FAQ’s ABOUT THE UBC BOATHOUSE (DOWNLOAD PDF):

Where can guests go if they want to smoke?

· The UBC Boathouse is a smoke free facility. This includes all inside and outside spaces including decks and docks. Smoking is permitted on the gravel dyke. Remind guests not to shut the metal entrance gate at the foot of the ramp, as once it is closed they will be locked out until someone reopens it for them!

Do we have access to both of the outdoor decks?

· The second deck space (past the washrooms and offices) will be off limits to your guests.

Can we go on the lower docks?

· Access to the docks is at your own risk. There are strong currents in the river and caution is required. With Caution you may be down on the water dock space for photos or ceremony but it is strongly advised that if and when alcohol is being served that the dock space is closed off. No Glass products are permitted down on the docks. This is an athlete area.

Can we have a wedding ceremony or a function down on the water docks?

· The water dock space is available for ceremonies and functions, however please keep in mind that we can experience high winds on the water and that the weather is never guaranteed. It is recommended that a plan B be in place.

Can we have food and drinks on the water Docks?

· Yes. All drinks must be served in plastic cups, no glass products are permitted on the docks.The dock space must be cleaned entirely of all food and garbage by the end of your event.

Where can we park?

· Parking is available on both sides of River Road on the shoulder. We also share the Navy league parking to the right of the Boathouse. You may park there if it is empty. Do not park in the adjacent business parking lots as you will be towed! If you are having a catered event, your caterer may drive up the gravel pathway for active unloading and loading of their products. They MUST then move their vehicles to the street parking.

Is UBC Boathouse wheelchair accessible?

· UBC Boathouse is wheelchair accessible. You may drive your vehicle up the gravel pathway to the first ramp for unloading and loading of these persons. You MUST then move your vehicles to the parking lot beside the Boathouse or the street parking. The water dock space is also wheelchair accessible from the second ramp or through an elevator lift located inside the boathouse. (beside the reception area)

How do we transport DJ or musical equipment into the building?

· If musical instruments or DJ equipment needs to be brought into the Boathouse, the same policy (as wheelchair accessibility) will apply.

Do we have exclusive use of the entire facility during our rental booking?

· Your event will have exclusive access to the event hall and deck, but the common areas of the water dock space and washrooms might be shared by the rowers.

Do we have to pay a fee to Socan Copy write for the music we play during our rental booking?

· It is the Renters responsibility to Inform Socan if music and dancing will take place during your rental. The additional charges will be your responsibility to pay to Socan. The fee ranges from $29.00 $ 59.00.) www.socan.ca or call tollfree 1866 307 6226

Can we decorate the event hall?

· You may decorate the event hall. You are not permitted to make holes or attach anything to the surfaces of the walls or wood. If you can guarantee that the product will not leave a mess or residue on any of the Boathouse surfaces then it might be negotiable.

Can we add on additional rental items the night of our function?

· It is recommended that all items be mentioned and paid for in full before your rental. In the event that more guest arrive than accounted for and you need additional chairs or tables; or you require the rental of the white canopy tents due to rain, the cost of these rental items will be deducted from your damage deposit.

Are we ever able to come early to drop off products or set up for our event?

· If any additional time is required before your event to set up you must pre arrange this with the Facility coordinator. You will be billed at $100 per hour. If there is no event taking place the day before your event it could be arranged to bring your product by. UBC Boathouse takes no responsibly for any product stored here.

Can we use the BBQ?

· Yes. The BBQ is a rental item. If you are having a Caterer using the BBQ it is $100.00. If you are renting the BBQ without a caterer it is $175.

Do we have to clean the BBQ?

· Yes. Your caterer should do this. If the BBQ is not cleaned to satisfactory standards by the caterer or yourself, there will be a cleaning charge of $45.00.

Are the round tables, cocktail tables and white folding chairs ever complimentary with a rental?

· No. The round tables, cocktail tables and white folding chairs will always be an additional rental item. Ten 8 foot rectangular tables, 6 four foot rectangular tables and fifty black chairs are always complimentary with your rental.

Does the lounge furniture have to stay in the event hall?

· No. you may move the lounge furniture around in the building as long as it is back in front of the fireplace at the end of your rental.

Can we put chairs, tables and or the lounge furniture out on the deck?

· If there is a guarantee of no rain then this should not be a problem.

Can we cover the deck space or rent heat lamps for out there?

· We have two white canopy tents that are for rent. $80.00 per tent. And yes you can rent heat lamps for the deck.

Is the special event insurance different from the insurance that our caterer holds?

· Yes. It is completely different. The insurance that your caterer holds is relative to their company. The special event insurance that is recommended to purchase, protects you and your guests.

Can we ever leave product here to be picked up the next day?

· Unfortunately not. All of your product and items that you bring into the UBC Boathouse for your event MUST be cleared out the night of your rental. This allows the Janitorial team to clean during the night and have the building ready for rent for the next day.

Can we have candles in the event hall?

· Yes! Please use drip less candles.

How do we set the room up?

· The room is yours to set up however you desire! Please take a look on our website for a few different room set up options.

Are we allowed animals in the building?

· You May have a pet in the building as long as it is potty trained and you take full responsibility for any damage that could be encored.

Are there washrooms onsite at the Boathouse?

Yes. There is a women’s (five stall) washroom and a men’s (double stall and double urinal) washroom.