Room rentals at West Point Grey Community Centre

Room details, rental rates, and charges

Small events

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• Oak room

  Room	Highlights	Square footage	Capacity	Hourly rate
  Oak Room	Lots of natural light Perfect for recitals, dance space, parties, large meetings, photo shoots	983	60 people	$49

  

• Gardens

  Room	Highlights	Square footage	Capacity	Hourly rate
  Gardens	Perfect for wedding ceremonies, photo shoots		80 people	$39

  

• Dining room

  Room	Highlights	Square footage	Capacity	Hourly rate
  Dining Room	Access to kitchen facilities Perfect for small or large meetings, parties	738	60 people	$49

• WPG Gymnasium

  Room	Highlights	Capacity	Hourly rate
  WPG Gymnasium	Sports rentals only	300 people	$60

• Library

  Room	Highlights	Square footage	Capacity	Hourly rate
  Library	Perfect for meetings, photo shoots	476	20 people	$39

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• Large events

  Rooms	Capacity	Hourly rate	Daily rate
  Lounge, Dining Room, Oak Room, and Kitchen	90 sit-down dinner 125 people cocktail style	n/a	$1,226.50 low season (Sep to May) $1,446.50 high season (June to Labour Day)
  Lounge, Dining Room, and Kitchen	60 to 90 people	$132	n/a

• Additional charges

  Charge	Description	Amount
  Staffing	1 to 2 rental staff are required depending on the type of event and the hours of work	$28 per hour + $28 for 4 hours
  Damage deposit (small events)	Deposit fee may apply depending on scope of rental event	$250 - $500
  Damage deposit (large events)	Required when the final payment is made	$1,000
  Booking deposit (large events)	Deposit fee to secure a rental date that goes toward the rental cost. Payment of the balance remaining is required at least 28 days prior to the event date. If you are unsure of an exact date prior to booking, a hold can be placed for up to a week.	$400 $100 is non-refundable
  SOCAN and Re:sound	Music royalty tariff for rentals with music and/or dancing	Starting at $45.02
  Overtime rental	Fee for staying 1 hour past your rental time without finishing clean-up and leaving the facility	$100 per hour

• Equipment

  Equipment	Quantity	Amount
  Piano (baby grand)	1	$50
  TV	1	$30
  60-inch round tables	12	$10 per table
  White resin ceremony chairs	90	$4 per chair
  Projector and screen		$50
  Podium		$50
  Portable sound system with microphone		$50

  Equipment Provided by Aberthau

  Banquet chairs: 90 available
  Rectangular tables (30” x 72”): 18 available
  Square tables (36” x 36”): 4 available
  Bar stand
  Lounge furniture (optional)

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• Cancellations

  Deliver your cancellation request in writing to the West Point Grey Community Centre main office.

  Small events

  Your rental deposit will be refunded based on how much notice you provide:

  • 30 days' notice: 75% of your payment
  • less than 30 days' notice: no refund

  Large events

  Your rental deposit will be refunded based on how much notice you provide:

  • 5 months' notice or more: $300 refund
  • 4 months' notice or more: $250 refund
  • 3 months' notice or more: $200 refund
  • Less than 3 months' notice: no refund

• Community, non-profit, and commercial groups

  Community, non-profit, and commercial rates are available for groups that qualify. Events that are booked by a registered provincial or federal non-profit society are eligible for a discount on the posted rental rates. Discount will be applied once a “Certificate of Incorporation” has been provided and verified by the rental coordinator.

  Email [email protected] for more details.

• Set-up and clean-up

  Large events

  Set-up

  You're responsible for setting up your event.

  You can start setting up on the times below:

  	Saturday	Sunday
  Low season (Sep - May)	3pm	1pm
  June	11am	12pm
  July to Labour Day	10am	10am

  Clean-up

  You're responsible for removing your decorations and personal items within 1 hour after all activities end. Large events include clean-up by staff as an additional charge.

  	Saturday	Sunday
  Event ends	11pm	10pm
  Guests leave and decorations and personal items removed	midnight	11pm

   You will be charged $100.00 per hour if you haven't cleaned-up (to an acceptable state of safety and sanitary standard) and guests remain after your rental ends.

  Small events

  Setup

  The rental group is responsible for set up and clean up, putting away all equipment used during the rental in its original place, and for ensuring the rental space used is left clean and tidy (must dust mop floor following use).

  Clean-up

  You're responsible for cleaning up within 1 hour after all activities end.

  	Saturday	Sunday
  Event ends	11pm	10pm
  Guests leave and clean-up done	midnight	11pm

  You will be charged $100.00 per hour if you haven't cleaned-up (to an acceptable state of safety and sanitary standard) and guests remain after your rental ends.

• Decorations

  The rental group can only use painter’s tape. The use of duct tape, scotch tape, packaging tape, nails, staples, pins, adhesive tape or any like material is not permitted on any walls, doors, or ceilings. No electrical plugs or outlets are to be tampered with in any way.

  Important note The use of atmospheric smoke, candles, helium balloons, rice, table sparkles, glitter, confetti or any like material is not permitted inside the building or on the grounds.

• Liability insurance and Special Event Permit

  A minimum of $5 million liability with the City of Vancouver and the Vancouver Board of Parks and Recreation named as additional insurers may be required.

  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 PDF file (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 External website, opens in new tab
  • Event Policy External website, opens in new tab

  A Special Event Permit (Liquor Licence) must be obtained by the applicant or rental group. Liquor is restricted to wine and beer products. Hard alcohol, liqueurs and spirits are not permitted. The Special Event Permit must be presented to the rental supervisor prior to set up for the event, or the event will be cancelled and the rental group will forfeit all fees and the damage deposit. The Special Event Permit is only valid within the building. No liquor is permitted outside the building at any time.

  A Serve It Right certificate or Special Event Server certificate is also required for rental events. A signed copy of the Special Event Permit and Serving It Right/Special Event Server certificate must be submitted when the final payment is made.

  If any rental groups are caught with serving hard alcohol, there will be a minimum fine of $250 and a possibility of forfeiting the damage deposit.

  • Special Event Permit External website, opens in new tab
  • Serving it Right External website, opens in new tab

• Kitchen use and catering

   Cooking or preparing of raw food is not permitted on site.

  Catering of functions is permitted (Aberthau does not offer catering services).

  The service of food and beverages is only allowed in the oak room, lounge, dining room, and the foyer area.

  Caterers must clean the kitchen if used, including spills in the fridge, on the stove/oven and microwave, and put all garbage and compost in the bins located in the west parking lot.

  The use of a barbeque must be discussed and approved by the rental coordinator at least 28 days prior to the event date.

• Equipment delivery 

  Delivery of rental equipment must be arranged in advance with the rental coordinator. Deliveries can be accepted after 8am and completed by 10am on the event date. This time is specifically for the delivery of rental equipment only, not for dropping off decorations and belongs, or for setting up.

  The renter must arrange to have their rental equipment picked up on the day after your rental from 8am to 9:30am.