Room Rental Basics at Coal Harbour
Who can rent rooms at Coal Harbour?
Based on availability, anyone can rent rooms for private functions as long as no admission fee is charged and no money is exchanged on site. Please note, the sale or promotion of goods, services, religious beliefs, or political beliefs is prohibited without written permission from the Recreation Supervisor. If you are interested in teaching a class, program, workshop, seminar, or activity, we cannot accommodate this through a room rental; please submit a program proposal to the community centre front desk.
How far in advance can I book?
You can rent a room up to a year in advance outside of regular facility hours (weekdays after 10pm, Saturdays and Sundays after 5pm). Exception: The Multi-Purpose Room can be booked up to a year in advance on Saturdays from 2pm – 1am (typical wedding time slot) and all day Sundays during July and August.
If you want to rent a room during operational hours (Monday – Friday, 9am – 10pm |Saturday, 9am – 5pm | Sunday 10am – 5pm), you can book up to three months in advance as long as the current community centre program schedule has been released. Check with the rental coordinator for details.
How late into the evening can I book?
You can rent any of the rooms up until 1am. However, all guests must be out of the building and all clean-up must be completed by 1am.
How do I rent a room?
Once you have determined your rental needs, phone or email the rental coordinator with the details. We strongly recommend you see the facilities in person before booking. The rental is not confirmed until full payment (including the damage deposit) is received and the rental agreement is signed. Read all regulations on the rental agreement before signing.
Service and Equipment
Can I serve food?
Yes, you can serve food and personal catering can be brought in. The community centre does not provide the following: food or beverage services, coffee urns, linens, place settings, cutlery, serving utensils, or kitchen items.
The Multi-Purpose Room is the only room with a small kitchen area (fridge, microwave, stove, oven, dishwasher, double sink). Cooking is prohibited but groups are permitted to prepare and reheat food. The Activity Room, Arts & Crafts Room, and Meeting Room all have a small counter space with a sink, but no designated kitchen area.
Can I serve alcohol?
Alcohol may be served with a valid special occasion license. This license must be posted near the bar area at the event; visit BC Liquor Store website for more information. The primary person responsible for serving the alcohol during the event must have a valid Serving it Right certificate. Visit Serving It Right for more information.
What equipment is available?
Various tables and chairs are located in each of the rooms. Based on availability and room capacity, we also have a podium, flip chart stands (no paper), white boards, and AV equipment including a projector and projector screen. All equipment is included in the rental price, except the projector ($25/day). Discuss your equipment needs with the rental coordinator before booking.
Who is responsible for set-up and clean-up?
Set-up and clean-up is the responsibility of the rental group. This includes all tables and chairs. A full clean-up includes: stacking all tables and chairs in their original positions; sweeping, mopping, or vacuuming the floor; taking out all garbage, recycling, and compost; and cleaning the kitchen or counter area. Rental groups are permitted to decorate the room, provided the decorations don’t damage or mark any surface. No decorations can be hung from the ceiling or light fixtures, and all decorations must be removed at the end of the rental. Please note the total time booked must include time to set-up and clean-up. For large social functions in our Multi-Purpose Room, there is an optional janitorial service available for clean-up only. Please see the additional costs section for full details.
Can I hire a company or contractor to provide a service at my event? (i.e. inflatables, entertainers, carnival games)
Yes, but the company or contractor must have appropriate Commercial General Liability insurance ensuring the City of Vancouver and its Board or Parks and Recreation and affiliated community centre associations and societies, their officials, officers, employees, servants, and agents have been added as Additional Insureds. For your convenience, we do have insurance certificates on file for commonly used companies—this is not meant as an endorsement. Before hiring a contractor or company, contact the rental coordinator.
Fees, Payments, and Cancellation Policies
Other than the room rental fee, what are the additional costs?
Prices are subject to tax and to change without notice
Damage Deposit: $200-$500
Extra Staffing Cost: $21.91/hr. This is applicable when, but not limited to: supervision beyond regular hours of operation, extra supervision during hours of operation, or additional clean-up required after rental. There is a minimum staff charge of four hours for rentals happening outside of facility hours.
Janitorial Service: $84.00+GST (*additional charges will apply on stat holidays*) This service is optional and is only available for rentals in the Multi-Purpose Room for clean-up only. If paid for, the janitorial service includes: stacking tables and chairs; sweeping/mopping the floor; taking out garbage, recycling, and compost; and cleaning the kitchen.
The Copyright Board of Canada requires us to collect music royalty tariffs if music is being played or performed during your event. The fees are dependent on room capacity and if there is music only or music and dancing. Please visit socan.ca and resound.ca for more information.
SOCAN Fee (without dancing): $20.06
SOCAN Fee (with dancing): $44.13
Re:Sound (music only): $9.25
Re:Sound (music and dancing): $18.51
What method of payments do you accept?
You may pay over the phone with Visa or MasterCard or in person with the rental coordinator by Visa, MasterCard, debit, cash, or cheque (if paying by cheque, allow 10 working days for bank clearance prior to the rental). Cheques are to be made payable to the West End Community Centre Association. The rental is not confirmed until full payment, including the damage deposit is received and the rental agreement is signed. Prices are subject to change without notice.
When do I get my damage deposit back?
Following the completion of the rental and the deduction of any applicable related costs, such as extra clean-up, missing or damaged equipment, late leaving, excessive noise, false alarms, etc., the remaining damage deposit will either be returned by cheque through the mail two (2) weeks after the event date, or if payment was made by credit card, returned to the original credit card two (2) weeks after the event date.
What is the cancellation policy?
For rentals happening during prime time months (May-October), cancellation requests must be received in writing and require a minimum of ninety (90) days’ notice to receive a refund of fees paid, less a $50.00 administration fee. Cancellation requests received within ninety (90) days of the rental will result in a forfeiture of the damage deposit. For rentals happening outside of the prime time months (November-April), cancellation requests must be received in writing and require a minimum of fourteen (14) days’ notice to receive a refund of fees paid, less a $50.00 administration fee. Cancellation requests received within fourteen (14) days of the rental will result in a forfeiture of the damage deposit.
Additional Information
Can I promote my event using the Coal Harbour Community Centre name?
Not without specific written permission from the Recreation Supervisor. Promotional material may refer to the community centre as “a rented community hall at 480 Broughton Street.”
When can I gain access to the room?
You can gain access to the room at the start time listed on your rental agreement—no exceptions. The total time booked must include time to set-up and clean-up.
Is there WiFi available in the Community Centre?
Yes, it is free but with a two hour time limit. To connect, make sure your WiFi setting is turned on, then select Coal Harbour Community Centre – LogicHotspot from the list. Open your internet browser and ‘accept’ the terms and conditions before proceeding.
Is there parking available?
There is ample pay parking available in the parkade (EasyPark lot 64) directly behind the community centre. Access to the parkade is off of Jervis Street between West Hastings and West Cordova. As of May 2014 the rates are: 6am-6pm, $2.25/hr, $16.00 max | 6pm-6am, $2.25/90 mins, $7.00 max
What about a loading zone?
There is a loading zone located in the parkade (access off Jervis St.) directly behind the community centre parkade entrance doors. The loading zone has an overhead clearance of 6’10” (2.1 m).
