How can I book a rental space?

  1. Please read all the information available on the Rental Spaces and FAQs pages
  2. Please call 250-381-1552 ext100 between 9am-5pm Monday to Friday to enquire about availability of rental spaces
  3. If rental space is available, a Rental Contract will be prepared and provided to you for signing
  4. To confirm your rental, pay a $25 non-refundable booking fee at the time of booking, sign the Rental Contract, and then pay the full remaining rental amount at least two weeks prior to your rental date.
  5. Provide your certificate of insurance at least five working days prior to your rental date, and provide the Damage Deposit as requested.

 

How far in advance do I need to book?

Rentals are subject to availability. Availability varies throughout the year and depending on Centre programs and activities. We recommend contacting us well in advance to enquire about availability of rental spaces.

 

Can I book a rental space during a time that the Fernwood Community Centre is closed?

Yes. The Centre is closed on Friday evenings and weekends. However, if a staff member is available, space may be rented during these times.

 

Is there a deposit? When do I have to pay?

Yes. A non-refundable booking fee of $25 is payable at the time of booking. We require payment of the full rental amount, at least two weeks prior, to confirm the booking. You are welcome to pay via cash, credit, debit or cheque at the Centre, or over the phone with credit card. For long term regular bookings, a monthly payment plan may be negotiated.

 

What is your cancellation policy?

All renters must pay a booking fee of $25 at the time of booking. This fee is non-refundable. The remaining balance of the rental fee is due two weeks prior to the booking start date. If the booking is cancelled more than five working days in advance, a full refund will be issued minus the $25 booking fee. If less than five working days’ notice is given, no refund will be issued.

For larger, multi-day or fair bookings a higher booking fee may be required.

 

Do I have to get insurance?

Yes. All private renters booking space within the Fernwood Community Centre are required to obtain their own third party liability insurance in the amount of $3 million. You must name both the following as “additional insured” in your policy: City of Victoria, and Fernwood Neighbourhood Resource Group Society. These insurance requirements apply to ALL private renters, including those using the Centre for activities such as meetings and discussion groups.

The City of Victoria offers insurance to renters of Community Centres for events. Contact Darlene Hammond at 250-361-0361 or dhammond@victoria.ca for information.  You may also use your own insurance company.

Please provide a copy of your Certificate of Insurance no later than five working days prior to your booking. If a copy of your insurance certificate is not received, your booking may be cancelled.

 

Do I have to pay a Damage Deposit?

Yes. The Renter is responsible for the conduct of all guests and/or participants and will be liable for any damage or loss caused by these participants. The renter will sign a contract which includes a list of Terms and Conditions that must be agreed to. A Damage Deposit of $250 may be applicable in order to confirm the booking. You may provide the damage deposit of $250 in the form of a cheque. We hold the cheque on file and destroy it at the end of the rental period once an inspection by our staff has confirmed that no damage has occurred. The damage deposit is for any damage to the building itself or equipment such as tables and chairs.

 

Can I look at the room I want to book?

Yes. Please phone ahead 250-381-1552 Ext100 to schedule a time to view the space.

 

Do you offer children’s birthday parties?

No, we do not offer children’s party services. We do not have any toys or party equipment (i.e. bouncy castle) available for rent. You may book a space to hold a children’s birthday party, however, you must provide all of your own toys and equipment. Only the room itself (and tables/chairs if requested) will be available.

 

Are all your rental spaces wheelchair accessible?

Yes. All our rooms have ground level or ramp access with accessible washrooms available. Our washroom doors do not have an automatic open feature. Our main entrance does have an automatic open feature.

 

Are tables and chairs included in my rental?

No. Tables and chairs are available to rent, in addition to the room cost. 6ft folding tables are available at $5 per table. For rentals in the Multi-Purpose Room or Studio Room, blue plastic chairs are available. For rentals in the gymnasium, black folding chairs are available at $2 per chair, maximum of 100 chairs.

 

Am I responsible for the set-up and take-down of my tables & chairs?

Yes. The renter is responsible for set-up as well as take-down of your rental space, leaving the room how you found it. This includes packing away tables and chairs, sweeping the full floor and any other cleaning required to return the room to its original condition. The Staff member onsite will provide the renter with access to cleaning equipment and supplies (i.e. broom, mop etc).

 

Can I have extra time before my rental to set up?

Your rental booking needs to include the time required to set-up and pack-down. Our staff member will arrive a few minutes prior to your rental start time to check the space and washrooms and will then unlock the building upon your arrival. Our staff member will provide you with an orientation of the facility.

 

Where do I leave my garbage/recycling?

No garbage, compost or recycling bins are available on site. The renters must take all garbage, compost and recycling with them and dispose of all items off site.

 

What is the latest we are able to leave the building?

Generally the latest that rental groups can book the space is until 10:30pm (this allows for a ½ hour of clean up, therefore the events end time is 10pm). This is due to City of Victoria noise by-law.

 

What equipment is available? Is there an additional cost?

The following items may be available upon request, for addition charges as stated below:

  • Portable PA system with wireless microphone and iPod dock  $40/day (staff will set-up and take down)
  • TV/DVD Player $10 (Multi-Purpose Room only) (staff will assist if needed)
  • Projector and Screen $25/each (staff will set-up and take down)
  • Whiteboard/Flipchart (paper & pens not included) $10 (staff will set-up and take down)
  • Hockey nets $20/set (staff will set-up and take down)
  • Volleyball nets $10 (staff will set-up and take down)
  • Yoga Mats $2/ea (must be wiped clean after use, cleaner provided)
  • Coffee Urn (includes coffee, milk/cream, & sugar) $30 (40 cup) or $60 (100 cup) (staff will set-up and take down. Renters are responsible for doing the dishes)

 

Do you provide cups, plates, dishes, cutlery, tablecloths etc?

Yes – if renting the Multi-Purpose Room. The renter must ensure that all items are washed and sanitized according to instructions provided and returned to storage cupboards.

No – if renting Studio or Gymnasium. You may bring your own cups, plates, cutlery and tablecloths or rent them from an event supplies/catering company. If choosing disposable items, we strongly encourage compostable items. Please note that no garbage, compost or recycling bins are available on site. The renters must take all garbage, compost and recycling with them and dispose of all items off site.

 

Do you have a kitchen available for rent?

Yes – if renting the Multi-Purpose Room. A small kitchenette is available including domestic size oven and cooktop, microwave, kettle, coffee machine, dishes sink and sanitizer. The renter is responsible for cleaning all equipment used, wiping down bench tops and washing, sanitizing and putting away any cutlery or crockery used.

The full kitchen downstairs is not available for rent.

 

I would just like to make coffee & tea? Is there a coffee maker and kettle available for use?

Yes, in the Multi-Purpose Room only. Tea and coffee making facilities are available only in the Multi-Purpose Room. Use of the kettle and coffee maker is available at no additional cost when renting the Multi-Purpose Room. The renter must supply their own coffee, tea, cream, cups etc.

 

Are baby changing facilities available?

Yes. Public washrooms on the upper and lower floors have a baby change table fitted.

 

Can I bring animals into the Centre?

No, animals are not permitted in any part of the building. The only exception is a service dog.

 

Is public wifi available?

No. Fernwood Community Centre does not provide public wifi. However, two public computer terminals with internet access are available during the Centre opening hours.

 

Can I rent the outside area/basketball court or field adjacent to the Gym?

No. The Fernwood NRG is not responsible for these spaces. Fernwood Community Centre spaces available for rent are the Gym, Multi-Purpose Room and Studio only. If you would like to rent the field at Stevenson Park, please contact City of Victoria Parks: parkspermits@victoria.ca or 250-361-0361.

 

Is it possible to serve alcohol at my event?

Yes. If you wish to serve alcohol in the space that you are renting at the Fernwood Community Centre, we require the following:

  • A Liquor License is required, you can obtain it online here: https://solo.bcldb.com/
  • Third Party Insurance is required (see insurance requirements above)
  • Serving It Right certification is required for anyone serving alcohol
  • Three non-drinking adults, aged 19+ must be designated for performing security and ID checks
  • It must be a 19+ event, no children on site
  • Any music must stop by 10pm
  • All rental groups must abide by the BC Liquor Control and Licensing Branch regulations concerning the sale of liquor and must present the approved liquor permit to the community centre front office 24 hours prior to the rental and display the permit in full view while serving liquor.

Please note: that the City of Victoria may issue significant fines for any breach of these conditions.

 

If I rent the Gym, can I serve alcohol in the outside area/basketball court adjacent to the Gym?

No. If you have obtained a Liquor License for an event in a space you are renting at Fernwood Community Centre, alcohol is permitted in that space only. Drinking liquor outside requires a Special Occasion License (SOL) by application through the BC Liquor Board. With a SOL, you need fencing to secure the area, security, and enough bathrooms. You also need to apply for a Special Event Permit (application through the City of Victoria).

 

Can I get to the Centre via public transport? Is there parking nearby?

Yes. The Fernwood neighbourhood design encourages walking, cycling and public transport.

Bus #22 stops at the corner of Gladstone Ave & Fernwood Ave which is a 2min walk to the Fernwood Community Centre.

Bicycles can be locked to the bicycle rack outside the main entrance to the Centre.

There is no designated parking for the Fernwood Community Centre. After school hours and on holidays, there may be spaces available in the Victoria High School parking lot adjacent to the Centre. Some street parking is available walking distance from the Centre. Please be mindful of residential parking zones. Parking may be challenging in peak times such as during The Belfry Theatre show times.

 

Can I have candles in the room?

Fernwood Community Centre will charge any renters whose actions are responsible for setting off the fire alarm. False alarms will incur a $20 fee.

 

Will there be other groups using the Centre during my rental?

Yes, most likely. The Centre is a community space that is enjoyed by many people.  There will most likely be other groups and programs using the Centre while you are here.  Please keep noise to a minimum and be conscious of other people using the Centre during your rental period. Please keep to the space you have rented in order to avoid any disruption to other programs and events.

 

What if I leave an item of personal property behind following my rental?

Fernwood Community Centre is not responsible for loss of any personal property of renters or their participants/guests. If a staff member finds any item/s left behind immediately following a rental, the staff member will attempt to contact the renter to request the item/s be collected. Any item/s will be held for one week only, after which the time item will be donated, recycled or disposed of at the discretion of the Fernwood Community Centre.

 

Is storage available for equipment belonging to long term regular renters?

No. Storage is not available.

 

What if I have questions during my rental?

The staff member onsite will be able to answer questions during you rental. Please follow the advice and instructions of the staff member.