Facility rental policies
Access
Cancellation
Care & condition
Concession
Emergency action procedures (EAP)
Facility usage
First-aid services
Inclement weather
Payment terms
Rental insurance
Third-party service providers
Access:
The Renter shall only use the Facility and equipment specified on the date(s) and during the rental period set out in this Agreement and for the purposes specified. The Renter shall ensure that the number of Event attendees does not exceed the maximum capacity of the Facility.
Cancellation:
The Renter shall provide written notice of cancellation to UFV. If cancellation is received more than 30 days prior to the Event, the Renter shall be reimbursed the total rental fee. If cancellation is received less than 30 days prior to the Event, the Renter will be reimbursed 50% of the total rental fees. The cancellation charges set out in this Agreement are payable as liquidated damages representing a reasonable estimate of the actual damages that would be suffered by UFV in the event of a cancellation, and are not a penalty.
UFV reserves the right to cancel the booking, or to terminate the Renter’s access or use of the Facility, equipment and/or service immediately upon giving the Renter written notice of such cancellation.
Care and condition of facility/equipment:
The Renter shall maintain the Facility and/or equipment in good working order throughout the rental period. The Renter shall be responsible for any damage to UFV property caused by the Renter’s officers, employees, agents, contractors, members, students, volunteers, or Event attendees. The Renter shall bear the full cost of repair or replacement of any UFV property which may be damaged, lost or stolen during the rental period. The assessment of the costs of any such repairs or replacement shall be determined solely by UFV.
The Renter shall be responsible for leaving the Facility in a clean and orderly condition and for returning all furniture to its original configuration at the end of the rental period. If UFV determines, in its sole discretion, that the Facility was not left in a clean and orderly condition, the Renter shall pay UFV to clean the Facility. UFV shall make such arrangements and invoice the Renter for all associated charges. UFV reserves the right to require the presence of UFV Security as a condition of use. The Renter shall be responsible for all charges for security required at the Event.
Concession:
No food or drink shall be permitted in Building E without the prior written consent of UFV. In the event consent is given by UFV, then the Operations Coordinator shall receive the Renter’s Foodsafe certificate and shall have the right to approve all concession-related items at least 7 days in advance of the event. Additional trash containers for the purpose of the concession will be supplied by UFV. The Renter will be responsible for emptying concession trash containers and general clean-up of the concession area.
Emergency action procedure guide:
All Renters will read and abide by UFV's Emergency Procedures Guide. This Guide provides helpful information of what to do in an emergency and what numbers to call.
If you need to call an ambulance, the address of Building E is as follows:
Building E – Envision Athletic Centre Address:
1395 McKenzie Road Abbotsford, BC
(Entrance off McKenzie Road)
(Yellow Bldg E, Lot #10)
Remember to provide details when you phone:
1. The nature and exact location of the emergency;
2. The name of the building and the address;
3. The nearest entrance and room number;
4. Your phone number and name.
5. In the event an ambulance has been called, the Renter must inform Building E - Client Service desk.
Facility usage:
UFV requires that all individuals on UFV property behave with civility, respecting the values of diversity, free inquiry, mutual respect, individual safety, and the quiet enjoyment of others. The Renter shall supervise all Event attendees and ensure they conduct themselves in accordance with facility usage requirements. The Renter shall be responsible and liable for the conduct and actions of all Event attendees.
First-aid services:
The Renter must provide their own medical assistance during the event, with a minimum of Standard First Aid and CPR with AED training, who will be the “Charge Person” in a medical emergency minor or major. All first aid equipment is the sole responsibility of the Renter (i.e. first aid kit). We recommend bringing a cooler to store ice if participants are needing it routinely. If the Renter does not have such personnel affiliated with their group, Student Trainers can be hired through the Department Athletics and Campus Recreation.
Inclement weather:
In the event inclement weather occurs during your booking, the university will close due to the following reasons:
- Buildings become unsafe (e.g. extended power outages, water damage, roof stress, etc.)
- It becomes impossible to maintain safe parking lots, sidewalks, or roads on campus
- Road advisories or closures on the main highways between our three major campuses
If weather conditions become severe enough to warrant a closure, a notice will be posted on the UFV home page.
Payment terms:
The Renter shall pay all fees for the use of the Facility, equipment and/or services, including all applicable tax, in full at least 30 days prior to the Event. Additional charges (including charges for cleaning, property damage, repairs or replacement) shall be invoiced by UFV and shall be paid by the Renter within 30 days of receipt of the invoice.
Rental insurance:
General liability insurance is required with a limit of not less than two million dollars ($2,000,000.00) inclusive per occurrence for bodily injury and property damage including loss of use thereof. Such insurance shall extend to cover the Renter, its officers, employees, servants, agents, contractors, and volunteers; and shall include the university, its officers, employees, servants, agents and contractors as additional insureds with respect to liability arising out of the use or occupation by the Renter of the property belonging to the university. The Renter shall provide the university with evidence of all required insurance prior to the effective date of the Agreement. Such evidence of insurance shall be in the form of a certificate of insurance with University of the Fraser Valley listed. When requested by the university, the Renter shall provide certified copies of required insurance policies.
Third-party service providers
The Renter must provide the name of any external agencies or service providers who have been contracted by the Renter to provide materials for their event. We require that the Renter ask the service provider to include UFV as an Additional Insured under their Liability Insurance with a limit of not less than two million dollars ($2,000,000.00) inclusive per occurrence for bodily injury and property damage including loss of use thereof. The Renter shall submit evidence of required insurance prior to the event.