Step One

2. Room Rental Restrictions and Approvals

   Activities Not Permitted Through a Standard Room Rental

   • Unlawful activities or activities involving prohibited materials.
   • Discrimination, harassment, threatening or dangerous behavior, or conduct contrary to the City's Code of Conduct.
   • Activities that cannot meet required safety, occupancy, insurance, licensing or permit requirements.
   • Activities that materially interfere with the safe use or enjoyment of the facility by others.
   • High-risk activities without required approvals or permits.
   • Alcohol or liquor service without required City authorization and applicable licences or permits.
   • Unauthorized commercial or business activities, advertising, promotion, solicitation or distribution of promotional materials.
   • Activities that materially differ from the purpose stated in the rental application.
   • Unauthorized subletting or transfer of a rental.

   Activities Requiring Additional Approval

   • Events requiring outdoor space, staging, temporary structures, amplified sound, specialized equipment, security, traffic management, additional staffing or other City services.
   • Festivals, tournaments or large community events.
   • Events with significant attendance or potential impacts on parking, traffic, neighbourhoods or other facility users.
   • Events involving liquor service, food vendors or other regulated services.
   • Public, ticketed or gated events.
   • Commercial events or events involving sales or promotion.
   • Political activities.
4. Continue

Applicant Information

2. Organization / Business*
4. Contact Person*
6. Address*
8. City*
9. Province*
10. Postal Code*
12. Phone
14. Cell Phone*
16. Email*
18. Continue |Go Back

Room Request Details

2. Event Name (Type of Event)*
4. Detailed Event Description*
5. Number of Attendees*
7. Who is eligible to attend?*
   -- Select One --Anyone / General PublicInvite OnlyRegistered Participants
8. Is the event free to attend?
   -- Select One --YesNo
10. Will any sales, fundraising, or donation activities take place as part of the event?*
    -- Select One --YesNo
11. Will the event be promoted publicly (social media, website, posters, etc.)? *
    -- Select One --YesNo
13. Option 1
15. Requested Date*
    Requested Date
16. Requested Time*
    Requested Time Start Time

    —

    Requested Time End Time
17. Preferred Facility
18. Preferred Room
20. If your preferred option is unavailable, are you open to alternatives?

    1. Yes
    2. No
24. Alternate Date Range
    Alternate Date Range Start Date

    —

    Alternate Date Range End Date
25. Alternate Time Flexibility
    Alternate Time Flexibility Start Time

    —

    Alternate Time Flexibility End Time
27. Facility Flexibility

    1. Selected facility only
    2. Other facilities acceptable
28. Room Flexibility

    1. Same room only
    2. Any room in selected facility
32. Is a kitchen required? (For warming purposes only)*

    1. Yes
    2. No
34. Is setup required?

    1. Yes
    2. No
35. If "Yes", provide a floor plan:
37. Will you require tables?*

    1. Yes
    2. No
38. If "Yes", how many tables will you need?
40. Will your event require chairs?*

    1. Yes
    2. No
41. If "Yes", how many chairs will you need?
43. Will there be food?*

    1. Yes
    2. No
45. Will there be alcohol served?*

    1. Yes
    2. No
47. Will there be music?*

    1. Yes
    2. No
49. Will there be dancing?*

    1. Yes
    2. No
51. Special Instructions
53. Continue |Go Back

Insurance (Applicable to Organizations and Businesses)

2. Organizations and Businesses are required to provide a copy of their Certificate of Insurance showing the City of Coquitlam as an additional insured, with a minimum of $5,000,000 Liability. Proof of insurance must be submitted prior to the issuance of a Facility Use License.

4. Have you already obtained insurance? *

   1. Yes
   2. No
5. Will you be using any third-party vendors as part of your booking *

   1. Yes
   2. No

9. By clicking on the submit button you are consenting to the voluntary collection, use and disclosure of your personal information in accordance with Section 26(d) of the Freedom of Information and Protection of Privacy Act. Personal information will only used for the purposes of the Facility Room Booking Process and will not be disclosed to any additional third parties unless directed by you. If you have any questions about the collection, use or disclosure of your personal information, please contact Jon Pavich, Business Services Manager at 3000 Guildford Way, Coquitlam BC V3B 7N2 or 604-927-3420.

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10. 1. Receive an email copy of this form.
11. Email address

    This field is not part of the form submission.

12. Submit | Go Back

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