BC ARTSCAPE SUN WAH

FLEX SPACE RENTAL POLICY

Thank you for your interest in the BC Artscape Sun Wah Flex Spaces. This Client Agreement outlines your access to and use of the Flex Spaces. Please read the below information carefully before confirming your booking. A pdf of the Flex Space Rental Policy is available here.

By using the Flex Spaces, you agree to be bound by this Client Agreement. If you are using the Flex Spaces on behalf of an organization, you are agreeing to the Client Agreement on behalf of that organization.

In addition to the information below, an Information Package will be provided to you upon completion of your booking. The Information Package includes details about shared kitchen use, washrooms, wifi, waste removal, parking, accessibility, catering and other relevant information. A hard copy of the Information Package is also available in each Flex Space.

BOOKING HOURS

The Flex Spaces are available for use between 9AM to 10PM daily. Bookings that require a start-time before 9AM will be considered on a case-by-case basis – inquiries can be sent to info@bcartscape.ca. All bookings MUST end by 10PM and all guests must exit the building by 10:30PM.

The Sun Wah building that BC Artscape Sun Wah is located within is open to the public from 7:30AM-7PM daily. After 7PM, access for BC Artscape Flex Space Clients is via the front entrance and requires an access card. If your event has guests arriving after 7PM, you will need to ensure that you have someone at the ground floor entrance to let them into the building.

ACCESS

For each booking, Clients must arrange a time during BC Artscape’s office hours to pick up their access card and receive a site tour (please allow 20 minutes for the site tour, if first time booking) from BC Artscape staff prior to the booking date/time. BC Artscape’s office is #320 on the 3rd floor. BC Artscape’s office hours are Monday to Friday, 10AM-5PM.

Booking Start TimeAccess Card Pick Up Time
Between 10AM-5PM Monday to FridayPrior to booking start time
Before 10AM Monday to FridayOne business day before, between 10AM-5PM (Clients must pick up their access card for Monday on the Friday before)
After 5PM Monday to FridayBefore 5PM on the day before or the day of their booking
Weekends and Statutory Holidaysne business day before, between 10AM-5PM

Access cards will allow Clients to access the space 15 minutes prior to your booking time, and 15 minutes after your booking ends. Please ensure that you do not leave any items behind in the Flex Space as you will not be able to retrieve them after your access expires. BC Artscape is not responsible for any items that are left in the Flex Spaces.

If you require more than 15 minutes to set up/tear down your event, you must book the additional time as part of your booking.

For all Non-Tenant bookings, a $20 access card deposit is required upon access card pickup. At the time of the booking’s termination, the Client must return the access card to the BC Artscape office during office hours. If the access card is not returned within 72 hours of the booking’s termination the $20 deposit will not be refunded to Non-Tenant Client. Tenant Clients will be invoiced $20 for the lost access card.

FURNITURE

Each Flex Space includes a set amount of tables and chairs. The Client is responsible for set-up and take-down of tables and chairs. Any damages made to the furniture will be charged to the Client. Additional chairs and/or tables may be requested and submitted either in the booking form, or by email at least 1 business day prior to the booking start time.

CANCELLATION AND RESCHEDULING POLICY

A minimum of 2 business days notice prior to the booking start time is required for all cancellations for a refund, minus the non-refundable admin fee. Clients will be charged the full amount of the booking if cancellations are made with less than 2 business days notice. It is under the sole discretion of BC Artscape to allow bookings to be rescheduled to another date when requested in place of a cancellation. Rescheduling requests must be made at a minimum of 2 business days prior to booking start time or new requested start time, whichever comes first. Cancellations and rescheduling requests must be submitted in writing and emailed to info@bcartscape.ca

REFUSAL TO RENT

BC Artscape reserves the right to refuse rental of BC Artscape facilities for an event or activity if it determines that such event or activity or the anticipated audience responses to such event or activity may create unusual risk of damage to BC Artscape facilities, patrons or reputation in the community.

DAMAGE DEPOSIT

BC Artscape reserves the right to request a damage deposit for your booking which can be paid by cheque or by leaving a credit card number. A form for the damage deposit will be provided if a damage deposit has been deemed necessary. The damage deposit cheque will be returned to you once BC Artscape has confirmed that no damages/ disposal fees have been incurred. In the event that damages exceed the amount specified on your form, you will be notified and billed accordingly.

ADMIN FEE

A non-refundable admin fee of $3.50 is applied to all bookings.

CLEANING FEE

Clients are responsible for removing any waste from the Flex Spaces to the communal waste bins located in the 3rd and 4th floor kitchens. BC Artscape reserves the right to charge Clients an additional cleaning fee should the Client leave waste in the Flex Spaces.

SECURITY

The need for additional security beyond BC Artscape security infrastructure will be determined by BC Artscape. Clients are responsible for providing and bearing the cost of additional security should BC Artscape deem it necessary.

LIABILITY AND INDEMNITY

BC Artscape accepts no responsibility or liability for equipment brought to or left in the Flex Spaces, BC Artscape Sun Wah or the Sun Wah Centre by Clients. Clients will indemnify BC Artscape, and its respective officials, officers, employees and agents, against loss, damage, expense, proceedings, claims, demands or actions suffered or incurred by or them arising out of or in connection to this Client Agreement for Clients use of the Flex Spaces. The Client will release BC Artscape, and its respective officials, officers, employees and agents, from all claims against any of them for any loss, damage, or injury suffered by the Client or its agents, employees or property arising out of or in connection with this Client Agreement or the Clients Use of the Flex Spaces, malfunction or fail or equipment, material, appliance or furnishings owned by BC Artscape and supplied to the Client. This release will survive the expiry or early termination or cancellation of this Client Agreement.

NON-DISCRIMINATION POLICY

Clients agree to comply with the British Columbia Human Rights Code and any other applicable laws prohibiting discrimination by reason of race, colour, age, sex, marital status, sexual orientation, political ideology, creed, religion, ancestry, national original, socioeconomic status or the presence of any sensory, mental, or physical handicap or the use of a trained guide dog by a blind, deaf or physically disabled person.

PARKING POLICY

The Sun Wah Centre parkade is open daily from 7:30AM-7PM. All vehicles must be out of the parkade by 7PM or risk being towed and/or fined by the building owner. BC Artscape only has jurisdiction over level 8B of the Sun Wah Center parkade (the very top level of the rooftop). The purchase of a day pass from BC Artscape does not permit customers to park on other levels of the Sun Wah Center parkade. Please do not leave valuables in your vehicle. If you choose to do so, BC Artscape will not assume responsibility over damaged or stolen property while customers are on the 8B level of the Sun Wah Center parkade.