Interested in renting our space, but want to know more? Here are some of the frequently asked questions from renters. Email rentals.bhcl@gmail.com to book a facility walk-through, ask more questions, or to reserve your dates!
*Please note that our rental policies have recently been updated and are in effect for all new rental agreements signed on or after of May 12, 2022 – updated versions are below.*
If you are renting our space, please read through the applicable policy below. You are welcome to print, review, and complete your portion of the application or complete it during your rental tour appointment:
BHCL Main Hall Rental Contract (updated June 2023)
BHCL Family Centre Rental Contract (updated August 2023)
Rental Discounts Policy (updated June 2023)
What is the capacity of each space?
The Main Hall has a capacity of 300 guests, actual seating for guests will be lower with tables (maximum 280) and further reduced if space for a dance floor or caterer’s buffet tables are required. The Family Centre has a capacity of 60 guests.
PLEASE NOTE that there is NO WIFI available in the hall.
What are the rental rates?
The Main Hall daily rental rates depend on what your event requires:
- $950, with no use of the kitchen
- $1150, with use of a butler’s kitchen (running water, ample countertop)
- $1300, with full use of the commercial kitchen
The Main Hall may also be rented for an hourly fee of $175, with a minimum booking of four hours.
The Family Centre daily rental rate is $450, which includes use of the warming kitchen (for serving but not cooking meals). The Family Centre may be rented for an hourly fee of $75, with a minimum booking of four hours. Set up and cleaning is the responsibility of the renter in the Family Centre.
What about a discount?
We have a policy regarding rental discounts. You may qualify, depending on whether or not you meet the criteria. You will need to complete the Rental Discount Application form with our Booking Agent.
New in June 2023: a basic package discount on main hall rentals is available when the renter sets up and takes down the tables and chairs themselves.
What if I want the hall for the whole weekend?
We often host events like weddings that have the Main Hall set up Friday evening, event on Saturday, and a gift opening/pack up on Sunday. For these events, we offer a discounted fee of $1600, which includes access to the main hall and commercial kitchen from 4PM Friday until 8PM Sunday. A $1600 damage deposit is required. Reminder: the hall must be vacated and locked by 2:00AM on Friday and Saturday nights even if renting for the weekend.
When do I get access to the hall?
For a full-day booking, the Renter will receive keys at 9:00 am on the day of the scheduled event. The Renter may choose to rent the space on the day prior to the event for set-up for the hourly rate (no minimum required). The rental ends at 2:00AM and all items must be removed, any required cleaning done by this time.
If renting hourly, the Renter must account for event set-up and tear-down to determine when keys will be given and returned.
For Weekend Special rentals, the renter will receive keys at 4:00pm on Friday and the rental ends at 8:00pm Sunday.
What is included in my rental fee?
For full-day rental rates in the Main Hall, we include the set up of the tables and chairs for you and break them down (unless you choose the basic package discount). Additionally, we provide complete janitorial services, excluding the kitchen. We have a supervisor that will check in during your event.
Rental rates in the Family Centre do not include set up or take down of tables and chairs, or cleaning. You may consider paying our $250 fee for full cleaning services, which includes set up and take down of tables and chairs.
How can I confirm my booking?
A non-refundable deposit is required to confirm your booking that is applied to the balance of your rental fee. For the Main Hall, there is a $400 booking deposit. For the Family Centre, there is a $200 booking deposit. The rest of your payment is due two weeks prior to your event.
Do I need to pay a damage deposit?
Yes, you are required to pay a damage deposit for the Main Hall of $1200. Additionally, if you are using the commercial kitchen, a $400 damage deposit will apply.
The Family Centre damage deposit is $450.
The damage deposit will be used to offset any additional costs incurred by the booking (i.e. damage to BHCL property, fees for failure to vacate premises by scheduled time, any additional cleaning, smoking within the facility or enclosed courtyard, etc.).
The damage deposit, in whole, or in part along with the accounting of any deductions will be refunded within 60 days of the date of the function.
Do I need to be a Community League Member to rent the space?
No, you do not need to be a Community League Member to rent. Being a community member has benefits! You may qualify for a rental discount.
Do I need proof of insurance to rent this space?
Yes. Insurance is required for the entire time of your rental, whether it is a one-day rental or the weekend special. You will need insurance from the time you receive the keys/are given access to the hall until you return the keys which may be multiple days. Incidents could happen during decorating or pack up so it’s important to be covered!
Required: Third-party liability insurance against claims for death, personal injury, and property damage on the premises, in an amount not less than $2,000,000 is required and should name the Beverly Heights Community League as an additional insured. If liquor will be served a liquor liability insurance policy is required. The hall rental agreement, certificate of insurance and liquor license must be issued to the same person. Options for insurance include adding a temporary rider to your home insurance, or purchasing through an insurance company such as Foster Park, Duuo Insurance or Pal Insurance.
Can I have a catered event?
Yes, in the Main Hall you can either use our recommended caterer, or find your own. All caterers must provide a copy of their business license and food handling permit. Reminder that the rental of the kitchen does not include supplies or cleaning.
What is full bar service?
If using the Main Hall Bar, Renters can choose bartenders provided by the Beverly Heights Community League. Full bar service rate (corkage) is $7.00 per person attending your event, which is based on estimated number of attendees and due two weeks prior to scheduled event. A handout with full details is available from the Facilities Manager when you book your dates.
Our bar services include:
- Bar set up, preparing supplied garnishes, and pack up of unused liquor at the end of the night.
- Mix system providing Coke, Diet Coke, Ginger Ale, 7-Up, Soda Water, Tonic Water, Iced Tea, Clamato, Cranberry, Orange Juice
- Spices for ceasars
- Ice, plastic cups
- Trained Bartenders (meeting the ProServe requirements)
- Renters can take their bottles for refund, or leave them and our staff will return them (proceeds from the sale of the bottles is returned to the Beverly Heights Community League)
What do I need to provide for the bar service?
You will need to secure the AGLC liquor license and purchase the liquor you wish to serve at your event. The fee for a liquor license is $10 for a non-sale event and $25 for a private re-sale event and can be done online. If your event is advertised to the public (rather than just invited members and guests) then you require a public resale license that requires a site map and inspections.
Renters supply optional items such as milk, garnish (lemons, limes, celery etc).
It is recommended that renters ask their guests to place empty cans and bottles in the provided blue containers, and empty plastic cups in the trash cans. Table clearing services are not offered.
If you plan to serve wine with dinner you have options:
- -Notify the bartenders that wine is free for guests from “time” to “time” and have guests who want wine get their glass at the bar. This reduces wastage of opened but unconsumed bottles of wine, or
- -Have a token for guests to redeem for a free bottle of wine for the table, or
- -Have family members place bottles on each table (notify the bartenders ahead of time and they will open the bottles).
Can I still serve alcohol if I don’t want to use the bar?
Yes, you may choose to still have alcohol at your event, but not use the bar. In this case, you must still secure the proper liquor license and abide by all terms and conditions of said license. The bar space is not included in the rental fees but can be added. Renters provide their own pop, cups, bartenders and supplies.
Is there a projector available?
Yes, the Main Hall has a projector and screen available for rent upon prior arrangement. Only the BHCL Supervisor is permitted back stage within the equipment area to set up the projector and screen. The rental cost is $250, with a damage deposit of $250.
Are there any events you don’t allow?
We do not rent either space to the following events: hall parties, raves, third party commercial event organizers, stags, stagettes.
Main Hall set up for a wedding with 200 guests. Also used the projection system.
