Rental terms & conditions
The basics of renting the grounds: deposits, cancellations, insurance, alcohol and care of the facilities. Your rental agreement includes the final terms.
Please note: This page is a draft and is still being reviewed by the society. Questions? Call 250-748-0822 or email cowex@shaw.ca.
These terms apply to every rental of the Cowichan Exhibition grounds and buildings. Your written rental agreement will list your spaces, dates, times and price. [DRAFT — under review by the society's lawyer. Items in square brackets are to be confirmed.]
Booking and payment
- Your date is held once we receive the signed rental agreement and the booking deposit.
- A 50% booking deposit secures your date; the balance is due 30 days before the event. Damage deposits are refunded within 14 days after inspection.
- All prices before 5% GST.
- Some rates are quoted individually depending on the type of event and client — please call the office.
Cancellations
[To confirm:] Cancellations more than 90 days before the event receive a full refund of the booking deposit less a [$50] administration fee. Within 90 days the deposit is non-refundable. Within 30 days the full rental is payable.
Insurance
[To confirm:] Renters must provide proof of commercial general liability insurance of at least [$2,000,000] naming the Cowichan Exhibition as additional insured, at least [14] days before the event. We can recommend event insurance providers.
Alcohol
Events serving alcohol require a Special Event Permit from the BC Liquor and Cannabis Regulation Branch and Serving It Right certified servers. A copy of the permit must be provided before the event.
Care of the facilities
- Leave spaces as you found them. Remove all decorations and garbage unless cleaning was arranged.
- No nails, staples, tape or glitter on walls, beams or floors. [Confetti and open flames — to confirm.]
- Damage is charged against the damage deposit; costs above the deposit are invoiced.
- Follow fire-safety rules and keep exits clear. Maximum occupancy for each space must not be exceeded.
Animals, vehicles and camping
[To confirm:] Animals on the grounds must be under control at all times; livestock and horses only in designated barns and rings. Vehicles stay on roads and parking areas. Overnight dry camping by arrangement.
Responsibility
The renter is responsible for the conduct and safety of their guests and contractors. The Cowichan Exhibition is not responsible for loss of or damage to property left on the grounds. [Indemnity and liability wording — lawyer to provide.]
Questions
Call 250-748-0822 or email cowex@shaw.ca.