Frequently Asked Questions

Do you need to be a member to book?
Non-members are welcome to book rooms at the VRC.  Members do receive a discount on room rentals.

How do I confirm my booking?
A non-refundable deposit and a signed contract are required to confirm a booking. The full payment is due two weeks prior to the event.  The deposit for the Carver Room or Trophy Lounge is $200 and the Harbour Room requires a $400 deposit.

What is the cancellation policy?
Any group cancelling within six weeks of the booking will be charged the full room rental and bar minimum. The deposit in non-refundable.

What is included in the cost of the room rental?
 - Exclusive use of the room and adjoining deck/patio
 - Bartenders and support staff to manage the bar and facility
 - Use of the background PA system, including podium and microphone
 - Tables and chairs and their set-up
 - Regular cleaning services before and after the booking 

What size are your tables?
Round Guest Tables – 60” (Seat 8-10 people)
Banquet Tables – 8’ x 30”, 6’ x 30”, 4’ x 30”
High Top Cocktail Tables – 30” Round, 42” High

What are the room capacities?
Due to fire regulations, the maximum capacity in the Carver Room or Trophy Lounge is 65 people.  The maximum capacity in the Harbour Room is 185 and the maximum when booking both the Harbour Room and Trophy Lounge is 250.

What time do I get access to the room?
Weekend rentals begin at noon, weekday rentals start at 8:30 a.m., and weekday evening rentals begin at 5:00 p.m.  Earlier access may be provided based on availability.

Who provides your catering services?
The VRC is proud to offer the exclusive catering services of Emelle’s Catering.  All functions providing food are required to use Emelle's Catering.  The caterer will be responsible for providing all equipment and rentals needed for your food service including linen, plates, cutlery, etc.

May I use another catering company?
We do make exceptions to allow other catering companies if Emelle’s in unable to provide the services you require (e.g. ethnic foods).  Any rental group wanting to use an alternative caterer will be charged a $350 galley fee and the catering company must be approved by our General Manager.  

Do you have any AV Equipment and, if so, what are the rental fees?
LCD Projector & Screen – $300.00
Screen only – $75.00
Flip Chart – $30.00

How does the bar work?
The bartenders and support staff are included in the cost of your room rental. The VRC is fully licensed and runs a full service bar.  Bar Service is available until 1:00 a.m. (12:00 a.m. on Sundays & Holidays).  The average bar price is $6.25 for local beer, wine, cider and highballs.

Host Bar -
Clients choosing to cover the cost of beverages for their guests can request a Host Bar.  When doing so, the client can choose the items available for the evening.  A running tab will be maintained throughout the event and an invoice will be sent to the client the following business day. The invoice will have a breakdown of all beverages purchased.  All host tabs are subject to applicable taxes and a 15% service charge.

Cash Bar -
Guests may purchase any beverages from the full service bar. We accept credit cards, debit and cash.  All sales will count towards the bar minimum.

Drink Tickets - 
The client will pre-determine which drinks apply (e.g. beer, wine, ciders and highballs) and will be responsible for distributing tickets. The bartender will record each drink ticket on a host tab. Invoicing will be done the same way as a Host Tab.

How does the Bar Minimum work?
Should the minimum consumption on a cash or host bar not be met, the difference will be charged to the rental group. 

May I bring in my own alcohol?
The VRC is a fully licensed facility and as such we provide all beverage service.  No alcohol is permitted on site that has not been purchased through the VRC.

Do you charge a corkage fee?
If you would like to serve wine that is not on our regular menu, we can order items through BC Liquor. We charge a $14.00 per bottle corkage fee, plus the cost of the wine. Orders must be made by the case and need be placed two weeks prior to the booking.

Are minors permitted on site?
Minors are only permitted on the premises while food is being served. 

Is there parking available?
Pay parking is in effect throughout the park.  Spaces are available on the street immediately outside the VRC, or in the large lot just past the club on the left hand side. During the summer months (April 1st - September 30th) the cost is $2.00 per hour or $8.00 per day, in effect from 6:00 a.m. - 9:00 p.m. During the winter months (October 1 - March 31) the cost is $1.00 per hour, or $4.00 per day, in effect from 7:00 a.m.-6:00 p.m. 

The VRC parking lot is for member use only, and is a tow-away zone for all non-members, including guests.  The VRC has a large loading zone for all suppliers/caterers to utilize as needed.

May I do my own decorating?
You are welcome to do your own decoration in accordance with our decorating regulations. Absolutely NO nails, tacks, staples or tape are to be used on the walls or ceilings for any purpose. Hooks are situated around the top edge of the walls for your convenience.  All decorations must be approved by the event manager prior to installation and must be removed immediately after the event.

How much are your SOCAN fees?
For events that include dancing and/or entertainment, the charge is $43.19 in the Trophy Lounge and Carver Room and $62.13 in the Harbour Room.  If the music is being used for background purposes only, the charge is $21.59 in the Trophy Lounge or Carver Room and $31.04 in the Harbour Room.

What are SOCAN fees?
SOCAN (Society of Composers, Authors and Music Publishers of Canada) requires that the users of music obtain a SOCAN licence to perform, or authorize others to perform, copyright music in public.  To ensure that the appropriate licence is in place, the policy of the Vancouver Rowing Club is to collect and remit the required licence fee to SOCAN.  Please note that the use of copyright music without a valid SOCAN licence may lead to a legal action for copyright infringement under the Copyright Act of Canada in accordance with SOCAN Tariff No. 8.