Coopers Green Hall Rental Policy
When renting Coopers Green Hall (5500 Fisherman Road) the organizer agrees to the following rental policies. Noncompliance with this policy may result in immediate termination of the rental, loss of rental fees and deposit, or fines.
1. Site, Cleanup & Deposit
Coopers Green Park (beach, boat launch, picnic area) remain open to the public; your rental is for the hall building and does not grant exclusive use of the entire park. Coopers Green Park space can be rented from the Sunshine Coast Regional District.
Please leave the facility as you found it. Cleaning supplies are provided. You must bring your own utensils, cookware and dishes.
The organizer must follow the clean-up and departure checklist:
- Tables and chairs are put back as they were found and no furniture is removed from the building.
- Floors are swept and wet-mopped if sticky or muddy.
- Bathrooms are clean.
- Kitchen is clean, including counters and fridge.
- All lights are turned off, heat turned down (to 15 degrees Celsius) and windows and doors are closed and locked.
- No tape, tacks, or any adhesives to be used on walls or floors. Use removable adhesives that won’t damage surfaces.
- All garbage and recycling is taken away. There will be extra charges if any garbage or recycling is left behind or outside.
- All outside areas are in the same condition as found.
The organizer is responsible for any damage and a $150 refundable deposit is required to secure the booking. A deposit may be waived for frequent renters. This deposit is returned within 30 days after your event if the hall is left in good condition. The organizer must leave the facility (including all furniture and equipment) clean, tidy, and undamaged. Any costs for repairs or extra cleaning (if the hall is not restored to its original condition) can be deducted from the deposit or charged to the organizer.
2. Food & Liquor Services
The organizer is responsible for obtaining all required permits, and providing them to the Halfmoon Bay Community Association prior to the event.
If liquor is being served at your event, a Special Event Permit (SEP) is required from the Liquor and Cannabis Regulation Branch (LCRB).
If preparing food from home or potluck for a birthday party, wedding, memorial, etc., no food permit is required. The following events require a food permit from Vancouver Coastal Health (VCH):
- Catered events such as a wedding
- Temporary food service booths
- Temporary food product promotion booths
- Temporary food market booths
- Mobile food premises such as food trucks are able to operate at any location so long as they meet the conditions of their permit.
3. Liability Insurance
The organizer must obtain comprehensive general liability insurance naming the Halfmoon Bay Community Association and the Sunshine Coast Regional District as additionally insured, with a minimum of $2,000,000 liability coverage. Insurance is required to cover bodily injury and/or death to any one or more person including voluntary medical payments and property damage.
EventPolicy is an affordable online service that allows users to easily obtain rental liability insurance. This insurance protects both the organizer and the Halfmoon Bay Community Association against any injury or property damage claims that might arise during your event.
4. Noise Regulation
The facility is in a residential neighbourhood. If you have music or other anticipated high decibel sound at your event, please make sure to consider this. Noise regulations are enforced as per Bylaw No. 597; generally music must end by 11:00 PM in the park.
5. Parking
Parking is limited at Coopers Green Park and is provided only in designated spaces. We encourage participants to carpool, bicycle, or use public transportation.
6. Storing Equipment, Lost or Stolen Items
Lost, stolen, or damaged personal items are not the responsibility of the Halfmoon Bay Community Association under any circumstances. Organizers take full responsibility for the protection of goods and equipment at their own expense. We do not encourage any equipment be left overnight. The time you require to have your equipment onsite must be included in your rental period in order to be covered by your insurance. Please ensure you have adequate security and insurance.
7. Cancellation Policy
If you need to cancel your hall booking, you must provide at least 7 days’ notice in writing to qualify for a full refund of any fees paid including the deposit. If you cancel less than 7 days before the event you forfeit the rental fee and no refund will be provided. In the rare event that the Halfmoon Bay Community Association must cancel your booking (e.g. due to facility issues, power outage, damage or an emergency), we will notify you and provide a refund or alternative as appropriate.
8. Smoking, Vaping & Open Flames
As per BC Provincial legislation, smoking and vaping are not permitted inside public spaces or within 6 metres of any doorway, air intakes, and open windows.
Smoking and open flames are not permitted inside the hall. If you wish to use candles or have a ceremonial flame, consult with staff in advance.
9. Event Conduct and Safety
The organizer must ensure the event is run in a safe and orderly manner. A competent adult representative must be on site and in charge during the entire booking. The Halfmoon Bay Community Association is not responsible for any injury, loss, or damage to persons or property arising from rental use. The organizer assumes all responsibility for the safety and supervision of their guests.
All guests must conduct themselves in a respectful manner. Harassment, abusive behaviour, vandalism, theft, property damage, inappropriate sexual conduct or criminal actions will not be tolerated.
For safety and compliance with fire regulations and the BC Fire Code, occupancy must not exceed the approved maximum capacity of the facility:
- 82 persons seated in chairs only
- 120 persons standing room only
- 40 persons tables and chairs combined
Things can go wrong during an event and we need to know that you’ve thought it through and have a plan. We want to make sure that everyone is safe and you are prepared for a medical or fire emergency, please consider:
- Method of contacting 911.
- The hall address (5500 Fisherman Road) and emergency information is posted inside the front door.
- Certified first aid attendant(s) are recommended but not required.
- Contact with participants in the event of postponement/cancellation.