Email your cancellation request with minimum notice to coalharbourcc@vancouver.ca to receive a refund of your payment minus the $50.00 administration fee.

The minimum notice to cancel your rental is:

• Rentals during May to October: 90 days' notice before your rental
• Rentals during November to April: 14 days' notice before your rental

 If you cancel with less than minimum notice, your refund will be your payment minus the damage deposit.

You're responsible for your own set-up, take-down, and full clean-up of the rented space. For large events in our Multi-purpose Room, we offer an optional janitorial service for a fee (see above)

 The total rental time that you book includes your set-up, take-down, and clean-up.

Depending on the risk level assessed for your event, a minimum of $2 million liability with the City of Vancouver and the Vancouver Park Board named as additional insurers may be required. Higher risk events include receptions, adult parties, tradeshows, and so on. In most cases, we do not require insurance for group meetings or workshops where no high risk activities are involved.

All sports activities in our gymnasiums  are required to have liability insurance. You may wish to use your own broker and ask your broker to complete this insurance form  (172 KB), or you can use one of the companies listed below that regularly issue insurance for events at our facility:

• All Sport Marketing Insurance 
• Event Policy 

You may bring in your own food or engage any catering vendor to provide food and beverage services at your event. The Multi-purpose Room is the only room with a small kitchen for preparing and reheating food only. Cooking is not allowed.

Alcohol may be served with a valid Special Occasion License. This license must be posted near the bar area at the event. All servers, whether paid or unpaid, are required to have either a Special Event Server Certificate or a Serving it Right Certificate.

Apply for a Special Occasion License