12. PRIVATE BOOKING POLICY

12. PRIVATE BOOKING POLICY

    1. Briar Hill residents may book for private occasions as defined in this document and providing they adhere to the requirements and procedures laid out in this and all other relative policy documents of the Centre.
    2. Bookings are to be booked and hosted by current Briar Hill residents only.
    3. Private Booking Types Allowed:  The following types of private bookings allowed have been developed as a result of discussions with BHRSO (the landlord):
        1. Resident wedding anniversaries.
        2. Resident birthday party.
        3. Resident memorial / celebration-of-life may be arranged by spouses and/or other Residents of Briar Hill.
        4. A current Briar Hill resident may host a memorial in honour of a former Briar Hill resident who has moved from their Briar Hill residence (for example, into an assisted living facility).
        5. The Board may approve a Private Booking for a resident “Special Life Occasion”.  A Special Life Occasion would most often be a once in a life time occurrence.
    4. Private Booking Types NOT Allowed
        1. Weddings.
        2. Jack & Jill, Stag, Bridal, or Baby Showers, Birthdays for non-resident relatives.
        3. Children’s Parties.
        4. ANY celebrations for Non-Residents.
        5. Religious, Political, or Business Meetings.
    5. A deposit of $100 will be required at time of booking. After the event a reconciliation invoice will be issued. Additional costs or refund will be due upon receipt of invoice.
    6. The deposit fee of $100 will be retained/charged for cancellations within 30 days of the booking. All other advance payments will be refunded.
    7. The facility is to be returned to a “Ready State” (see Diagram on Wall for “Ready State”) after its use by the booking resident(s).
    8. The booking resident is responsible for all damages, extra cleaning costs and labour to return the centre to a “Ready State”. (See Diagram on Wall for “Ready State”.).
    9. A mandatory BHCC Monitor cost will be added to the event booking fees (minimum 4 hours). The BHCC assigned Monitor will ensure that guests use only the area and equipment booked without prior arrangement and supervision and do not misuse BHCC property. Monitor to ensure the Ready-State diagram and Checklist conditions have been pointed out to the event/Activity organizer.
    10. Food and beverages may be provided on a cost recovery basis.
    11. NO SELLING of alcoholic beverages is permitted.
    12. Personal Liability Insurance: Briar Hill Community Centre has a Commercial General Liability insurance policy that covers bodily injury and property damage for all residents. The policy does not exclude the possibility that a private event organizer could be named directly responsible in any lawsuit for bodily injury and/or property damage of a non-resident guest that occurs during the event. To avoid the risk of being named in a lawsuit, it is recommended that the event organizer obtain Special Event insurance coverage.
    13. Outside vendors hired (catering, DJ, etc) must provide proof of liability insurance prior to the event.
    14. The Board may approve a unique request on a “one-time basis” without setting a precedent of use for future requests.
    15. The Board has the right to refuse any booking and/or require additional conditions.
    16. Event bookings must use the space booked. For example, if only the Great Room is booked, then use of the East Room is not permitted.