Booking the Clubhouse
IN THE WAKE OF THE COVID19 VIRUS PANDEMIC, CLUBHOUSE BOOKINGS HAVE RESUMED. PLEASE ALSO NOTE THAT ALL CLUBHOUSE BOOKINGS ARE SUBJECT TO ANY CURRENT PROVINCIAL HEALTH GUIDELINES, WHATEVER THEY MAY BE.
For step-by-step instructions on the new procedures for booking the Clubhouse for a function, see below. This calendar is provided for reference only in booking an event. For information or assistance, please contact the Clubhouse Booking Coordinator. If you are just looking for the Club events going on in the Clubhouse, please use the Events Calendar instead.
BOOKING AN EVENT AT THE SISC CLUBHOUSE
Only a Saltspring Island Sailing Club member can book the Clubhouse and sponsor an event. This member must be in attendance at the event.
OPTION A: HOW TO BOOK A CLUB EVENT
(i.e. an event for Club members)
If you are booking a Club event such as a meeting, or a Club-sponsored event such as a presentation or course by one of our sponsored associations (eg. Power Squadron), the process is very simple. Note that you DO NOT need to fill out the online form in this case.
Simply check the Clubhouse Booking Calendar above (to make sure your date is available) and then email the Clubhouse Booking Coordinator at booking@saltspringsailing.ca, listing the date and time, and your event will be booked for you.
OPTION B: HOW TO BOOK A PRIVATE EVENT
(i.e. a non-SISC event)
If you would like to book a private event, please follow the four-step process as outlined below, which involves filling out the online form.
The fee for a private event booked and organized by a club member is $100. (Note that in some discretionary cases this fee may be reduced.)
The fee for a private event booked by a member on behalf of a non-member is $150.
Please note that insurance will be required, as per the Conditions of Use, except in some discretionary cases. “Discretionary cases” are at the determination of the Clubhouse Booking Coordinator.
STEP 1: Check Clubhouse Booking Calendar
To see if the date and time you want is available, first check the Clubhouse Booking Calendar above.
STEP 2: Fill in the online Clubhouse Booking Request Form and press Submit
Fill out the online form below; be sure to read the Conditions of Use.
Conditions of Use
Types of Events Permitted– Only private functions can be hosted at SISC facilities. This may include such events as weddings and private parties, meetings, dinners or other non-profit functions. For-profit events, political functions and use for commercial purposes will not be approved.
Attendance Rules– For non-SISC private events, maximum attendance is 50 people. The sponsoring Club member must be in attendance at all times during the function.
** Insurance at Events– Proof of event insurance, listing SISC as “Additional Insureds” on the policy, must be shown. If liquor will be served at the event, Host Liquor Liability Insurance must be obtained and someone with a Serve it Right designation needs to serve it. If liquor will be sold at the event, there also needs to be a Special Event Liquor Permit (available online or at the BC government liquor store) The liquor permit and insurance must be issued in the sponsoring Club Member’s name. The two types of insurance can be obtained through your insurance broker.
Care of Facilities and Neighbourhood Courtesy– No smoking is permitted anywhere inside the clubhouse. All Club furniture must be returned to its original location after use, and the clubhouse and kitchen must be left clean and tidy. Note the COVID19 Cleaning Protocols below. All windows must be closed, all doors locked and all garbage removed from the premises. If the facilities (both clubhouse and grounds) are not adequately cleaned, a charge may be levied to reimburse the Club for clean-up. Courtesy to SISC neighbours is expected, including control of noise and music volume.
STEP 3: Confirmation of Booking
The Clubhouse Booking Coordinator will inform you by email and will send you back the form if approved. At this point, consider your booking approved. Your booking will be confirmed when you send in your payment (cheque or e-transfer) and any necessary insurance and licencing (see Step 4 below).
STEP 4: Finalization of Booking/Mandatory Paperwork
When you have the form back, you must print it off, sign it, indicate the amount of the user fee enclosed and attach the cheque (or send etransfer to treasurer@saltspringsailing.ca), and (if applicable) include proof of event liability insurance, the special event liquor permit and Host Liquor Liability insurance. Put all of these documents into the Vice Commodore’s slot in the Clubhouse, or mail it to the Club (152 Douglas Road, SSI, V8K 2J2) to the attention of the Vice Commodore.
COVID19 CLEANING PROTOCOLS: You will find a crate of disinfecting supplies in the foyer of the Clubhouse. Members using the Clubhouse must clean used hard surfaces before they leave, and are advised to also consider cleaning surfaces while they are setting up before their use of the space. Users of the space might also want to consider bringing their own hand sanitizer, as this is not supplied by the Club.
Members are reminded that the Booking Request is a contract, and the member is responsible for meeting the conditions of use, including attending and supervising any sponsored private event, and ensuring that safety, legal, housekeeping and courtesy rules are adhered to.
**INSURANCE AND LICENCE REQUIREMENTS
Members wishing to book the Clubhouse for a private/non-SISC event should note the following:
a) Event Liability Insurance, listing SISC as “Additional Insureds” must be purchased. This can be obtained from an insurance agent.
b) If liquor will be served at the event, then Host Liquor Liability Insurance must be obtained (again from an insurance agent) and someone with a Serve it Right certification must serve it.
c) If liquor will be sold at the event, then an additional permit needs to be obtained—a Special Event Liquor Permit (available online or at a BC Government liquor store).
Note: Insurance and liquor permits must be issued in the sponsoring member’s name. Liquor licensing regulations limit the number of events involving liquor that can be held in the Clubhouse. Club-related events have priority.
Please note that it is not possible to “book” the entire Club grounds for exclusive private event use, as it is necessary to allow Club members to access the property at all times. Please discuss with the Clubhouse Booking Coordinator what use you wish to make of the Club grounds as part of your Clubhouse booking in order to confirm permission for your intended use outside the Clubhouse.
How to Book an Event at the SISC Clubhouse, Step by Step
Note that only Saltspring Island Sailing Club Members may submit a Clubhouse Booking Request. For private functions, it is necessary to have a Club member sponsor and book your event.
Step 1:
Check Clubhouse Booking Calendar.
To see if the date and time you want is available, first check the Clubhouse Booking Calendar. While this calendar is kept as up-to-date as possible, not all booked dates may be shown and your desired date still needs to be confirmed.
Step 2:
Confirm availability to put a tentative “hold” on date.
Before you submit a Clubhouse Booking Request form, please contact the Clubhouse Booking Coordinator, using the links here or on the Clubhouse Booking Calendar page, to confirm that your date is available for the type of event you’re planning. Note: liquor licensing regulations limit the number of events involving liquor that can be held in the clubhouse. Club-related events have priority.
Step 3:
Download the Clubhouse Booking Request form, read the conditions for use, and submit the signed form.
Download the Clubhouse Booking Request form here:
SISC Clubhouse Booking Request
You will need to print the PDF file and fill it out. This form must be submitted to the Clubhouse Booking Coordinator for both Club functions and private events, whether or not liquor will be served. Some types of events may also require submission of event insurance documentation (obtained at your insurance office) and liquor license (obtained through BC Liquor). The form may be mailed to the club, dropped off in the Vice Commodore’s mail slot at the clubhouse, or scanned and emailed to the Clubhouse Booking Coordinator (as an attachment from your own email account) to this address: booking@saltspringsailing.ca. Donations are gratefully accepted for use of the clubhouse for private events (please refer to your Club Yearbook for guidelines).
Step 4:
Final confirmation and supervision of the event by member.
The Clubhouse Booking Coordinator will provide final confirmation of your date based on your Booking Request, once any required terms are met and the Vice Commodore has approved the booking. The Booking Request is a contract, and the member is responsible for meeting the conditions of use, including attending and supervising any sponsored private event, and ensuring that safety, legal, housekeeping and courtesy rules are adhered to.
Please note that it is not possible to “book” the Club grounds for exclusive event use, as it is necessary to allow Club members to access the property at all times. Please discuss with the Clubhouse Booking Coordinator what use you wish to make of the Club grounds as part of your clubhouse booking in order to confirm permission for your intended use outside the clubhouse.