all display pieces. All groups are
responsible to return the display space to its original state.
Insurance
Insurance should be obtained for all artwork and displays. The City of Toronto is not
responsible for any stolen or misplaced items left on the property. In the event that should
happen, please call the City of Toronto Facilities and Logistics Coordinator.
The organizer/applicant is responsible for any costs related to an event which has not
been otherwise agreed to, in writing, prior to the event. The event organizer is liable for
any loss or damage to City Of Toronto property or equipment. These costs are payable
immediately upon receipt of an invoice by the event organizer.
Lighting
All City of Toronto Civic Centre properties have various lighting capabilities and must be
requested in advance. Please note that all properties have emergency lighting, which
cannot be dimmed or turned off.
Number of Yearly Bookings
Each group will be permitted two one-week bookings per the year in order to allow other
groups an opportunity to use the space. Due to a high number of requests we can only
accommodate a one one-week booking per year at City Hall. Space is booked on a first
come first serve basis. Bookings that last under a week are counted as one booking.
Procedures
Please refer to the Application for Display Space on Page One for application procedures.
Safety and Accessibility
All City of Toronto properties are public facilities, therefore, we request that no display may
block or hinder the normal passageways for pedestrians (including furniture, displays,
cords, etc). For safety and security reasons, all exits, stairwells and security/reception
desks must remain accessible at all times.
Sales
No commercial sale of goods or services is permitted. Sales by charitable organizations
require prior approval.
Save and Hold Harmless Clause
A Save and Hold Harmless Clause form must be completed and received by the Facilities
and Logistics Coordinator prior to any setup of a display or exhibition. This form signifies
that the City of Toronto is not responsible for any damage done to the displays, during the
setup and removal of any display pieces.
Storage
Storage space is not provided on any City of Toronto property.
Tentative Bookings
Please note that a tentative booking of the display space does not guarantee that your
request for a display will be granted.
Other
Failure to abide by these Guidelines will result in withdrawal of permission to use the
display space. This will also jeopardize future requests.
Organizers are advised that under unusual circumstances and/or emergencies, scheduled
events may be moved to another date or location.