• Definitions: For the purposes of these terms and conditions, the Lighthouse Community Centre Society is abbreviated to LCCS, and any reference to LCCS herein is taken to mean that Society.
• Amendments: LCCS reserves the right to amend these terms and conditions at any time. While the latest version published on the LCCS website is the authoritative one, we will provide written notice to confirmed renters of any significant changes that may affect their booking.

A. BOOKING & CANCELLATIONS

1. Booking Confirmation: A booking is only confirmed once a signed rental agreement and any required damage deposit have been received. The damage deposit is separate from, and additional to, the rental fee. It will be refunded after the event provided the facility is left in good condition and no extra fees (such as cleaning or additional rental time) were incurred.

2. Rental Fee: Full payment of the rental fee is required at least 7 days prior to the event. Rental rates are subject to change without notice; however, confirmed, one-time bookings made prior to a published rate increase will be honored at the original contracted price. For regular renters (e.g. weekly or monthly) any rate increase will apply to all scheduled events occurring on or after the effective date of the increase, regardless of when they were booked. Acceptance of these terms is a condition of rental.

3. Cancellation by Renter: All cancellations by renter must be submitted in writing by email to booking@lighthousehall.ca. A cancellation immediately makes the space available for other renters.

4. Refunds: The damage deposit will only be refunded if the cancellation by renter is submitted in writing within 72 hours of the date the booking was made. Cancellations made after this 72-hour window will result in forfeiture of the deposit, unless the hall can be re-rented to another user for the same date at an equal or greater rental rate.

5. Cancellation by LCCS: The LCCS reserves the right to cancel or relocate any booking if the space is required for an emergency, a Federal, Provincial, or Municipal election, a major private celebration, or any other event that, in the Board’s sole and absolute discretion, acting reasonably, results in a cancellation. In the rare event that a booking is cancelled or rescheduled, the LCCS will provide as much notice as possible, and the renter will be entitled to a full refund of all fees and deposits paid. The LCCS is not responsible for any further costs or losses incurred by the renter following such a cancellation.

B. FACILITY USE & SAFETY

6. Rental Duration: The rental period must cover all time needed for set-up (tables, chairs, decorations, entertainment, catering, etc.) and full cleanup. The hall must be vacated by the end of the booked time. LCCS is managed entirely by volunteers. No staff are available to assist with event activities, set-up or cleaning. Exceeding the booked time will incur additional rental fees at the regular hourly rate (see Rental Rates).

7. Access and Space: The renter is strictly limited to the space described in the rental agreement. Renters must not enter or use other areas of the hall, except for direct access to their rented space. It is the renter’s responsibility to ensure their event does not interfere with other activities taking place in the building.

8. Suitability of Space: The renter acknowledges they have had prior opportunity to inspect the facility. It is their sole responsibility to ensure the rented space, floor surface, and equipment are suitable and safe for their specific activity. Detailed floor plans, description, pictures and measurements are provided on the website for reference.

9. Equipment Use: The rental agreement is for the use of the hall space only. Any facility equipment provided is a courtesy; LCCS makes no guarantee regarding the availability, operation or effectiveness of any on-site equipment. The renter is liable for the full cost of repair or replacement for any equipment or property damaged during their event.

10. Decorations and Safety:
Materials: All decorations must be flame-retardant. The use of open flames or candles is strictly prohibited.
Attachment: Use only masking tape or painter’s tape to hang decorations. The use of glue, nails, tacks or staples is strictly prohibited.
Floors: No tape of any kind may be used on the floors.
Prohibited Items: The use of glitter, confetti, rice, birdseed, or similar materials is strictly prohibited anywhere on the premises, including outdoors.
Special Effects: The use of smoke machines, fog machines, hazers, or dry ice effects is strictly prohibited inside or outside the hall. These devices can trigger the fire alarm system, and create floor safety hazards. Any violation of this rule will result in immediate forfeiture of the damage deposit.

11. Parking and Fire Lanes: The marked fire lane outside the hall must be kept clear at all times. This applies to all renters, guests and vendors (including food trucks). The renter is responsible for enforcing this requirement; the hall must never be blocked for emergency access.

C. PERMITS & LICENSING

12. Alcoholic Beverages: If alcohol is to be sold or served, the renter must obtain a Special Event Permit (SEP) from the Liquor and Cannabis Regulation Branch. The LCRB currently recommends submitting SEP applications at least 30 days before an event to ensure processing. A copy of this permit must be submitted to the hall admin staff prior to the event, and the original must be prominently displayed at the event.

13. Food License: For all events serving food to the public, the renter must obtain a Temporary Food Service Permit (or other appropriate permit), and post it in a conspicuous place in the hall during the event. Island Health requires temporary food service applications at least 14 days prior to the event; applications submitted later are subject to a $50 administrative fee.

14. Kitchen Use (Public Events): Renters using the kitchen to prepare food for public consumption must comply with all Island Health requirements and the BC Public Health Act. All necessary permits, licenses and certificates must be submitted to the LCCS prior to the rental. Any expired documentation must be renewed, and a copy provided to the LCCS before the rental can continue.

15. Public Health and Safety: Renters and all attendees MUST comply with Public Health Officer restrictions in effect at the time of the event. Full details can be found here. The LCCS reserves the right to impose additional safety restrictions at any time.

16. Betting and Gaming Licensing: To hold a raffle, 50/50 draw, or any fundraising lottery, you must obtain a Gaming Licence from the BC Gaming Policy and Enforcement Branch. Most community draws fall under a Class D Licence (revenue under $5,000). Apply at least 10 business days before you begin selling tickets.

D. OPERATIONS & SECURITY

17. Key Fob: If issued with a key fob, the renter is solely responsible for its safekeeping and its return after the event. Fobs are strictly non-transferable. A key fob will only be issued once the rental agreement is signed, and all required fees and deposits are paid in full. Damage deposits will not be refunded until the key fob is returned, either via the drop box outside the main hall door, or in person to the office. If no damage deposit was required, the renter will be billed directly for any lost fobs.

18. Hall Security: The renter is responsible for security of the hall during their use. All doors must be locked on departure unless another authorized user is confirmed to be in the building. If the renter was not issued with a key fob, they must remain at the hall until an LCCS keyholder arrives to secure the building. The hall must never be left unattended and unlocked. Before leaving, the renter must ensure all water faucets are closed, all lights and fans are off, all appliances are unplugged or turned off (including the stove and tea/coffee urn), and the heat is reset to the posted setting.

19. Facility Supervision and Authority: The renter is responsible for the facility during the rental period, and must prevent misuse, and enforce all hall rules. The LCCS may shut down any event that poses a threat to the safety of the participants, the public, or the facility. This includes the authority to stop alcohol service, or to evacuate the premises. Furthermore, the LCCS reserves the right to terminate any event immediately, without refund, if the renter or their guests engage in illegal activities, create a significant noise nuisance, or exceed fire code capacity. The representative may record audio or video of any incidents to provide a formal report to the LCCS Board.

E. CLEANUP & DAMAGE DEPOSITS

20. Cleanup and Janitorial Fees: The renter is responsible for returning the hall to its original condition. This includes disposing of all garbage, sweeping/mopping floors, cleaning all spills, and returning all furniture and equipment to their original locations. A mandatory janitorial fee applies to all major events in addition to the rental fee. If the hall is not left in an acceptable condition after any rental, additional cleaning charges may be applied at the discretion of the Board.

21. Inspection: The renter may be required to designate a representative to meet with an LCCS volunteer for a walk-through inspection both before and after the rental period. A rental checkout sheet is provided to ensure the facility is left in good condition and all cleanup requirements are met.

22. Deductions and Damages: Any breach of the rental terms—including exceeding booked hours, requiring extra cleaning (interior or exterior), or causing damage to the facility, landscaping or contents—will result in a deduction from or forfeiture of any damage deposit paid. In cases where no deposit was required, or if costs exceed the deposit amount, the renter will be billed directly for the full balance of repairs, cleaning, or additional rental time. The deposit may also be withheld and applied to any outstanding rent or other fees.

F. LIABILITY & LEGAL

23. Responsibility for Damage or Injury: The renter is responsible for any damage or injury resulting from their use of the hall facilities. All renters are strongly encouraged to carry their own third-party liability insurance.

24. Insurance Requirements: For specific events as determined by the LCCS, the renter must obtain a minimum $2 million in liability insurance. The policy must name the Lighthouse Community Centre Society (LCCS) as an ‘additional insured’. A copy of the insurance certificate must be provided to the LCCS at least 7 days prior to the event.

25. Liability and Indemnity: As a condition of rental, the renter agrees to indemnify and hold harmless the LCCS, its directors, members and volunteers, from any claims, damages, losses, or legal fees arising from the renter’s use of the hall. This includes, but is not limited to, any injury, illness, or property damage occurring during the rental period, regardless of the cause.

G. OTHER CONDITIONS

26. Furniture: Tables and chairs must not be removed from the building.

27. Floor Protection: Activities that may damage the floor, such as the use of bicycles, skateboards, or heavy sports equipment, are strictly prohibited within the building, unless specifically authorized by the Board.

28. Smoking: In accordance with BC Provincial law, smoking and vaping are strictly prohibited inside the facility and within 6 metres of any doorway, window, or air intake.

29. Cannabis: In accordance with BC Provincial law, the consumption of cannabis (smoking or vaping) is prohibited inside the facility and within 6 metres of any entrance. The cultivation or distribution of cannabis on the premises is strictly prohibited. If your event has a liquor permit, you cannot sell or provide cannabis to attendees.

30. Animals: Only certified service animals are permitted in the building. All other pets and animals are prohibited.

31. Supervision: Children must be under the direct supervision and control of an adult (18+) at all times and in all areas of the facility.

32. Photography: Renters are welcome to take photographs of their event. If an LCCS representative takes photos, they will not be used publicly or for promotion without the renter’s express permission.

33. Nontransferability: This rental agreement cannot be transferred, reassigned, or sublet to any other person or organization.

34. Entire Agreement and Governing Law: These terms and conditions are incorporated into and form an integral part of the signed Rental Agreement between the Renter and the LCCS. By signing the Rental Agreement, the Renter acknowledges they have received, read, and understood these terms in their entirety. This agreement shall be governed by and construed in accordance with the laws of the Province of British Columbia.

(Terms & conditions of rental last updated April 13th, 2026)