View Royal Community Hall Rental Agreement

View Royal Community Hall Rental Agreement

279 Island Highway, View Royal B.C., email: vrca2011@gmail.com, VRCA Community Coordinator: (standard wording revised Aug 28, 2023)

All individuals must purchase a $5.00 membership and fill in and return the form below.

Payment can be sent by either of the 2 ways outlined below:

1. Send e-transfer to the email vrca2011@gmail.com. Please write a memo that it is for a Hall Rental, and mention the date of your event(s).
2. Send a cheque written out to View Royal Community Association with a memo “Hall Rental, date of your event”. Cheques can be mailed to or dropped off at: VIEW ROYAL COMMUNITY ASSOCIATION, ATTN: Treasurer, 279 Island Highway, View Royal, B.C., V9B 1G4. (mailbox is located to the left of the preschool door in the lower parking lot).

Event Description: ________________________________________________________ Will Alcohol be served? Yes No (circle one)

PRICING CALCULATOR

SIGNED AGREEMENT

Renters wishing to book space must sign this agreement to indicate that they have read and understood the rules governing the use of the space. Attaching this completed form to an email constitutes agreement by both parties.

FIRE

Fire regulations stipulate that the maximum capacity for the upper main hall is 91 persons seated with tables / 115 persons seated with only chairs and no tables / 160 persons standing with no chairs or tables.

INSURANCE

Liability insurance: Renters are responsible for their own insurance. Please send a copy of your liability insurance to VRCA2011@gmail.com listing View Royal Community Association as additional insured.

KITCHEN

Includes the use of the kitchen space for reheating foods only - not for preparing and cooking foods on site. There is no dishwasher. A fridge, freezer, microwave, and stove / oven are available to use. Bringing all of your own dishes and serving utensils is suggested as the kitchen has limited supplies. The hall kitchen also has coffee mugs, coffee saucers, teapot, and disposable plates, napkins, and cutlery that you may use. Coffee/Hot Water urns are also available for use.

SMOKING

Smoking is not allowed on the premises. There is a by-law in effect that states no smoking within 3 meters of the Main Entrance. Girl Guides and Preschool children are present in the building.

ALCOHOL

Alcohol may not be served on the premises unless you have a Special Occasion License from the Liquor Distribution Branch. If you are planning on serving alcohol, please send a copy of your license to VRCA2011@gmail.com.

CLEAN UP

All areas must be cleaned after use. PLEASE FILL OUT THE CLEANING CHECKLIST LOCATED ON THE FRIDGE IN THE KITCHEN FOLLOWING EACH HALL RENTAL. Renter is responsible for removal of all garbage, recycling and food waste created by the Renter. A charge of $10.00 per garbage bag will be levied if any garbage is left in the hall.

To ensure that our hall is kept clean for all renters, please follow our cleaning photo protocol below:

1. Take 1 photo each of the main hall, the kitchen, and bathrooms once you arrive.
2. Take 1 photo each of the main hall, the kitchen, and the bathrooms once your event is over, AFTER you have finished cleaning the hall and removing the garbage.
3. Please send all photos to vrca2011@gmail.com to confirm the condition of the hall before and after your rental.

CLOSING UP

Lock all the windows and doors, turn off all the lights, and lock the perimeter of the building.

INCLUDED IN RENTAL

There are 9 six-foot tables, 2 round tables, and 50 chairs that are yours to use during your time at the hall. We also have a speaker with microphone available, which is located in the kitchen storage closet. Please feel free to use any dishes or cutlery (reusable and disposable) from the kitchen. There is a coffee maker, mugs, small plates, plastic cutlery, cooking knives, napkins, teapots, and disposable drinking cups.

WIFI

The network name and password are located on the whiteboard in the kitchen.

SPACES AVAILABLE AND CURRENT RATES

Use of the Kitchen space is included in the following rates.

PAYMENT, PROCESSING OF RENTAL CHEQUES & E-TRANSFERS, CANCELLATION POLICY

Upon receiving payment for hall rental, confirmation will be posted on our booking site. Payment of Hall is due prior to use of the Hall. All renters are required to pay a damage deposit of $150.00, along with a yearly $5.00 membership fee. The damage deposit is returned within three weeks after your event date(s) upon hall being found clean and in good condition.

Long- term/Weekly Renters: Payment can be made once a month or at the beginning of the season. Special Event Renters: Payment is made in full before the date is secured. Cancellation Policy - Rental must be canceled at least 2 weeks before your rental date to be refunded.

MONTH TO MONTH

For long term rentals, the renter acknowledges that the future disposition of this facility is unknown, therefore all rentals are on a 'month to month' basis.

SIGNATURES

Signature: ____________________ Date: __________

Title: VRCA Board Chair

For Renter: Signature: ____________________ Date: __________

Title (if organization/business rental): ____________________

HEALTH & SAFETY PRECAUTIONS

FOR ALL USERS: Please caution the guests of your event to not attend, should they be unwell. Hand sanitizer and soap is available at the hall. Do not use anything resembling daycare equipment as it does not belong to the View Royal Community Association.