Frequently Asked Questions
Room descriptions, capacities & rates are in the menu to the right.- Can I come by to take a look at the room I want to book?
- Are tables & chairs included in my rental?
- Am I responsible for the set up & take down of my tables & chairs?
- Can I have extra time before my rental to set up?
- Can I pay someone at the FGCA to do the set up/clean up for me?
- What is the latest we are able to leave the building?
- What audio, visual, presentation equipment is available? Is there an additional cost?
- Do you provide cups, plates, dishes, cutlery, tablecloths etc?
- Do you have cooking utensils, knives, pots & pans etc available to use in the kitchen?
- I would just like to make coffee & tea, do I have to rent the kitchen? Is there a coffee maker etc. available for use?
- Is it possible to serve alcohol at my event?
- I would like to rent the kitchen to make a product I can then sell, is that possible?
- Are your rooms wheelchair accessible?
- Is there parking near by?
Can I come by to take a look at the room I want to book?
Yes. Just phone ahead to be sure someone is available to show you the room
Are table and chairs included in my rental?
Yes. The Garry Oak Room will fit a maximum 100 chairs at 15 tables
Our other rooms have lots of tables & chairs to set up as you wish.
Am I responsible for the set up and take down of my tables & chairs?
Yes. You should anticipate setup as well as take down for your rental, leaving the room how you found it.
Can I have extra time before my rental to set up?
The facility attendant will arrive approximately 15 minutes prior to your rental time to unlock the building and orient you to the facility. If you require more time for your set up, you will need to book and pay for additional set up / take down time.
Can I pay someone at the FGCA to do the set up/cleanup for me?
The room must be left how you found it. Tables and chairs put away, garbage/recycling put in the appropriate places, decorations/display materials removed, kitchen cleaned, floor swept. You can pay an additional $50 to have one of our staff put away tables, chairs and sweep the floor after your initial tidy up of the event. Set up fees are $50 as well, please email your request.
What is the latest we are able to leave the building?
Generally the latest an event can end is 11:00pm, then allowing for a ½ hour of clean up (you & your clean-up friends exit at 11:30).
This is due to a City of Victoria noise by-law.
What audio, visual, presentation equipment is available?
Is there an additional cost?
These items are available upon request, with no additional charge:
TV/CD-DVD player - 27" colour flat screen TV's
Portable CD player
Sscreen
White board
Flip chart stands - paper and markers responsibility of renters
These items are available upon request, rates as follows:
Epson Digital Projector $50 USB/Monitor/Video/ S-video inputs
Sound System $30 (only in GOR) Ipod/laptop(cables suppled)/CD-DVD player/microphones
Do you provide cups, plates, dishes, cutlery, tablecloths etc?
No. You may bring your own or rent event supplies from a catering company such as ‘Joe the Bartender’ http://www.joethebartender.com/
Do you have cooking utensils, knives, pots & pans, etc available to use in the kitchen?
We have 1 large pot & 1 large pan. No knives, no cutting boards & a small assortment of miscellaneous utensils. It is best to bring your own kitchen items for cooking.
I would just like to make coffee & tea, do I have to rent the kitchen? Is there a coffee maker etc. available for use?
You do not need to rent the kitchen to serve coffee & tea at your event. We have a kettle & 2 large coffee urns available at no additional cost - coffee, tea, cream, cups etc. are your own responsiblity. We can supply a 10 cup coffee carrafe, filters & coffee for a $10 fee - again, cream, cups etc. are up to you to provide.
Is it possible to serve alcohol at my event?
Yes. You need the 3 following items before your event.
* No homemade wine or beer is allowed*
1/ Serving It Right Certificate - http://www.servingitright.com/
The person serving alcohol at your event must have this certificate. Certification is obtained by taking the SIR course and passing an exam ($35 fee). The course can be taken online for immediate certification or through self-study using a program manual with your certificate arriving 2 weeks after passing the exam.
2/ Liquor Licence - http://www.hsd.gov.bc.ca/lclb/
To apply for a Special Occasion Licence, please visit the BC Liquor Store nearest you. If applying for an event in the Garry Oak Room 401 Moss St V8S 5J1 is the address to enter on the form. This is the official address of the Garry Oak Room since it is part of the school, but the entrance to the room is located at 1335 Thurlow Rd. We will need a copy of your approved licence for our files.
3/ Read & sign the Insurance Waiver
Private function insurance is available through local providers including Allsport - http://www.allsportinsurance.com/
I would like to rent the kitchen to make a product I can then sell, is that possible?
Yes. Our kitchen is an industrial kitchen that fits VIHA & FoodSafe criteria. You will need to obtain a FoodSafe certificate- http://www.foodsafe.ca/main as well as a licence from VIHA http://www.viha.ca/mho/food/
Are all your rooms wheelchair accessible?
Yes. All our rooms have ground level or ramp access with wheelchair washrooms available. Our doors do not have an automatic open feature.
Is there parking nearby?
There are 7 parking spots in front of the main Place Building on Fairfield Road. After school hours and on Holidays, the Sir James Douglas Elementary School parking lot is available for facility users. Additional parking is available on the Porter Park side of Thurlow Street at any time.