Willingdon Community Centre

Hall Rental Information

Willingdon Community Centre1491 Carleton Avenue, Burnaby, BC V5C 4V5wccrentals@burnaby.ca | burnaby.ca/willingdon

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TABLE OF CONTENTS

Welcome! 3

Features 3

Equipment Available 3

Room Rental Times 4

In/Out Access 4

Decorating 4

Set Up & Clean Up 5

Serving Food 5

Barbecuing 5

Potluck Functions 5

Catered Functions 6

Serving Alcohol 6

Music 7

Hiring a DJ 7

Fire Exits and Safety 7

Parking 7

Location 8

Children’s Birthday Parties 9

(Equipment Available) 9

Bouncy Castles 10

How to Book Your Event 11

Cancellation Policy 11

Burnaby Fraser Health Potluck Guidelines 12-13

Sample Floor Plans 14-15

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WELCOME!Thank you for enquiring about booking your event with us!

Willingdon Community Centre is a multi-use recreation centre situated within Willingdon Heights Park in northwest Burnaby. Our Centre is a short distance west of the Brentwood Town Centre and a 1/2 block north of the Madison Shopping Centre on Lougheed Highway. See map on page 8.

We have a large hall suitable for family gatherings, birthday parties, receptions, and more. The hall is bright and spacious, and includes use of the recently renovated kitchen, tables and chairs, and room set-up by our custodial staff.

FEATURES » Updated hall and kitchen, refinished hardwood floor

» Hall dimensions: L60’ x W40’ (2400 square feet)

» Seating for up to 100 people

» Kitchen – 15’ x 17’: Standard fridge, oven for warming foods, three sinks, ample counter space, microwave.

» “Pass through” window from the kitchen to the hall (can be used as the “bar area” if serving alcohol).

» Free Wi-Fi

» Wheelchair accessible: Two separate entrances with automatic doors, updated single use washroom, two designated parking spaces.

» Two single use washrooms and Men’s and Ladies’ change rooms, which includes two washrooms in each.

» Close proximity to bus route and Gilmore skytrain station.

EQUIPMENT AVAILABLE » Coffee Urns | 1 (100 cup) & 1 (55 cup)

» Projector Screen*

» Rectangular Tables | 30 (L6’ x W2.5’ x H2.5’)

» Chairs | 125

» Preschool Tables | 8 (L4’ x W2’)

» Preschool Chairs | 30

» Coat Rack | 1

» A variety of play balls and sports equipment.

» Limited Preschool Equipment (ride toys, teeter totter, slide, parachute)

*Projector and/or TV available with an additional deposit.

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ROOM RENTAL TIMES (FOR CHILDRENS’ BIRTHDAY PARTIES SEE PAGE 9)

» There is a minimum booking time of 4 hours and up to 6 hours maximum.

» The booking time includes time for decorating, bringing in food and supplies, setting up DJ/music, and clean up.

» All supplies and equipment are to be removed from the room and the building vacated by the end time shown on the rental contract.

» SATURDAYS: The hall may be booked until 12am. Please plan to have event activities end no later than 11pm to ensure the building is vacated by 12am.

» SUNDAYS: The hall may be booked until 8pm. Please plan to have event activities end no later than 7pm to ensure the building is vacated by 8pm.

IN/OUT ACCESS » The Willingdon Community Centre hours of operation on Saturday are from 9am-4pm and closed to the public

on Sundays.

» On Saturdays, for in/out access after 4pm, please advise your guests to enter/exit via the south hall exit doors.

» On Sundays, please use the south hall exit doors or patio.

DECORATING » Your decorating time is included within the booking time shown on your rental contract.

» The tables and chairs will be set-up according to your floor plan and the room will be ready to be decorated at the start of your rental booking time.

» Please tape balloons to the tables or use balloon weights.

» Please use green painter’s tape for decorations.

» The following is not permitted: staples, nails, screws, push pins, glue, or adhesive tape, confetti, sparkle or glitter and candles.

» You are welcome to bring your own ladder to put up decorations.

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SET-UP & CLEAN UP » We have a variety of sample floor plans available.

» Our custodian will set-up the tables and chairs as per your floor plan.

» At the end of the event, the custodian will take down the tables and then put them away.

» Please begin your clean up one hour before your party ends, so that you can leave by the time shown on the rental contract.

» Please remove all equipment and supplies at the end of your event, as overnight storage is not permitted.

» Wipe down the kitchen counters, sinks, and table tops. Paper towels will be provided in the kitchen.

» Please do not dispose coffee grounds or any other food particles down the sink drains. Recycling bins and garbage bags are provided.

SERVING FOOD » Food may be served potluck style or via a caterer.

» The main hall kitchen is a “warming” kitchen which means food preparation and cooking is not permitted on-site. If you’re unsure what’s permitted, please ask.

» Please bring your own tablecloths, dishes and cutlery.

» You are welcome to use our microwave and stove/oven to warm food. There are also 3 electrical plugs in the kitchen available for use (coffee urn, kettle, etc.).

BARBECUING » Barbecuing is not permitted inside the facility. Propane barbecues are permitted in the park area outside of extreme

fire hazard conditions.

POTLUCK FUNCTIONS » “Potluck” functions, (food dishes that are prepared in private homes and then served during the rental) are allowed

when the food is prepared and served by volunteers for members of their own organization, or for private events (examples: family gatherings, birthday parties, reunions, anniversary parties).

» See Burnaby Fraser Health potluck guidelines on pages 12-13.

» Fundraisers or events open to the public are not permitted to have potluck meals.

» For public events, you must use a licensed caterer or serve only pre-packaged, non-perishable food items (chips, packaged cookies, tea, and coffee).

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CATERED FUNCTIONS » You are welcome to hire a licensed caterer of your choice for your event. Please supply the Booking Clerk with the

caterer’s business name, address, and phone number. We will then contact the Fraser Health Department for verbal approval.

» Note: For food served to the public at special events by a private individual or company, (licensed caterer’s, food trucks), copies of the Health Permit and Business License would be required. This is a standard practice and caterers, food truck operators are used to this.

» For your convenience, the City of Burnaby, Food Services Department offers catering packages. Please contact: 604-205-3026 or email: catering@burnaby.ca

SERVING ALCOHOL » To serve alcohol at your event, first inform the Booking Clerk, then you will need to apply for a Special Event Permit

(formerly called a Special Occasion License).

» Visit the British Columbia Liquor Control and Licensing website: specialevents.bcldb.com.

» Once you have successfully obtained the Special Event Permit, please present a copy to the Booking Clerk, two weeks prior to the event.

» Please post the original Special Event Permit in the main hall kitchen on the night of the event.

» Bar closure - Serving alcohol must cease one hour before the booking end time stated on the Rental Contract.

» Ticket sales: Tickets must be presold to comply with Liquor Act and Fire Code regulations (ticket sales at the door are not permitted).

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MUSIC » You are welcome to bring your own stereo equipment, laptop and speakers, hire musicians, or DJ services.

(Hiring musicians may need approval by the Facility Supervisor).

» A “SOCAN License” fee is required. This is a fee to play copyright protected music in a public facility. The fee will be required at the time of booking.

» Please turn off music one hour prior to the rental end time.

» Municipal Noise Bylaw limits sound to 45 decibels after 10pm.

HIRING A DJ » If hiring a DJ, please supply the Booking Clerk with the following information: Name of DJ, company, and phone number.

» Electrical outlets: There are three electrical outlets in the hall: One to the left side of the south exit doors, one next to the custodian’s door, and one on the north wall.

» Please also bring extra extension cords. Use green painter’s tape to secure the cords.

FIRE EXITS AND SAFETY » Smoking is not permitted in the building.

» A minimum of 3 metres distance from doors and windows is required.

» Emergency exits must remain accessible at all times.

» Please do not block the exits with tables, chairs, equipment, or extension cords.

PARKING » The parking lot has 37 parking spaces available, and 2 wheelchair accessible spaces.

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LOCATIONWillingdon Community Centre1491 Carleton Avenue, Burnaby, BC V5C 4V5Phone: 604-297-4526 burnaby.ca/willingdon

» Willingdon Community Centre is located between Boundary Road and Willingdon Avenue, on the corner of Douglas Road and Carleton Avenue. The Centre is west of the Brentwood Town Centre Mall or two and a half blocks north of the Lougheed Highway (British Columbia Highway 7).

» Bus and Skytrain: Please refer to the Translink website for schedule updates and directions: tripplanning.translink.ca.

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CHILDREN’S BIRTHDAY PARTIES (MAXIMUM OF 30 PEOPLE)

» The Hall is available on Saturdays from 12:30-3pm or 4-6:30pm.

» Set-up and clean up time is included within the booking time.

» The Kitchen is available for use and includes the oven for warming foods and a fridge for storing cake and beverages.

» We do not supply a party leader for the birthday parties. The parent of the birthday party child is responsible for the birthday party and must remain on site at all times.

EQUIPMENT AVAILABLE » 4 standard rectangular tables (L7” x W30” x H30”) – seat 6-8 persons

» 30 standard chairs

» 3 rectangular preschool tables (L48” x W24” x H24”) – seat 6 persons

» 18 preschool chairs

» General bin: 6 scoops and balls 4 basketballs, 6 playballs, 8 hula hoops

» Sports bin: 16 floor hockey sticks, 4 preschool floor hockey sticks, 2 goalie sticks, 6 wiffle balls, 6 basketballs, floor hockey nets

» Preschool toys and equipment: 3 ride toys, teeter totter, parachute, and preschool slide (L4’ x W4’)

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BOUNCY CASTLES » Bouncy Castles may be used if rented from a company that can provide a Certificate of Insurance, with a cross liability

clause, and a minimum limit of liability of $5,000,000. Also, 30 days written notice of cancellation of the policy must be stated, and include the City of Burnaby as additional insured.

» The Certificate of Insurance would be required a minimum of two weeks prior to the booking date.

» Our Booking Clerk can provide you with a copy of the City of Burnaby’s Certificate of Insurance Requirements for Bouncy Castles, to forward to the rental company.

» Store-bought (family owned) Bouncy Castles are not permitted.

» Please note: The Bouncy Castle must be able to fit within the hall dimensions: L60’ x W40’ and ceiling height of 15’.

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HOW TO BOOK YOUR EVENT1. Please call our Booking Clerks below or email: wccrentals@burnaby.ca

Violetta 604-297-4845 (M-F, 10am-2pm) or Monica 604-297-4524 (M-F, 10am-4pm).

2. Please provide: the type of event, the number of people attending, date and time, if you will be serving alcohol, using a caterer, and DJ. Include your name and phone number where we can call you back.

3. The booking is not confirmed until the rental fee has been paid; reservations cannot be accepted.

» Once you have paid the rental fee (and refundable security deposit), the booking clerk will then prepare a rental contract, security deposit agreement, and floor plans.

» The above can be emailed or mailed, or signed in person.

» Please note: an “original” signed in ink signature is required on the contract. Scanned or photocopied signatures cannot be accepted.

4. Payment method: rental fees and the refundable security deposit can be paid by cash, cheque, debit, or credit card. Please make cheques payable to: City of Burnaby.

CANCELLATION POLICY » For a full refund, please provide at least 60 days notice before the rental starts. If less than 60 days notice is received,

you will receive a 75% refund. 30 days notice or less = 50% refund. Cancellation requests received one week or less are not eligible for a refund.

We hope you have found this information helpful in planning your event. We wish you great success and trust you will find your experience here very rewarding.

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Pg 1/2

INFORMATION FOR PERSONS PARTICIPATING IN "POTLUCK MEALS"

“Potluck” meals, where food dishes are prepared in private homes prior to consumption at special functions, are allowed only when food is prepared and served by volunteers or members of the same organization. This includes private functions such as wedding receptions, anniversary parties, church gatherings, employee picnics, etc. Functions not included are those that are open to the public, with or without charge.

Persons participating in potluck meals are reminded to handle foods safely in order to prevent foodborne illness. It is strongly recommended that these guidelines be followed:

The “person-in-charge” of the potluck meal should keep a detailed list indicating the name, address and telephone number of all persons contributing to the meal, as well as the food item(s) they prepared.

All potentially hazardous foods should be kept hot (greater than 60°C/140°F) or cold (less than 4°C/40°F). This simple rule is very effective in preventing food poisoning.

Potentially hazardous foods (e.g. meat, fish, poultry, eggs, gravies, cooked vegetables, cooked rice, cooked pasta, dairy products, potato salad, etc.) should be stored at room temperature for no more than two hours in total. This includes preparation time, travel time and time on the meal table.

Remember that potentially hazardous foods that have been left at room temperature for too long cannot necessarily be made “safe” by reheating. Some bacteria produce toxins that cannot be destroyed by boiling temperatures.

Avoid situations in which large volumes of food must be cooked, cooled down, and then reheated again prior to serving. Domestic refrigerators are not capable of cooling large amounts of cooked food quickly enough and can result in bacterial growth and toxin production. Cooling time can be shortened by:

Dividing the food into small amounts and placing in shallow containers. Placing the cooking pot in a sink of cold water and stirring the contents frequently.

Remember to cook meat products thoroughly. Thermometers should be used to check for “doneness”.

Foods that contain uncooked eggs are risky and should be avoided.

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Information for Potluck Events Pg 2/2

TS/KR:gl Adopted: 11/97P:\Procedure Manual - Health Inspection\potluck_event.doc Last Revision: May 15/09

Meat, fish, shellfish and dairy products used in the preparation of foods must be obtained from approved sources.

Keep foods covered or otherwise protected from contamination as much as possible during display and service. Leftovers should be refrigerated as soon as possible after serving. If this is not practical, the foods should be discarded. Remember that leftover foods can be a hazard when left unrefrigerated.

To prevent contamination of foods, WASH YOUR HANDS:

Prior to handling foods. After using the toilet. After covering coughs and sneezes. After handling any dirty items.

Also, make sure that all food contact surfaces and all work surfaces are clean and sanitized. Two tablespoons of bleach in a gallon of water makes a good sanitizer to use after cleaning.

If any utensils need to be washed on the premises, follow this procedure:

1. WASH using hot, soapy water.2. RINSE using hot, clear water.3. SANITIZE soak for at least 30 seconds in hot, clear water to which bleach has

been added (two tablespoons of bleach per gallon of water).4. AIRDRY

Should any clarification or more specific information on handling food safely be required, please contact your local Health Protection office of the Fraser Health Authority.

For events held in Burnaby, call 604 918-7683.

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40 feet

60 feet

Lobby

Balcony

Kitchen

Entrance

Balcony

Event: Contract #: Contact Person: Phone #: Alternate Ph #:

Day: Date: Time: # of People: Additional info:

Social - 80 People

Set-Up Requests:

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Table

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Card Table

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15

40 feet

60 feet

Lobby

Balcony

Kitchen

Entrance

Balcony

Event: Contract #: Contact Person: Phone #: Alternate Ph #:

Day: Date: Time: # of People: Additional info:

1st Birthday - 100 People

Set-Up Requests: Please set up 14 regular tables, 80 chairs, 6 preschool Tables, 26 preschool chairs. Also set out the preschool slide, 3 small ride toys, green teeter totter, and the “general” birthday bin (playballs).

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Play Area: 3 small ride toys Teeter totter Preschool slide General Birthday Bin (playballs)

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