Rental Information:

1. Review the Pricing
2. Review the FAQs
3. Review your rental Insurance requirement
4. Check availability on the sign up Form
   1. Select a 3, 6 or 12-hour block
   2. Select your dates and times
   3. Fill in your details (Name, Event Type, Number of guests, do you need the bar ...)
   4. Accept the Rental Agreement
5. When the form is complete and you submit the form, you will receive a Booking confirmation email
6. The Event Coordinator will review your request
7. If approved, you will receive an email with a payment link
   1. Payments are accepted through the following methods: online via credit card through our secure link or E-transfers (sent to treasurer@baysiderfc.com)

BUILDING ACCESS  You will require a FOB to access rented space.  If you are having the bar at your event a Bayside bar staff will meet you at the time of set up and let you into the space.

The FOB must be returned to the bar staff upon their arrival. Any lost FOB MUST be reported to the office immediately, and a $ 50 FOB replacement charge will be incurred.

CANCELLATION POLICY – Should the Client choose to cancel the Event or otherwise terminate the Agreement, the Client must submit notice via email to the office. If the client cancels the event or terminates the Agreement more than 30 days prior to the Event, the client shall not be penalized. If the client cancels after 30 days' notice a $400.00 administration fee will be applied.

COMPLIANCE WITH LAWS, BYLAWS, FIRE REGULATIONS AND ANY OTHER REGULATIONS  The licensee must observe all Federal, Provincial, and local laws, bylaws, fire regulations, City and Parks and any other regulations that may apply to a specific event. All fire lanes, property entries/exits and building entries/exits must be always kept clear from all vehicles or obstructions. The authority having jurisdiction has the right to shut down the facilities if bylaws and regulations are not adhered to.  This may result in a fine to be paid by the renter.

SMOKING– The Property is a smoke-free facility. The Client and its guests, the caterer, and all other staff must follow the non-smoking policy. Anyone found smoking shall be advised as to the non-smoking policy and the Client will be notified of the issue. If the issue persists and the non-smoking policy is not enforced by the Client, the Client will forfeit their Damage Deposit.

OWNER ACCESS – Regardless of the rental agreement, the Property remains open to the owner.

THIRD-PARTY RENTALS – The Client is welcome to rent different tables, chairs and other supplies from Third Party Rental suppliers. The client is responsible for any damage during set up or take down from third-party rentals. The third-party rentals can only be set up or delivered in the TIME FRAME you have booked. The Client is responsible for all setup and removal of Third Party Rental items.

OCCUPANCY LOAD  All buildings have a maximum occupancy load established by the BC Fire Code. Event organizers are responsible for making sure events are not overcrowded, and that egress is maintained in case of emergency.  Occupancy Load: 150

LIABILITY INSURANCE:  The Client shall, without limiting its obligations or liabilities herein and at its own expense, provide and maintain, with insurers licensed in British Columbia, comprehensive general liability insurance in an amount not less than Five Million Dollars ($5,000,000.00) inclusive per occurrence for bodily injury, personal injury and property damage, including loss of use thereof, and including liability assumed under this Rental Agreement. The comprehensive general liability insurance shall contain coverage for premises and operations, products, and completed operations, blanket contractual liability, cross liability, host liability, contingent employers liability, employees and/or volunteers vehicles (while operated on highway), broad form property damage and tenants all risks legal liability. The Owner, its officers, employees, servants, agents, contractors and volunteers shall be included as additional insureds.

The Client shall provide an insurance certificate to the office 30 DAYS before the date of the Event evidencing all required insurance and, if requested by the office, certified copies of required insurance policies.

SET-UP AND TAKE-DOWN The time it takes to set up before your event  MUST  be booked with the office as the total rental time. Renters are not permitted to arrive on-site before their stated arrival.  Tables and chairs are to be taken down, stacked and returned to their original location after use unless prior arrangements have been made through the office. All items brought in by the user groups must be removed no later than the departure time stated on the rental agreement. If you stay on-site later than your stated departure, additional charges will be incurred.

CHILDREN  – Children must be supervised by an adult at all times while on the Property.

PETS – With prior approval of the office, a special pet(s) may attend the Event. The Client is responsible for picking up and disposing of any waste, and to ensure that their pet does not cause any damage and/or safety issues for other guests, vendors, or the Owner. Depending on the situation, the Owner may require an additional Damage Deposit amount. The Client accepts all liability for any damage or injury to the pet, other guests, vendors, or the Owner resulting from having a pet on site.

MUSIC – Amplified music shall only be played inside buildings and must be approved by the Owner. Music played should not be audible beyond the Property boundaries; please note that this is a relatively low volume. The Client shall ensure that any microphone system, music or entertainment does not exceed reasonable levels of volume. The Client is responsible for complying with all applicable rules, regulations and bylaws regarding noise.

CLEANING AND DEPARTURE  Tables are to be wiped clean after use.  Floors are to be swept with provided mops after usage. Tables are to be taken down and chairs stacked after use unless prior arrangements have been made with the office. If you acquired a FOB it must be returned to the bar staff hosting your event. A full check-out/ clean-up list will be on-site and emailed to you separately, before your event.

NUISANCE – The Client shall ensure that the Event is confined to the agreed Rental Area. The Client shall conduct the Event in a lawful and orderly manner and shall not do or permit anything to be done that may cause damage to the Property or become a nuisance or annoyance to the Owner or surrounding neighbours.

PARKING – Guest parking is located near the Clubhouse. - 14600 20th Ave, Surrey BC V4PA 9P5

DECORATIONS  All decorations must be free-standing to not damage or deface the premises. No tape, nails, glue, or any other adhesives or fasteners may be used. The use of open flames is prohibited. NO CANDLES. NO CONFETTI. NO GLITTER.

KITCHEN USE AND FOOD PREPARATION If the kitchen has been booked, please note that Bayside kitchen is strictly a WARMING KITCHEN.  NO grease-laden vapors. This is not a commercial kitchen. Kitchen appliances must be cleaned inside and out. All food items are to be removed from the refrigerator. No outside cooking equipment permitted (BBQ, fryer, hibachi or any open flame cooking) You must bring all your cooking utensils (cutlery, pots, pans, glasses etc)

CATERER– All catered food must be contained in hot boxes and appropriate food-safe packaging. The caterer may prepare the food within self-contained kitchens/trailers. In this case, catering vehicles/trailers and staff are allowed to park in the designated parking area only.

Failure to follow all applicable rules and regulations will cause immediate eviction and/or deduction of damage deposit. The Bayside Rugby Club retains the right to evict objectionable persons from the premises. Violations may result in denial of future reservation requests. The licensee hereby waives all claims from damages arising from the exercise of such rights.