Venue Rental Terms & Conditions

Western Front staff reserve the right to refuse the use of our space to individuals/ groups who do not meet all the conditions outlined in the rental agreement.

Rental events shall not proselytize, or assist in any way proselytizing elsewhere or in the future, for religious or political purposes.

Rentals for activities generating personal profit through sales or promotion must conform to Western Front’s operating licenses.

Advertising must clearly indicate that the event is a “Rental at Western Front.” Use of Western Front’s logo is prohibited.

Western Front reserves the right to cancel this agreement in an emergency situation or due to circumstances beyond its control.

If the Renter deliberately, negligently, or innocently misrepresents any information required by this Agreement, the Agreement may be immediately canceled.

The Renter is responsible for ensuring that each sub-contractor is aware of and agrees to all Rental Agreement Conditions stated in this document by providing a copy of this Rental Agreement Form to all subcontractors, including caterers.

A minimum of two Western Front staff members are required at all events, at the cost of $35/h for a technician and $25/h for a staff liason for a minimum of 4 hours each.

Additional fees for equipment (i.e. piano and/or projector) may apply. Equipment must be requested at least fourteen (14) days in advance and is subject to availability.

A Security/Damage Deposit of $300 is required for rentals. The deposit will be returned to the Renter within thirty (30) business days after the event provided that all invoices are paid in full and no extra costs have been incurred.

The Security/Damage Deposit and a signed Rental Agreement are due no later than fourteen (14) days after confirmation of the requested rental date(s). The rental dates are not secure until this payment is received and agreement is signed and returned.

Final costs of the space and services provided to the Renter will be based on actual expenses incurred through the course of the rental and will be payable upon receipt of invoice.

A copy of Liability Insurance sufficient to the standards required by Western Front and full payment of the estimated event cost must be paid thirty (30) days prior to the rental start date, or Western Front reserves the right to cancel the event and any obligations, implied or in writing, that have been made with the Renter.

Payment of the rental may be made by way of Visa, MasterCard, cash, debit card, or cheque. Balance of rental costs is due on receipt of an invoice from Western Front. Any monies owing to the Renter will be paid out by Western Front within thirty (30) business days of the rental’s completion.

Full refunds of deposits and paid estimates will be granted if Western Front is notified thirty (30) days prior to the event date. Events booked three (3) calendar days or longer, require sixty (60) days notice for cancellation or date changes.

If the rental is canceled or changed within thirty (30) days of the rental date, the Security/Damage Deposit will be forfeited, but any paid estimated expenses will be refunded in full.

If the rental is canceled within seven (7) days of the event, The Renter will be required to pay all staffing charges, but will have the remainder of cost estimates returned to them.

On behalf of the Renter, the signatory of this contract, agrees to ensure that activities conducted in Western Front will not endanger any person; and to indemnify and save harmless Western Front, and any of their respective employees, officers, volunteers, or agents against any and all claims for injury to person and property, however caused, and arising out of the activities of the rental group or out of the occupation or possession of the premises by the rental group.

The Renter must carry a commercial general liability insurance with limits of not less than $2,000,000 or such higher limits as deemed to be necessary and required from time to time by Western Front protecting the Renter and Western Front against any claims for bodily injury, death or property damage resulting from any activities conducted by or on behalf of the Renter, however caused, arising out of the Renter’s use, occupation or possession of Western Front. The insurance policy shall contain a cross liability clause and name Western Front Society, their officials, employees and agents as additional insured.

Western Front is a non-smoking facility.

Emergency exits must remain easily accessible and under no circumstances can they be blocked by: tables, chairs, walls, stages, people, etc.

No compressed gas or propane equipment/fixtures may be used inside the facility, including helium balloons. Any such material used outside of the facility must adhere to CSA approval standards.

The use of candles or open flame, and smoke machines are prohibited.

The Renter is required to conform to all Workers’ Compensation Board regulations.

The Renter is required to adhere to Public Health Office (PHO) orders on gatherings and events.

The facility is rented on an “as is basis”.

Western Front is a shared and publicly funded community asset and the use of Western Front must reflect this consideration. Users of Western Front must comply with all applicable City by-laws and Federal and Provincial legislation, including the British Columbia Human Rights Code which prohibits discriminatory conduct that would expose persons or groups to hatred or contempt.

The Renter is responsible for following directions from the Western Front staff members on duty in the building. The staff member will: supervise the building and activity, take over control of the event in any emergencies and conduct initial and final check on the state of the facility.

Set-up, take down, and cleanup, including removal of all garbage and recyclable items, are the responsibilities of the Renter, unless negotiated in advance, and must take place within the hours of rental. As Western Front is a zero waste facility, all Renters are required to sort their waste into the appropriate containers. Failure to take down or to clean up will increase the cost of the event and will be deducted from the Security/Damage Deposit and/or invoiced to the Renter.

The Renter must provide designated personnel at the end of the event to do a site check with Western Front staff.

The Renter is restricted to use only the area listed on the rental agreement, and the public amenities including the toilet and foyer.

The Renter must notify Western Front staff prior to vacating the room used. If the Renter vacates a room without notifying Western Front staff or does not properly secure the room used (entrance/exit doors, windows, etc.), they will be held liable for any items that are lost, stolen, or damaged. The replacement costs of these items will be deducted from the Security/Damage Deposit and/or invoiced to the Renter.

The Renter is responsible for the behaviour of their guests while they are on the grounds (either inside or outside the facility).

Noise levels (including live/recorded music) must be below 70 decibels during daytime hours (as registered outside of the building), and all noise must cease by 11 p.m. Western Front staff will monitor decibels and any request by them to lower noise levels must be complied with. Any excessive noise will result in a partial or total loss of the Security/Damage Deposit.

The Renter must ensure that the maximum number of people in the room is within the limits as indicated under the estimated attendance, as agreed to, on the booking confirmation. Maximum limits vary depending on the room set up. Western Front staff may be required to restrict the number of people and enforce clear access to specific spaces, such as fire exits etc.

Animals are not permitted in the building unless it is required by an individual with a service dog that is certified under the British Columbia Guide Animal Act.

Under no circumstances is the Renter allowed to handle the in-house equipment, including lighting, sound, and video equipment. A Western Front Technician must operate all lighting, sound, and video equipment belonging to Western Front.

The Renter agrees that no structural modifications may be made to the room or equipment installed without prior written consent from Western Front staff. Modifications include, but are not limited to making holes in the walls, suspending objects from the ceiling, drilling into the floor, and installing a temporary stage.

The Renter agrees to use the room only for the activities for which they have been designated. Western Front has working creative artists and organizations, and residential tenants in our space and under no circumstances will this rental disturb any tenants with activities that have not been agreed upon in advance. If the Renter uses the room for additional activities not discussed with Western Front, Western Front staff has the authority to immediately cancel the rental, and may charge additional fees.

Western Front is unable to arrange storage of equipment or supplies outside the agreed rental date(s).

The Renter shall be responsible for payment of the required royalties to SOCAN (Society of Composers, Authors and Music Publishers of Canada) if the event includes copyright music. It is the Renter’s legal obligation to obtain the SOCAN license.

In order to provide alcohol at the rental event, the Renter must obtain an appropriate liquor license which indicates the room, time, and date of service.

The original liquor license must be posted in the area of service during the event. Failure to do so may result in the loss of liquor privileges. Incorrect or incomplete liquor licenses will not be granted liquor service.

A person with a valid “Serving it Right” certificate must be present at all times liquor is being served.

Alcohol is not permitted outside of the rental space listed on the liquor licenses. Failure to comply will result in loss of liquor privileges.

Food and beverages may not be served or consumed in Western Front without advance written consent by Western Front.

All food preparation and service for public events must acquire a Vancouver Coastal Health permit.

All food preparation and service must meet the guidelines of the Ministry of Health. If food/beverages are being handled in an unsanitary fashion, Western Front staff reserve the right to take appropriate action and the Renter may be denied further food service.

When using a catering service, the Renter must provide the name and contact number of the caterer.

There are no cooking or food warming facilities available onsite. It is the Renter/caterer’s responsibility to prepare food offsite.