Event Agreement
Last update: April 2026
This Event Space Rental Agreement ("Agreement") is between Suite Genius (0956404 B.C. Ltd.) ("Suite Genius") and the individual or organization booking the event space ("Renter").
By booking or using the event space, the Renter agrees to the terms below.
The event date, time, duration, permitted areas, and any setup or teardown time are as confirmed at the time of booking and set out in the booking confirmation, which forms part of this Agreement. Early access or overtime is not permitted unless approved in writing and may result in additional charges.
The Renter is responsible for ensuring all guests and vendors vacate the space by the agreed end time.
Where the Renter has been granted after-hours access (before 8:30 am or after 5:30 pm), the Renter is responsible for properly securing the premises upon departure, including arming any alarm system as directed and ensuring all access points are locked. Any fobs, access cards, or keys provided must be returned before leaving.
All fees must be paid in full prior to the event unless otherwise agreed in writing. Additional charges may apply for overtime, damage, cleaning, or violations of this Agreement.
Any outstanding amounts are due within 7 days of invoice.
The following cancellation terms apply to all event space bookings, calculated from the event start date and time:
Refunds, if applicable, will be issued using the original method of payment within a reasonable period following cancellation.
Third-Party Platforms: For bookings made through third-party platforms (e.g., Peerspace, Giggster), the cancellation policy of that platform applies and supersedes this Agreement.
The event space may only be used for the purpose described at the time of booking. The Renter is responsible for ensuring that all guests, vendors, caterers, and service providers comply with this Agreement, building rules, and all applicable laws.
Suite Genius reserves the right to deny access, stop an event, or require the event to end early if this Agreement is breached or if safety concerns arise.
The Renter must comply with the maximum occupancy limits provided by Suite Genius and all fire and safety regulations. The Renter is responsible for orderly conduct and the safety of all attendees.
Open flames, smoking, illegal substances, and hazardous activities are strictly prohibited unless expressly approved in writing by Suite Genius. Smoking or gathering is not permitted within 15 metres of the building entrance at any time during the event.
Suite Genius reserves the right to expel any individual who, in its sole judgment, is intoxicated, under the influence of substances, or engaging in behaviour that jeopardizes the safety of others or the rights, use permit, or insurability of Suite Genius.
Events must comply with applicable noise bylaws and building rules. The Renter acknowledges the premises is located in a shared office space and is responsible for ensuring event noise does not disturb neighbouring occupants.
Music and amplified sound must end by 10:00 pm. Excessive noise, disruptive behaviour, or complaints may result in the event being ended early without refund.
Decorations must not damage walls, ceilings, or fixtures. Tape, adhesives, nails, or fasteners may only be used on surfaces expressly approved by Suite Genius. Confetti, glitter, and similar materials are strictly prohibited.
All decorations and rental items must be removed by the agreed end time unless prior written approval has been obtained.
Outside catering is permitted. The Renter is responsible for ensuring all food and beverage service complies with applicable health and safety regulations. Suite Genius does not provide catering services unless expressly arranged. All catering, large catering garbage, and rental items need to be removed by the end of the event unless otherwise approved by Suite Genius.
The Renter is responsible for leaving the space in the same condition as found, including sorting all garbage/recycling into the receptacles provided, storing additional garbage in the exterior storage room, returning furniture to its original layout, clearing all food and beverage items, and returning any fobs, access cards, or keys provided.
Suite Genius reserves the right to charge a cleaning fee if the space is left in an unsatisfactory condition.
The Renter is responsible for the conduct of all vendors, caterers, photographers, and other third parties attending the event. All vendor equipment and materials must be removed by the agreed end time unless prior written approval has been obtained.
Event liability insurance is strongly recommended for all events, and is required for events involving alcohol, catering, or third-party vendors. Where required, proof of insurance naming Suite Genius as an additional insured must be provided at least 14 days prior to the event.
Where the Renter chooses not to obtain event liability insurance, the Renter accepts sole and full responsibility for any and all claims, damages, losses, costs, or liabilities arising from the event, and agrees that Suite Genius shall bear no liability whatsoever in connection with any such claims, whether or not insurance would have covered them.
The sale of alcohol is not permitted unless expressly approved in writing by Suite Genius. Alcohol may not be served to minors. Suite Genius reserves the right to expel any individual deemed to be intoxicated. Failure to obtain required permits does not relieve the Renter of responsibility for any liabilities arising from the event.
The Renter acknowledges that hosting an event involves inherent risks, including risks of bodily injury, property damage, and loss. The Renter voluntarily assumes all such risks associated with the event and use of the premises.
The Renter agrees to indemnify, defend, and hold harmless Suite Genius, its affiliates, landlords, building owners, officers, employees, contractors, and agents from and against any and all claims, damages, losses, costs, expenses (including reasonable legal fees), liabilities, or demands arising out of or related to:
These obligations apply whether or not insurance has been obtained and survive the completion or termination of the event.
Suite Genius is not liable for failure to provide the space due to events beyond its reasonable control, including but not limited to fire, flood, power failure, government orders, or building emergencies. In such cases, Suite Genius will work with the Renter to reschedule where reasonably possible.
Suite Genius takes no responsibility for personal effects or possessions left on the premises during or after any event. Lost items recovered by Suite Genius will be held for up to 30 days, and every reasonable effort will be made to return recovered items to their owner.
This Agreement may only be modified by a written amendment signed by both parties. No verbal representations or promises by Suite Genius staff shall constitute a modification of this Agreement.
This Agreement is governed by the laws of the Province of British Columbia and the federal laws of Canada applicable therein.
All provisions relating to liability, indemnification, damage, payment, and enforcement survive the completion or termination of the event.
This Agreement, together with the booking confirmation, constitutes the entire agreement between the parties regarding the event space booking and supersedes any prior discussions or understandings.
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