frequently asked facility rental questions
Get the answers to your facility rental questions
- Q1. What's included in my rental?
- Q2. What's the cancellation policy?
- Q3. What are the insurance requirements for renting one of the northvanrec facilities?
- Q4. What if my event is a fundraiser?
- Q5. Is there anything I should know if I want to serve food at my event?
- Q6. Can I serve alcohol at my function?
- Q7. Can I advertise my event in the facility I am renting at?
- Q8. What is the SOCAN fee on my contract?
Q1. What is included in my rental?
Room rentals include:
- rectangular tables - 2.5ft x 6ft
- chairs
And upon request and availability:
- projector screen
- TV/DVD player
- Flip chart use
- kitchen use
Q2. What is the cancellation policy?
For a short term contract for any rental less than one month with two or few bookings per week, the licensee may cancel the agreement and obtain a full refund by giving North Vancouver Recreation Commission fourteen days notice. For long term allocations of more than one month and with three or more bookings in that month the licensee can cancel the agreement and obtain a full refund by giving a minimum of thirty days notice. For party like rentals a full refund will be given for the deposit by giving six months written notice and for the balance of fees must be made three months prior to the event.
Q3. What are the insurance requirements for renting one of the northvanrec facilities?
All renters who book a facility though the North Vancouver Recreation Commission must carry liability insurance. The insurance policy must be for a minimum of $5,000,000 per occurrence and name the North Vancouver Recreation Commission, City of North Vancouver and District of North Vancouver as additional insured. North Vancouver Recreation Commission has a Master Special Event User Group liability insurance policy with limits of $5,000,000 per occurrence. This insurance may be purchased at the time of booking. The premiums are based on factors such as type of activity, number of participants, length of activity, service of alcohol, etc.
Q4. What if my event is a fundraiser?
Please note that if the event is a fundraiser a letter from the charitable organization is required including their charitable registration number, contact information and acknowledgement of the event. We are unable to provide any special pricing for fundraising events.
Q5. Is there anything I should know if I want to serve food at my event?
If you are serving food, and it involves the services of a caterer or the preparation and service of food to members of the public, please contact the Vancouver Coastal Health food inspector at 604-983-6700 or at www.vch.ca to obtain approval. The kitchens in the North Vancouver Recreation Commission are to be used for heating purposes only. There may be an extra charge to use the kitchen depending on the facility you are renting.
Q6. Can I serve alcohol at my function?
If you are serving alcohol you are required to provide us with proof of your special occasion license prior to the event. Please visit www.hsd.gov.bc.ca/lclb for the application process. A damage deposit will be charged if you are serving alcohol at your event.
Q7. Can I advertise my event in the Recreation Facility I am renting at?
Groups renting Recreation Commission facilities shall be permitted to display notice of their meeting / event in the building for up to four hours prior to the event, subject to approval. Meeting / event notices must comply with all Recreation commission policies. The North Vancouver Recreation Commission retains the right to limit the number and placement of all signage.
Q8. What is the SOCAN fee on my contract?
SOCAN is the Society of Composer, Authors and Music Publishers of Canada.
It is the Canadian copyright collective that administers the performing rights of composers, authors and music publisher members by licensing the use of their music in Canada. We collect license fees on their behalf. The fee is determined by the number of people attending the event and if there is music or if there is music and dancing.
