11. PRIVATE BOOKING POLICY
a. Briar Hill residents may book for private occasions as defined in this document
and providing they adhere to the requirements and procedures laid out in this
and all other relative policy documents of the Centre.
b. Bookings are to be “hosted” by current Briar Hill resident(s).
c. Bookings are to be for private/personal use only as per the list of allowable
private use bookings. (see Section 11.p.)
d. Bookings are to be made by current Briar Hill residents only. A Briar Hill resident
may make a booking in honour or in memory of a resident. See Private Use
Booking Types Allowed (Section 11.p.).
e. An estimate of fees will be issued at time of booking. PAYMENT OF TOTAL
ROOM COST IS DUE AT TIME OF BOOKING. After the event a reconciliation
invoice will be issued. Additional costs or refund will be due upon receipt of
f. A cancellation fee of $100 will be retained/charged for cancellations within 30
days of the booking. All other advance payments will be refunded.
g. The facility is to be returned to a “Ready State” (see Diagram on Wall for
“Ready State”) after its use by the booking resident(s).
h. The booking resident is responsible for all damages, extra cleaning costs and
labour to return the centre to a “Ready State”. (see Diagram on Wall for “Ready
i. A mandatory Monitor cost will be added to the event booking fees (minimum 4
hours @ $15.00 per hour, or $60.00). The Monitor will ensure that guests do not
access the lower level without prior arrangement and supervision and otherwise
do not misuse BHCC property. The Monitor will ensure the Ready-State diagram
and Checklist conditions have been pointed out to the Event/Activity organizer.
j. Food and beverages may be provided on a cost recovery basis.
k. NO SELLING of alcoholic beverages is permitted.
l. The Board may approve a unique request on a “one-time basis” without setting
a precedent of use for future requests.
m. The Board has the right to refuse any booking and/or require additional
n. Event bookings must use the space booked. For example, if only the Great
Room is booked, then use of the East Room is not permitted.
o. Personal Liability Insurance: Briar Hill Community Centre has a Commercial
General Liability insurance policy that covers bodily injury and property damage
for all residents. The policy does not exclude the possibility that a private event
organizer could be named directly responsible in any lawsuit for bodily injury
and/or property damage of a non-resident guest that occurs during the event. To
avoid the risk of being named in a lawsuit, it is recommended that the event
organizer obtain Special Event insurance coverage.
p. Private Booking Types Allowed
The following types of private bookings allowed have been developed as a
result of discussions with BHRSO with understanding that the majority of
attendees will be Briar Hill residents.
i. Resident wedding.
ii. Resident wedding anniversaries in five-year increments starting at the 5th
iii. Resident birthday party in five-year increments starting with the 50th Birthday.
iv. Resident memorial/celebration of life may be arranged by spouses and/or
other residents of Briar Hill. Room charges will be waived but mandatory
monitoring fees will apply.
v. A current Briar Hill resident may host a memorial in honour of a former Briar
Hill resident who has moved from their Briar Hill residence (for example, into
an assisted living facility). Room charges will be waived but mandatory
monitoring fees will apply.
vi. The Board may approve a Private Booking for a resident “Special Life
Occasion”. Special Life Occasion would most often be a once in a life time