Thank you for choosing Royals Event Community Center for your event! Our goal is to provide a professional, safe, and enjoyable environment for all types of gatherings. Please review the following Terms of Use and Conditions carefully. By booking and utilizing Royals Event Community Center, you agree to comply with these terms. Non-compliance may result in the immediate termination of the event, forfeiture of fees, and additional penalties where applicable.

1. General Rental Terms

This event space is available for use by both private renters and the community. Individuals or organizations renting the space agree to abide by the terms and conditions outlined in this document. Rental agreements must be completed and approved prior to the use of the space. Payment terms, cancellation policies, and usage guidelines are detailed in the following sections.

• Rental Agreement: All renters are required to complete and sign a rental agreement, which outlines the responsibilities of both the renter and Royals Event Community Center. A non-refundable deposit is due upon signing the agreement to secure the date. The deposit will be credited toward the final rental cost.
• Application Requirement: Every renter must submit a completed application form. Verbal agreements are not recognized as valid bookings, and all arrangements must be documented.
• Full Payment: The full rental payment must be received within 14 days before the event to confirm and retain the booking. Failure to pay the full amount by the specified date may result in cancellation and loss of deposit.
• Refundable Damage Deposit: A separate, refundable damage deposit is required. This deposit will be returned following a post-event inspection, provided no damages or additional cleaning are required.

Community Support Initiative

This event space operates with a dual purpose: to provide a venue for private events and to support the community. As part of its mission to give back to the community, a portion of all rental proceeds will be reinvested into community programs and services.

Examples of community programs supported by the event space include:

• Feeding programs for underserved populations.

• Free or low-cost venue access for non-profit organizations.

• Partnerships with local schools and charities to host fundraising events.

We are committed to fostering a positive relationship with the community and ensuring that this space remains a resource for everyone.

2. Event Insurance and Licensing Requirements

• Event Insurance: All events held at Royals Event Community Center must be covered by valid event insurance. This insurance must include coverage for liability, property damage, and any incidents that may arise during the event. Proof of insurance must be provided to Royals Event Community Center at least 72 hours before the event.
• Liquor License: If alcohol will be served, the renter is responsible for obtaining a Special Event Permit (SEP) from the British Columbia Liquor & Cannabis Regulation Branch. This permit must be secured and provided to Royals Event Community Center no later than 72 hours before the event date. You can apply for a SEP online at Justice.gov.bc.ca/lcrb/sep.
• Permit Display: The SEP must be displayed visibly at the event to comply with British Columbia’s liquor regulations.
• Serving It Right Certification: Anyone serving alcohol at the event must hold a valid Serving It Right certification, as required by British Columbia law. This certification ensures that servers understand their responsibilities and are trained in responsible beverage service.

3. Alcohol Service and Safety 

To ensure compliance with British Columbia’s liquor laws, alcohol service at Royals Event Community Center is subject to the following conditions:

• Legal Drinking Age: The legal drinking age in British Columbia is 19. Only guests aged 19 or older are allowed to consume alcohol on the premises. All guests should carry a valid form of identification, and the renter or designated staff must verify the age of any guest who appears under 25.
• Security Personnel Requirement: Events serving alcohol must have a minimum of two licensed security personnel on-site. These personnel are responsible for managing guest behavior, verifying IDs, and enforcing policies. Security staff must be present from the start of the event until all guests have vacated the premises. Additional security may be required based on the event size, at the renter’s expense.
• No Outside Alcohol: Only alcohol provided under the SEP may be served at the event. Guests are prohibited from bringing their own alcohol onto the premises. Violations of this policy may result in immediate termination of the event without a refund.
• Assumption of Liability: The renter assumes all liability for alcohol-related incidents that occur during or after the event. This includes any injury, accident, or damage caused by guests who consumed alcohol on the premises.
• Post-Event Clean-Up: The renter is responsible for removing all alcohol-related waste, such as bottles, cups, and cans. A post-event inspection will be conducted to assess the venue’s condition. Any alcohol-related damages or excessive cleaning needs will be charged against the damage deposit.

4. Space Usage Guidelines.

The event space will be prioritized for community-oriented activities that aim to improve the well-being of local residents. While it remains available for private rentals, a significant portion of its use will be dedicated to charitable and community-building efforts, such as:

• Hosting events to feed the homeless.
• Providing a venue for local non-profit organizations to hold meetings and events.
• Offering space for educational seminars, job fairs, and skill-building workshops.
• Supporting cultural and artistic programs that enrich the community.

Royals Event Community Center can accommodate various event types. Acceptable uses include, but are not limited to:

• Social Gatherings: Birthday parties, weddings, baby showers, family reunions, and anniversary celebrations.
• Corporate Events: Business meetings, seminars, workshops, product launches, and team-building sessions.
• Classes and Workshops: Dance classes, fitness sessions, yoga, art workshops, cooking classes, and language lessons.
• Community Events: Pop-up shops, farmers markets, charity events, cultural festivals, and other community gatherings.
• Educational Functions: Study groups, book clubs, tutoring sessions, and educational 

Events that involve illegal activities or that violate local laws are strictly prohibited. Please adhere to this policy to avoid immediate termination of the event without a refund or report to the police.

5. Equipment and Furniture Rentals

To elevate your event experience at Royals Event Community Center, we offer a wide selection of high-quality equipment and furniture rentals. Each item is carefully selected to enhance both style and functionality, providing convenience for you and enjoyment for your guests. All rentals are available on a first-come, first-served basis, so early reservations are encouraged.

Our wide selection of equipment and furniture rentals can be tailored to fit the unique needs of your event. For personalized recommendations or to reserve items. Each item is available on a first-come, first-served basis, and a rental fee applies. The renter is responsible for the condition of rented items and will be charged for any damages or losses. please contact us at Royals Event Community Center!

Audio Equipment Policy (Required) 

Use of Royals Event Community Center’s audio equipment, including speakers, is mandatory for all events. Outside audio equipment, including speakers, is not permitted. This policy ensures a high-quality and consistent sound experience, preventing technical issues that can arise with external equipment.

The cost of using our in-house speakers and audio equipment is automatically included in the rental price. By renting the venue, you agree to utilize and cover the cost of the provided audio equipment as part of the overall rental package.

Non-compliance with this policy may result in the termination of the event or additional fees. For specific audio requirements, please consult with our team in advance.

6. Security and Safety Policies

• Security Staff: Security is mandatory for events involving alcohol or large gatherings, as detailed in the Alcohol Service and Safety section.
• Guest Behavior: All guests are expected to behave respectfully and comply with venue policies. Disruptive or dangerous behavior may result in immediate removal from the venue and termination of the event.
• Emergency Exits: Emergency exits must remain clear at all times. The renter is responsible for ensuring that guests are aware of these exits and any applicable safety protocols.
• CCTV Monitoring: For safety and insurance purposes, CCTV cameras are installed throughout the event space. These cameras are required and must not be removed, covered, or tampered with under any circumstances. Any interference with the CCTV equipment will result in immediate termination of the event and may incur additional penalties.
• No Smoking Inside the Building: Smoking is strictly prohibited inside the building. Guests may smoke only in designated outdoor areas. Violation of this policy may result in event termination and additional cleaning fees.

7. Cancellation and Refund Policy

• Event Cancellation: Cancellations made at least 10 days before the event date will receive a partial refund, minus the deposit. Cancellations within 10 days of the event date will forfeit all payments made.
• Equipment Cancellation: If any rented equipment is canceled within 5 days of the event, a restocking fee may apply.

8. Liability and Indemnity

• Liability Disclaimer: Royals Event Community Center assumes no responsibility for injuries, accidents, or damages that occur during the event. This includes alcohol-related incidents, personal property damage, and any other harm sustained within the venue.
• Indemnification: The renter agrees to indemnify and hold harmless Royals Event Community Center, its owners, employees, and affiliates from any claims arising from their event, including legal fees, damages, and other liabilities.

9. Noise and Time Restrictions

• Noise Levels: To respect neighboring businesses and residents, music and noise should remain within reasonable levels. Failure to comply may result in a warning or early termination of the event.
• Time Limits and Overtime Fees: The event, including setup, breakdown, and clean-up, must be completed within the booked rental period. If the booked time is exceeded, an overtime fee of $80 per hour will apply. Overtime charges will be calculated based on the exact time exceeded, rounded to the nearest half-hour. For example, if the event runs 30 minutes over, a $40 fee will be charged; if it runs 1 hour and 20 minutes over, the fee will be $120.
  Renters are encouraged to arrange additional time in advance if they anticipate needing it to avoid overtime charges.

10. Maintenance and Cleaning Requirements

To ensure the event space remains in excellent condition, the renter is required to follow these guidelines for cleaning and maintenance:

• Condition on Return: The event space, including the kitchen, bathrooms, hallways, and main hall, must be returned in the same clean and orderly condition as provided.
• Garbage Removal: No garbage or debris should be left on-site. The renter is responsible for disposing of all waste properly.
• No Storage on Premises: All items brought into the venue by the renter or their guests must be removed immediately after the event. Storage of personal belongings, event materials, or equipment on the property after the event is strictly prohibited. Royals Event is not liable for any items left behind, and such items may be disposed of at the venue’s discretion.
• Final Inspection: The renter (or designated event opener) must be physically present for a final walkthrough at the end of the event. This in-person inspection is required for the damage deposit return; phone calls or text messages will not be accepted.
• Supervised Damage Assessment: Royals Event management and the event holder will conduct a joint inspection to assess any potential damage. Both parties will sign off on the space’s condition.

Failure to meet these requirements may result in partial or full forfeiture of the damage deposit.

I Agree To Terms: By booking and using Royals Event Community Center, I agree to abide by these Terms of Use and Conditions. Failure to comply with any of the terms outlined may result in the termination of My event and forfeiture of all fees and deposits.