Meeting Room Booking Form

General Information

Name

Organization (if applicable)

Phone

Address

City/Town

Province

Postal Code

Booking Details

Event Name

Type of Rental

Date(s) Preferred

Alternate Date(s) (2nd Option)

First Day of Event

Last Day of Event

Set Up Start Time

Event Start Time

Event End Time

Tear Down End Time

Participants and Demographics

Number of Participants

Participants (check majority of group)

Youth (0-18)

Adult (19+)

Meeting Rooms

Willow Room (Vernon Recreation Centre) – 3310 37th Ave – small size

Max 12 persons conference style.

Civic Memorial Classroom (at Civic Memorial Park) – 3033 37th Ave – small to medium

Max 32 persons theatre style.

Lakers Clubhouse – 7000 Cummins Rd – medium size

Max 157 persons standing.

Activities During Your Booking

Are you planning on serving food and beverage?

Will audio visual be required for your meeting?

Yes

Conditions for Meeting Room Rentals

All set up and take-down time must be included in the rental time.

All items must be wiped down and returned to where they were found.

Any additional items are the responsibility of the renter.

There is limited parking available at most rental locations.

Certificate of insurance with $2 million coverage listing City of Vernon as additional insured is required.

If liquor is served, host liquor coverage is required.

I acknowledge that WIFI is not available at Civic Memorial Park Classroom.

cleaning_notice

Facility cleaning is an additional fee at Civic Memorial and Lakers Clubhouse. Please confirm costs with facility booking clerks.

Your booking is considered a request. We will be in contact with you soon to confirm availability and booking details.

Please review:

Rental Contract - A signed rental agreement is required for the facility booking
Fees & Charges - Recreation and Parks Services, Bylaw 6034 - view here.
- Consideration for additional expenses includes (but are not limited to) equipment, staffing (overtime, conversion rates), administration, contractor fees (electrical tie in & rigging), and Entandem fees may be required as part the rental booking or event.
New bookings $100 application fee - For brand new events, $100 is due at time of application. The fee is non-refundable. This fee will be used toward the total payment of the rental contract. Should the event organizer choose not to go forward with the event, the application fee is non-refundable.
Payment Terms - A 20% non-refundable deposit is due at the time of booking (when contract is issued). Final balance is due 30 days prior to the event.
Insurance Requirements: All events require insurance. Click here for specific information on insurance requirements.
- A copy of the certificate of insurance must be emailed to bookings@vernon.ca 14 days prior to the event.
Liquor Permit - Event organizers wanting to serve or sell liquor to be consumed at the event on City property, proper liquor permitting must be obtained from the BC Liquor and Cannabis Commission. City of Vernon and RCMP approval is required. A copy of the liquor permit must be emailed to bookings@vernon.ca, a minimum 14 days prior to the event.
Deposit and Cancellation Policy - A reserve date deposit of 20% of the total contract amount is required with the signing of the Facility Rental Agreement. The fee is non-refundable and non-transferable if booking is cancelled. If a booking is cancelled more than 30 days in advance, a full refund minus the reserve date deposit will be processed. If a facility rental is cancelled less than 30 days but more than 14 days before the start date, a 50% refund will be processed. If a facility rental is cancelled less than 14 days before the start date, no refund will be given.
- Note: For large event bookings, the refund policy within the facility rental agreement contract will apply.

I have read and understood the general regulations as listed above

FOIP Notification: The personal information you provide on this form is being collected under the authority of the Freedom of Information and Protection of Privacy Act. Your personal information is protected by the privacy provisions of the Freedom of Information and Protection of Privacy Act. If you have any questions about the collection, use, or disclosure of this information please contact City of Vernon.

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