Facility Rental Policies FAQ

UBC Athletics Facilities are available for bookings year round. Bookings must be made at least 10 days in advance. A 50% non-refundable deposit is required at time of booking with the balance due at least 30 days before the event. Bookings are done on a first-come-first-serve basis. When making a request, the renter must include sufficient time for set up and take down. Click to expand below for more information on frequently asked UBC Athletics & Recreation facility booking policies.

On the same day as the day the Renter pays to UBC the Rent, the Renter will provide proof to UBC that it has purchased a general liability insurance policy covering bodily injury, including death, and property loss or damage, in the amount not less than FIVE (5) MILLION dollars per occurrence or such other amount as may be required by UBC by notice in writing. Such policy shall name UBC, its Governors, employees and agents and all others for whom it may be in law responsible as additional insureds. Should also include a cross liability clause. UBC Athletics & Recreation offers insurance packages for rentals from our insurance provider upon request. Please ask Facility Manager for more details as insurance rates vary for different events.

The Renter will leave the Rental Venue in a clean and orderly condition. After the completion of the Booking, UBC will assess the condition of the Rental Venue to determine whether the Rental Venue has been left in a clean and orderly condition. If UBC determines, in its sole discretion, that the Rental Venue was not left in a clean and orderly condition, the Renter will pay to UBC, due immediately upon receipt of invoice, UBC’s then current rates for cleaning, with a minimum cost of $50.00.

The Renter will pay to UBC the Damage Deposit upon signing this Agreement. UBC may deduct from the Damage Deposit all amounts payable by the Renter to UBC under this Agreement. If there is any amount of the Damage Deposit remaining after deduction of those fees, UBC will pay that remainder to the Renter. Damage deposit amounts will vary depending on the type of event.

The Renter will not permit consumption of alcoholic beverages in the Rental Venue except in designated licensed areas and as authorized prior to the Booking in writing by UBC. Applications and related submission deadlines can be found at http://www.students.ubc.ca/facultystaff/bookings.cfm?page=liquor. The Renter will ensure that Event Participants comply with the terms and conditions set out in UBC’s Policy #13 “Serving or Consumption of Alcohol at University
Events or on University Premises” (available on line at http://www.universitycounsel.ubc.ca/policies/policy13.pdf).

If the Renter wishes to cancel the Booking or a portion thereof, the Renter will deliver to UBC written notice of cancellation by email, fax or mail:
a) if the cancellation notice is received by UBC more than 30 calendar days prior to the first day of the Booking, UBC may retain the Deposit;
b) if the cancellation notice is received by UBC 30 days or less from the first date of the Booking, the Renter will pay to UBC the Rent in full.

Food and beverages are only allowed in hallways and the lobby. The Renter will not permit food and beverages in any area other than the hallways and lobby unless UBC has consented in writing and approved floor protectors are in place. UBC may, in its sole discretion, determine if it will operate its concession during the Booking. If the Renter has consent from UBC to operate a concession as indicated on page one of the Agreement or in written notice from UBC, then the Renter will pay to UBC the concession fee set out in this Agreement or that notice, as applicable. The Renter will set up the concession only in those parts of the building which UBC approves in writing. The Renter is responsible for storage of products and money.

The Renter will, at its own cost, make advance arrangements with UBC Campus Security Services by contacting the Security Supervisor at 604.822.3793, private security firms and/or the appropriate police enforcement authorities for security during the Booking. Without limiting the Renter’s general responsibility for security, the Renter will at minimum provide the security during the Booking which UBC may require by written notice.

The Renter will not make, or permit to be made, any noise or sound that, in the opinion of UBC, tends to unreasonably disturb the quiet, peace, rest, enjoyment, comfort or convenience of the persons in the vicinity without the prior written consent of UBC. Without limiting the generality of the foregoing, the Renter will comply with the City of Vancouver noise bylaws, including but not limited to the restriction on noise after midnight.

First Hold
Requests for tentative date(s) that are made inside twelve (12) months of the event are held for two months, after which time the facility reserves the right to request the date to book another event on the date(s) being held, with notification to the potential renter. Those desiring date(s) to be held more than two (2) months without an executed contract should make a request to the facility Management and, with the Management's approval, will be granted up to one (1) month extension.

Challenges
If a potential renter makes a request for a tentative date being held by another party, they will be given a second hold. If the party requesting the second hold wants to challenge the date(s), the facility management will give the first hold possessor written notice of the challenge and the first hold possessor will have seventy-two (72) hours to make a non-refundable deposit pursuant to the deposit schedule. Upon payment of the deposit, the first hold possessor will be granted the date and will have fourteen (14) days from the date of receipt of the deposit to sign and return a contract. If the executed contract is not received by the facility within fourteen (14) days, the date will then be made available to the second hold possessor.