Key Dates
Event Details – due two to three weeks before event
Food & Beverage Selections – due two to three weeks before event
Preliminary Number – due ten days before event
Final Guest Count – due by noon, three business days before event
Room Rental Rates
| Room Rental | Minimum Revenue Required | ||||
| Mon-Fri | Time | Harbourview Room | Waterview Room | Harbourview Room | Waterview Room |
| 4 Hrs or less | 7am-4pm | $225 | $300 | $1,000 | $1,500 |
| All Day 8 Hrs or Less | 7am-4pm | $400 | $550 | $1,200 | $2,200 |
| 5 Hrs or Less Evening | 5pm-10pm | $275 | $350 | $1,400 | $1,800 |
Room Set Up
| Room | Size | Theatre | Classroom | U Shape | Boardroom | ½ Rounds | Cocktail | Banquet |
| Harbourview | 50×25 | 130 | 40 | 40 | 40 | 48 | 80 | 70 |
| Waterview | 125×45 | 250 | 100 | 80 | 80 | 90 | 250 | 220 |
There may be additional costs for Classroom, U Shape and Boardroom setups
Minimum Revenue Policy
All rooms have a room rental fee and food & beverage minimum spend. If the food & beverage minimum spend is not met, the difference appears as a room rental fee on the final bill. All minimums are exclusive of taxes and service charge and vary depending on the date/room being used. For more information about room rental rates and minimum spends, please contact one of our event coordinators.
Deposit Requirements
A $250 deposit is required in order to book a Corporate Event within our facility – all events without a deposit will be considered tentative until the deposit is received. Should another event/client become interested in booking a tentatively held space, the event/client holding the space will be given 48 hrs to confirm the booking with a deposit.
A $2,000 deposit is required in order to book a Celebration of Life or Social Event within our facility – all events without a deposit will be considered tentative until the deposit is received. Should another event/client become interested in booking a tentatively held space, the event/client holding the space will be given 48 hrs to confirm the booking with a deposit.
Cancellation Policy
If the event is cancelled, greater than sixty days prior to the event, the deposit is fully refundable.
If the event is cancelled within 60 days before the event, the group’s liability for liquidated damages will be as follows:
- 60 to 30 days prior: Deposit non-refundable
- 29-14 days prior: Deposit non-refundable and 25% of minimum spend requirement
- 13 to 6 days prior: Deposit non-refundable and 50% of minimum spend requirement
- 5 days to 72 hours prior: Deposit non-refundable and 100% of minimum spend requirement
- 72 hours or less: Deposit non-refundable and 100% of food ordered based on last known guest count
Vendors Sign Off Form
All vendors/Entertainment contracted by the convenor of an event are required to read and sign off on a Vendor Sign Off Form which states they understand the conditions set out by The Waterfront Event & Conference Centre in order to use the facility. Additional charges may apply for setup/ equipment use.
Service Charge Fee
The 15% Service Charge Fee on top of all food & beverage is for room set-up, including registration table, clean up of space, plus use of our state of the art A/V equipment, including; podium, microphone, background music, WiFi, LCD projector, screen, easels, wireless microphone.
Set Up & Layouts
Your event coordinator will work directly with the assigned convenor to assist in providing the best setup/floor plans in the room for a successful event. The Waterfront reserves the final say as to placement and layout in the venue based on many protocols.
Frequently Asked Questions
Do I have to order food & beverage?
You do not have to order food and beverage, however our rooms have a food and beverage minimum spend. The Waterfront Centre is a full-service catering company; therefore we do not permit any outside food and/or beverage in the facility. All alcohol on the premises can only be supplied by The Waterfront Centre.
Will I get time to set up?
Yes, you will have access for set up one hour prior to your contracted event start time.
Can I place signage/decorations in the building?
All signage must be preapproved by the event coordinator prior to the event. No signage can be placed/attached on any surface. Decorations on walls or ceiling are not permitted.
Lost/Stolen Items
The Waterfront Centre assumes no responsibility for personal property and equipment brought on to the premises. Personal effects must be removed from the premises at the end of each event.
Audio/Visual (AV)
Each room is equipped with state of the art LCD projector, podium and two microphones (one wired, one wireless). Any additional equipment or services are to be contracted out to AMV https://www.amvweddings.ca or Mr. Productions https://mrproductionsdj.ca/.
Are Bands/Entertainment allowed?
Yes. All entertainment is required to fill out a Vendor/Trade Information Sheet and be preapproved 2 weeks prior to the event. This term is non-negotiable. The Waterfront reserves the right to choose placement and designated sound level for event. All DJs need to use the in-house system with no exceptions. Bands may be required to provide a Certificate of Insurance valued at $2,000,000. No tape is permitted to be used at any time. If tape is used, the convener of the event will be charged $100.00 for damages. The Waterfront does not supply extension cords, speaker wires or carts.
Is there coat check?
We do offer a self-service coat check at no additional charge. Please arrange this with your event coordinator prior to your event.
Is parking available?
We are pleased to offer over 300 free parking spaces on site. We are happy to provide you with maps, directions and specific parking instructions.
Who can I contact on the day of the event?
The scheduled event manager will be your onsite contact the day of your event.
What am I responsible for?
As the convener of the event being held on The Waterfront Centre premises, you are responsible for the conduct of your guests with reference to the consumption of alcoholic beverages. You are responsible for all payments in regards to the event, including final payment, as well as any other costs incurred including repairs to, or replacement of any property belonging to The Waterfront Centre which may be damaged as a result of your use of the facilities.